Best Time to Call Between USA and Europe (Complete Guide)

Coordinating meetings between the United States and Europe is one of the most common challenges in global business. With time differences ranging from 5 to 9 hours depending on the regions involved, finding optimal meeting times requires careful planning and understanding of business hours across both continents.

Table of Contents

Understanding USA-Europe Time Differences

USA Time Zones

Eastern Time (EST/EDT):

  • Standard Time (EST): UTC-5 (November - March)
  • Daylight Time (EDT): UTC-4 (March - November)
  • Major Cities: New York, Washington DC, Miami, Atlanta

Central Time (CST/CDT):

  • Standard Time (CST): UTC-6 (November - March)
  • Daylight Time (CDT): UTC-5 (March - November)
  • Major Cities: Chicago, Dallas, Houston, New Orleans

Mountain Time (MST/MDT):

  • Standard Time (MST): UTC-7 (November - March)
  • Daylight Time (MDT): UTC-6 (March - November)
  • Major Cities: Denver, Phoenix, Salt Lake City

Pacific Time (PST/PDT):

  • Standard Time (PST): UTC-8 (November - March)
  • Daylight Time (PDT): UTC-7 (March - November)
  • Major Cities: Los Angeles, San Francisco, Seattle

European Time Zones

Western European Time (WET/WEST):

  • Standard Time (WET): UTC+0 (October - March)
  • Summer Time (WEST): UTC+1 (March - October)
  • Countries: Portugal, UK, Ireland

Central European Time (CET/CEST):

  • Standard Time (CET): UTC+1 (October - March)
  • Summer Time (CEST): UTC+2 (March - October)
  • Countries: Germany, France, Italy, Spain, Netherlands, Belgium

Eastern European Time (EET/EEST):

  • Standard Time (EET): UTC+2 (October - March)
  • Summer Time (EEST): UTC+3 (March - October)
  • Countries: Greece, Finland, Romania, Bulgaria

Business Hours Overlap Analysis

Standard Business Hours

  • USA: 9:00 AM - 5:00 PM local time
  • Europe: 9:00 AM - 5:00 PM local time

Overlap Windows

EST ↔ CET (Most Common):

  • EST to CET: 5-hour difference (EST is behind)
  • Best overlap: 9:00 AM EST = 2:00 PM CET to 5:00 PM EST = 10:00 PM CET
  • Optimal window: 9:00 AM - 12:00 PM EST (2:00 PM - 5:00 PM CET)

PST ↔ CET:

  • PST to CET: 8-hour difference (PST is behind)
  • Best overlap: 9:00 AM PST = 5:00 PM CET to 12:00 PM PST = 8:00 PM CET
  • Optimal window: 9:00 AM - 11:00 AM PST (5:00 PM - 7:00 PM CET)

EST ↔ GMT:

  • EST to GMT: 5-hour difference (EST is behind)
  • Best overlap: 9:00 AM EST = 2:00 PM GMT to 5:00 PM EST = 10:00 PM GMT
  • Optimal window: 9:00 AM - 12:00 PM EST (2:00 PM - 5:00 PM GMT)

Best Meeting Times by Region

New York ↔ London

Time Difference: 5 hours (EST behind GMT)

Optimal Times:

  • Morning (NY): 9:00 AM - 12:00 PM EST (2:00 PM - 5:00 PM GMT)
  • Afternoon (NY): 1:00 PM - 3:00 PM EST (6:00 PM - 8:00 PM GMT)

Avoid:

  • Early morning NY: Before 9:00 AM EST (before 2:00 PM GMT)
  • Late evening NY: After 5:00 PM EST (after 10:00 PM GMT)

Los Angeles ↔ Berlin

Time Difference: 9 hours (PST behind CET)

Optimal Times:

  • Morning (LA): 9:00 AM - 11:00 AM PST (5:00 PM - 7:00 PM CET)
  • Early afternoon (LA): 12:00 PM - 2:00 PM PST (8:00 PM - 10:00 PM CET)

Avoid:

  • Late morning LA: After 11:00 AM PST (after 7:00 PM CET)
  • Early morning LA: Before 9:00 AM PST (before 5:00 PM CET)

Chicago ↔ Paris

Time Difference: 7 hours (CST behind CET)

Optimal Times:

  • Morning (Chicago): 9:00 AM - 12:00 PM CST (3:00 PM - 6:00 PM CET)
  • Early afternoon (Chicago): 1:00 PM - 3:00 PM CST (7:00 PM - 9:00 PM CET)

Avoid:

  • Late afternoon Chicago: After 3:00 PM CST (after 9:00 PM CET)
  • Early morning Chicago: Before 9:00 AM CST (before 3:00 PM CET)

Scheduling Strategies

Rotating Meeting Times

Strategy 1: Weekly Rotation

  • Week 1: US morning (Europe afternoon)
  • Week 2: Europe morning (US afternoon)
  • Week 3: US morning (Europe afternoon)
  • Week 4: Europe morning (US afternoon)

Strategy 2: Monthly Rotation

  • Month 1: Favor US time zones
  • Month 2: Favor European time zones
  • Month 3: Favor US time zones
  • Month 4: Favor European time zones

Time Zone Etiquette

For US Teams:

  1. Be flexible - Europeans often stay late for meetings
  2. Consider lunch breaks - European lunch is typically 12:00-1:00 PM
  3. Respect holidays - European holiday schedules differ from US
  4. Use clear timezone notation - Always specify EST, PST, etc.

For European Teams:

  1. Understand US business culture - More direct communication style
  2. Account for US holidays - Different from European holidays
  3. Consider time zone changes - DST transitions affect scheduling
  4. Be patient with responses - US teams may need more time

Common Scenarios

Daily Standup Meetings

Best Practice: Rotate times weekly

  • Week 1: 9:00 AM EST (2:00 PM GMT)
  • Week 2: 9:00 AM GMT (4:00 AM EST)
  • Week 3: 9:00 AM EST (2:00 PM GMT)
  • Week 4: 9:00 AM GMT (4:00 AM EST)

Client Presentations

Optimal Times:

  • US to Europe: 9:00 AM - 11:00 AM EST (2:00 PM - 4:00 PM GMT)
  • Europe to US: 2:00 PM - 4:00 PM GMT (9:00 AM - 11:00 AM EST)

Project Reviews

Monthly Reviews:

  • US to Europe: 10:00 AM EST (3:00 PM GMT)
  • Europe to US: 3:00 PM GMT (10:00 AM EST)

Quarterly Reviews:

  • US to Europe: 9:00 AM EST (2:00 PM GMT)
  • Europe to US: 2:00 PM GMT (9:00 AM EST)

Emergency Calls

For Urgent Issues:

  • US to Europe: Any time during US business hours
  • Europe to US: Any time during European business hours
  • Follow up: Schedule proper meeting within 24 hours

Tools and Resources

Timezone Conversion Tools

Online Converters:

  • Team Timezone Converter
  • World Clock websites
  • Time zone conversion apps

Calendar Integration:

  • Google Calendar (automatic timezone conversion)
  • Outlook Calendar (timezone support)
  • Apple Calendar (timezone awareness)

Meeting Scheduling Tools

Recommended Tools:

  • Calendly - Automatic timezone detection
  • When2meet - Multiple timezone support
  • Doodle - Polling for meeting times
  • Microsoft Bookings - Enterprise scheduling

Best Practices for Tools

  1. Set your timezone in all calendar applications
  2. Use meeting links that automatically convert times
  3. Include timezone in meeting invitations
  4. Test tools before important meetings
  5. Have backup plans for technical issues

Best Practices

Communication

Meeting Invitations:

  • Always include timezone in subject line
  • Use format: "Meeting at 2:00 PM EST (7:00 PM GMT)"
  • Include calendar links for easy conversion
  • Send reminders 24 hours before

Email Communication:

  • Specify timezone in all time references
  • Use 24-hour format for international clarity
  • Include timezone in email signatures
  • Confirm times in both timezones

Preparation

Before Meetings:

  1. Test technology - Video, audio, screen sharing
  2. Prepare materials - Share documents in advance
  3. Set agenda - Clear objectives and timeline
  4. Assign roles - Who leads, who takes notes
  5. Plan breaks - For meetings longer than 1 hour

During Meetings:

  1. Start on time - Respect everyone's schedule
  2. Use video - Better engagement and communication
  3. Speak clearly - Account for potential language barriers
  4. Take notes - Share meeting summary afterward
  5. End on time - Respect everyone's schedule

Follow-up

After Meetings:

  1. Send summary - Key decisions and action items
  2. Share recordings - For those who couldn't attend
  3. Schedule follow-ups - Next steps and deadlines
  4. Update project tools - Keep everyone informed
  5. Gather feedback - Improve future meetings

Conclusion

Successful USA-Europe collaboration requires understanding time differences, respecting business hours, and using the right tools and strategies. By following these guidelines, teams can build strong working relationships across the Atlantic.

Key Takeaways

  • EST to CET has the best overlap (5-hour difference)
  • Morning US time works best for most European teams
  • Rotate meeting times to share the inconvenience
  • Use reliable tools for timezone conversion
  • Communicate clearly about time zones and expectations

Action Items

  1. Identify your timezone and your European partners' timezones
  2. Calculate overlap windows for optimal meeting times
  3. Set up timezone conversion tools for your team
  4. Create meeting templates with timezone information
  5. Establish rotation schedules for regular meetings

Remember, successful transatlantic collaboration is built on mutual respect, clear communication, and thoughtful scheduling. With the right approach, your USA-Europe team can work as effectively as if you were in the same office.

The key is to be flexible, understanding, and always considerate of the time zone challenges your colleagues face. By following these best practices, you'll build stronger relationships and more productive partnerships across the Atlantic.

Team Timezone

About Team Timezone

Team Timezone is dedicated to helping global teams work seamlessly across time zones. We provide accurate timezone conversion tools and expert insights to make remote collaboration effortless.