Calendar and Meeting Coordination for Multi-Timezone Team

We supported a team of consultants working across three time zones by managing their shared calendar and meeting logistics. This included booking sessions, preparing agendas, confirming availability, and distributing summaries afterward.

We created a shared Google Calendar with color-coded entries by project. We also handled recurring event scheduling, time zone conflict resolution, and reminders. Participants received automated calendar invites and follow-up emails.

Our team also prepared short summaries after meetings and updated a central document with next steps and responsibilities, keeping everyone aligned without long email chains.

Platform: Google Calendar, Zoom
Tools Used: Google Workspace, Calendly, Notion
Duration: Ongoing (part-time support)
Scope of Work:

• Meeting scheduling and timezone coordination

• Pre-meeting agenda setup and confirmations

• Post-meeting summaries and documentation

• Shared calendar management

• Reminder emails and follow-ups

Outcome:
The team’s meetings became more efficient and less stressful. They reported a significant reduction in coordination overhead and fewer missed or delayed sessions.