How to Handle International Time Zones When Making Calls

Nothing kills a professional relationship faster than calling someone at 3 AM their time. Time zones are confusing, but they don't have to be. Here's how to handle them like a pro.

Why Time Zones Matter

Calling someone at the wrong time isn't just annoying—it's unprofessional. When you wake someone up or interrupt their dinner, you're basically saying their time doesn't matter. That's not a great first impression.

Plus, even if they answer, they're probably not going to be at their best. You want them focused and engaged, not groggy or distracted. Getting the time right shows respect and increases your chances of a productive conversation.

Quick Time Zone Tricks

Before you pick up the phone, do a quick mental check:

Know your major time zones: If you're in New York (EST/EDT), London is 5 hours ahead, Tokyo is 13-14 hours ahead, and Sydney is 15-16 hours ahead. Memorize a few key relationships and you'll get faster at calculating.

Use the 24-hour clock: When scheduling calls, use 24-hour time (14:00 instead of 2 PM). It eliminates AM/PM confusion and makes international coordination way easier.

Account for daylight saving: This is where most people mess up. Not all countries observe daylight saving, and they don't all change on the same dates. The US and Europe change on different weekends, which can throw off your calculations.

When in doubt, ask: If you're not 100% sure, just ask. "What time works best for you?" is way better than guessing wrong. Most people appreciate the consideration.

Tools That Actually Help

You don't have to do all the math yourself. There are tools that make this way easier:

World Clock Apps

Most smartphones have a built-in world clock feature. Add the cities you call frequently, and you can see all their times at a glance. It's simple, it's free, and it's always with you.

On iPhone: Open the Clock app → World Clock → Add cities

On Android: Open the Clock app → Clock → Add city

Time Zone Converters

For one-off calls, use a time zone converter website like TimeAndDate.com or WorldTimeBuddy. Just enter your time and their location, and it tells you exactly when to call. No math required.

Pro tip: Bookmark a time zone converter on your phone. When someone says "call me at 2 PM my time," you can check it in seconds.

Avoiding Awkward Calls

Here's how to never make the time zone mistake again:

Always specify the time zone: When scheduling, say "2 PM EST" or "2 PM your time" or "2 PM London time." Never assume they know what time zone you mean.

Confirm before calling: Send a quick text or email: "Just confirming—is 2 PM your time still good?" This gives them a chance to correct you if you're wrong.

Use calendar invites: When you send a calendar invite, most systems automatically convert the time to the recipient's time zone. They see it in their local time, you see it in yours. Problem solved.

Set reminders: If you're calling someone in a very different time zone, set multiple reminders. One the day before, one an hour before. Time zone mistakes are easy to make when you're busy.

Best Practices

Here's the golden rule: Always think from their perspective. What time is it where they are? Would you want to take a call at that time?

Business hours matter: Even if it's a reasonable hour, check if it's a business day. Calling on a weekend or holiday in their country is still annoying, even if the time is fine.

Consider their schedule: If you're calling someone in Asia from the US, their morning might be your evening. That's usually fine. But their evening is your early morning, which might not work for you.

Be flexible: Sometimes the time zone difference means someone has to take a call at an inconvenient time. If that person is you, be gracious about it. If it's them, acknowledge it and keep the call short.

Use async communication when possible: For non-urgent matters, consider email or messaging instead of a call. It lets them respond when it's convenient for them, regardless of time zones.

Bottom line: Time zones are a pain, but they're not an excuse for bad communication. Use tools, double-check your math, and when in doubt, just ask. Respecting someone's time shows you respect them, period.