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Find Your Optimal International Meeting Time Using “Time and Dates”

Find Your Optimal International Meeting Time Using “Time and Dates”

Our world is more interconnected now than in any period in history. This article, can be read by anyone in the world at the same time (assuming they are connected to the internet). I have friends on the other side of the planet who I can message, and the messages can be received instantly.  People in business meeting can communicate with partners w ho are thousands of miles away. When things work well, they can be great. Borders and huge distances become meaningless, and communication is easy.

Time is the ultimate invisible border

However, this is not always the case. Though we can get in touch with people instantly, it is another thing entirely for them to be there.  This is simply due to time zones. What might be mid afternoon for me, can be very early in the morning, or late at night for others.

I have a friend who recently had a Skype job interview with people in a different country, to do it, he had to stay up until 1am.
Often we don’t consider the affects of time zones, so organizing a meeting at time best for everyone can be extremely difficult.

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What we need is a system to organize meetings that is designed around time zones. Something that helps you work out a timoe that suits everyone, no matter where they are in the world.
I used to do this manually with a calculator and pen, but this proved to be complicated and hugely ineffective.
Then I learned a smarter way, I learned to use the site Time and Date and it’s fantastic meeting planner tool.

With the help from the meeting planner, you don’t have to worry about finding the best meeting time

The tool works by helping you find the perfect time to communicate between two or more locations and timezones. For example: Lets say I am in New York and want to have skype meeting with someone in London.
All I need to do is select the cities (or any others I want), the timezones are pre-loaded according to the destination.
Check out the picture below for more info.

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    The tool will help you pairing up the meeting time 

    After I’ve chosen the cities/time zones, all I need to do is click “show timetable” and this will immediately take me to a list of different times, showing both my time in New York, and their related times in London.
    What’s even better, is that it color codes each hour according to usual sleeping hours, traditional working hours, and day time weekend hours. This helps me choose the ideal time.

      For example: Look at the photo above. I want to have the meeting on Sunday. The person I want to speak to is free in the morning
      or early afternoon. However from 9am to 11am their time is too early for me as I’m four hours behind.
      However with this tool, I can look at the time zones, and see immediately that 8am is 12pm their time, and this suits us both.

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      Without this tool, finding the perfect time for us both would have been needlessly complicated.

      Bonus Feature: Announce Your Event Time Worldwide

      The timezone planner isn’t the only useful feature of the site. Far from it.  I’m a big fan of their “Event time announcer ” feature.  This is perfect if you are planning to release something or host an event on a specific time, and want to show the world what time it will be according to their local time whatever their time zone.

      Setting this up is remarkably easy.  All you need to do is fill in the correct details as seen below.

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        Once you’ve filled it all in correctly, all you need to do is click on the button “Show Result” and the site will immediately get to work, doing all the hard stuff for you.

          Once it has loaded, you’ll get a list like the one above saying the local times of your event all around the world.
          What I like about this is the sheer ease of use. Using conventional methods, or even other websites, setting up a similar table would be difficult. With this, it is done in less than a minute.

          So, thanks to this website, any potential difficulties arising from time differences can be easily resolved. It doesn’t have to be for business either, I used this site once for working out my plans for a vacation.
          It’s the ultimate planning tool.

          More by this author

          Brian Lee

          Chief of Product Management at Lifehack

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          Last Updated on September 18, 2019

          15 Best Organizing Tips For Office Organization and Getting More Done

          15 Best Organizing Tips For Office Organization and Getting More Done

          You may think that you don’t have time for office organization, but if you really knew how much time that disorganization cost you, you’d reconsider.

          Rearranging and moving piles occasionally doesn’t count. Neither does clearing off your desk, if you swipe the mess into a bin, or a desk drawer.

          A relatively neat and orderly office space clears the way for higher productivity and less wasted time.

          Organizing your office doesn’t have to take days, it can be done a little at a time. In fact, maintaining an organized office is much more effective if you treat it like an on-going project, instead of a massive assault.

          So, if you’re ready to get started, the following organizing tips will help you transform your office into an efficient workspace.

          1. Purge Your Office

          De-clutter, empty, shred, get rid of everything that you don’t need or want. Look around. What haven’t you used in a while?

          Take one area at a time. If it doesn’t work, send it out for repair or toss it. If you haven’t used it in months and can’t think of when you’ll actually need it, out it goes. This goes for furniture, equipment, supplies, etc.

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          Don’t forget about knick-knacks, plants (real or artificial), and decorations – if they’re covered with dust and make your office look shabby, they’re fair game.

          2. Gather and Redistribute

          Gather up every item that isn’t where it belongs and put it where it does.

          3. Establish Work “Zones”

          Decide what type of activity happens in each area of your office. You’ll probably have a main workspace (most likely your desk,) a reference area (filing cabinet, shelves, binders,) and a supply area (closet, shelves or drawers.)

          Place the appropriate equipment and supplies are located in the proper area as much as possible.

          4. Close Proximity

          Position the equipment and supplies that you use most within reach. Things that you rarely use can be stored or put away.

          5. Get a Good Labeler

          Choose a label maker that’s simple to use. Take the time to label shelves, bins, baskets drawers. Not only will it remind you where things go, but it will also help others who may have a need to find, use, or put away anything in your workspace.

          6. Revise Your Filing System

          As we move fully into the digital age, the need to store paper files has decreased.

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          What can your store digitally? Are you duplicating files? You may be able to eliminate some of the files and folders you’ve used in the past. If you’re storing files on your computer, make sure you are doing regular back-ups.

          Here’re some storage ideas for creating a smooth filing system:

          • Create a meeting folder – Put all “items to be discussed” in there along with items that need to be handed off, reports that need to be given, etc. It’ll help you be prepared for meetings and save you stress in the even that a meeting is moved up.
          • Create a WOR folder – So much of our messy papers are things that are on hold until someone else responds or acts. Corral them in a WOR (Waiting on Response) folder. Check it every few days for outstanding actions you may need to follow-up on.
          • Storage boxes – Use inexpensive storage boxes to keep archived files and get them out of your current file space.
          • Magazine boxes – Use magazine boxes or binders to store magazines and catalogs you really want to store. Please make sure you really need them for reference or research, otherwise recycle them, or give away.
          • Reading folder – Designate a file for print articles and documents you want to read that aren’t urgent.
          • Archive files – When a project is complete, put all of the materials together and file them away. Keep your “working folders” for projects in progress.
          • File weekly – Don’t let your filing pile up. Put your papers in a “To File” folder and file everything once a week.

          Learn more tips on organizing your files here: How to Organize Your Files for Better Productivity

          7. Clear off Your Desk

          Remove everything, clean it thoroughly and put back only those items that are essential for daily use.

          If you have difficulty declutter stuff, this Declutter Formula will help you throw away stuff without regretting later.

          8. Organize your Desktop

          Now that you’ve streamlined your desktop, it’s a good idea to organize it.

          Use desktop organizers or containers to organize the items on your desk. Use trays for papers, containers for smaller items.

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          Don’t forget your computer desktop! Make sure the files or images are all in organized folders. I’d recommend you clear your computer desktop everyday before you leave work.

          9. Organize Your Drawers

          Put items used together in the same drawer space, stamps with envelopes, sticky pads with notepads, etc.

          Use drawer organizers for little items – paper clips, tacks, etc. Use a separate drawer for personal items.

          10. Separate Inboxes

          If you work regularly with other people, create a folder, tray, or inbox for each.

          11. Clear Your Piles

          Hopefully with your new organized office, you won’t create piles of paper anymore, but you still have to sort through the old ones.

          Go through the pile (a little at a time if necessary) and put it in the appropriate place or dump it.

          12. Sort Mails

          Don’t just stick mail in a pile to be sorted or rifle through and take out the pieces you need right now. Sort it as soon as you get it – To act, To read, To file, To delegate or hand off. .

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          13. Assign Discard Dates

          You don’t need to keep every piece of paper indefinitely. Mark on files or documents when they can be tossed or shredded.

          Some legal or financial documents must be kept for specified length of time. Make sure you know what those requirements are.

          14. Filter Your Emails

          Some emails are important to read, others are just not that important.

          When you use the filter system to label different types of emails, you know their priority and which to reply first.

          Take a look at these tips to achieve inbox zero: The Ultimate Way to get to Inbox Zero

          15. Straighten Your Desk

          At the end of the day, do a quick straighten, so you have a clean start the next day.

          Bottom Line

          Use one tip or try them all. The amount of effort you put into creating and maintaining an efficient work area will pay off in a big way.

          Instead of spending time looking for things and shuffling piles, you’ll be able to spend your time…well…working and you’ll enjoy being clutter free!

          More Organizing Hacks

          Featured photo credit: Alesia Kazantceva via unsplash.com

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