Time zones in Google Calendar

Managing the differences in time zones can be difficult and error prone. Not many people live and work solely within a single time zone. In addition to travel, planning of teleconferences and webinars often deal with at least a nationwide if not worldwide audience. Google Calendar can be a great help in organizing and keeping a schedule. However, I have found that many people expend great effort when a calendar item crosses time zones.

The key is that the dates and times presented are in a single time zone. Once an understanding of this is formed, it really gets a lot easier.

You choose the time zone in which you wish to work. While viewing the calendar, choose Settings >> Calendar settings >> General tab. In the field labeled "Your current time zone," choose your current time zone.

In the field labeled "Label," enter something that will remind you which time zone is being used. If you are in New York, you might enter "EST", "EDT", "East", or something else (short is better). If you are in London, you might use "GMT" or "BST".

If you frequently travel to or talk with someone in another time zone, you might want to setup a secondary time zone. Choose "Show an additional time zone," then select the other time zone.

Choose "Save" and "Back to calendar" to leave the settings page.

Note that the time zone you selected appears as the vertical rule along the side of the calendar. If you chose a secondary calendar, it appears there as well. This is very helpful in knowing when a telephone call might awaken your friend.

If you travel to the other time zone, then you will want to return to the settings page and use the "swap" link. This will change your current time zone setting to the new location as well as make the additional calendar become your secondary calendar. Now it is easy to see what time it is "back home."

Most of this is reasonably benign. It becomes somewhat more troublesome when entering travel dates and times. The key to making it manageable and work is to remember that all entries should be made in the current time zone.

Travel itineraries typically specify times in the departure and destination time zones. Entering these times into Google Calendar will not work well. Here is a simple example.

• Dave works in the Chicago office and has his Google calendar set to CST
• Susan works in the New York office and has her Google calendar set to EST
• Dave plans a trip to New York for the annual budget planning meeting
• Dave books AA # 386 departing ORD at 09:00 arriving LGA at 12:00
• Dave creates a Google Calendar item with a starting time of 09:00
• Dave then enters the ending time as 11:00 because that is what time it will be in his current timezone when he lands at La Guardia in New York
• When Susan sees Dave's flight in the calendar, it appears to start at 10:00 and end at 12:00 because that is the time of these events in her current timezone

Enter all time values as they occur in the current time zone set on the Google Calendar settings page.

Some additional resources that could be helpful.

Time and Date
World Clock Meeting Planner
TripIt
NIST and UNSO clock
ntp (Network Time Protocol)

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