Find meeting times across time zones and write the invite
Workable meeting slots for attendees in several time zones, a fair rotation if it recurs, and a ready-to-send invitation.
The prompt
Help me schedule a meeting across time zones.
Attendees and their locations/time zones: [e.g. "my executive - New York; CFO - London; partner - Singapore"]
Working hours or constraints for each: [e.g. "no calls after 7pm local", "Fridays off in Dubai"]
Meeting length and purpose: [DETAILS]
Date range: [e.g. "next 2 weeks"]
One-off or recurring? [if recurring, how often]
Whose time matters most: [e.g. "external partner gets the best slot"]
Give me:
1. A table of the 3 best slots showing each attendee's local time and day, and who is outside normal hours.
2. If no slot works for everyone, say so and suggest options: split into two sessions, record and share, or rotate the inconvenient time.
3. For a recurring meeting, a fair rotation so the same people don't always take early or late calls.
4. Daylight-saving changes in the date range that will shift local times - flag them so I can double-check [CONFIRM DST DATES].
5. The calendar invite: title, agenda in 3 bullets, times written in each attendee's zone, and the video link placeholder [ADD LINK].
6. A short email proposing the options and asking people to confirm by [DATE].
Double-check the time conversions and show your working for the first slot so I can verify it.
Highlighted [brackets] are blanks to replace with your own details.
Fill in the blanks and use this promptMore Meetings prompts
What to fill in
- e.g. "no calls after 7pm local", "Fridays off in Dubai"
- DETAILS
- e.g. "next 2 weeks"
- if recurring, how often
- e.g. "external partner gets the best slot"
- CONFIRM DST DATES
- ADD LINK
- DATE
How this prompt is built
This prompt follows the Few-Shot structure (Few-shot prompting). A few-shot prompt includes one or more worked examples of the input and the output you want, so the model can copy the pattern instead of guessing it.
Related prompts
- Turn a meeting transcript into a one-page executive briefCondenses a long meeting or transcript into a short brief or update a busy executive can read in two minutes.
- Write a steering committee pre-read with clear decision asksA short pre-read that gets steering committee members ready to make decisions, not just hear an update.
- Write a meeting invitation with a clear purpose and agendaDrafts a calendar invite that says why the meeting exists, what will be decided, and how to prepare.
- Write my talking points for an upcoming meetingGives you a short, ordered set of talking points with key messages, supporting facts, and answers to likely pushback.