| name | meeting-scheduling-constraints |
| description | Find a common meeting time for 2-3 participants across 2 time zones using fixed UTC offsets. Use this skill when the task is to list participants and time zones, convert business-hour availability into UTC, find the overlapping UTC range, convert that overlap back into local times, and suggest a specific meeting time within the overlap. Focus on scheduling with fixed UTC offsets and standard business hours. |
| metadata | {"environment":"communication-scheduling-operations","skill_id":"E6-LS4","short-description":"Find a common meeting time for participants across different time zones","version":"1.0"} |
Meeting Scheduling Constraints
Use this workflow when a meeting needs to be scheduled across two time zones. The goal is to convert each participant's working hours into UTC, find the shared overlap, convert it back to local time, and then choose one concrete meeting slot.
Scope: scheduling with 2-3 participants across 2 time zones using fixed UTC offsets.
When to Use
Use this skill when:
- a user needs a meeting time that works across time zones
- the participants are in different cities or regions
- the task is to find overlap within business hours
- the output should include one recommended meeting time in each local zone
Scheduling Workflow
Follow these five steps.
Step 1 — List Participants and Time Zones
Start by listing:
- each participant
- their time zone
- their UTC offset
Example:
Alice -> EST -> UTC-5
Bob -> CET -> UTC+1
If no availability is given, assume standard business hours:
Step 2 — Convert Each Availability Window to UTC
Convert each participant's local available hours into UTC.
Examples:
- EST = UTC-5
- CET = UTC+1
- JST = UTC+9
Example conversion:
Alice: 09:00-17:00 EST -> 14:00-22:00 UTC
Bob: 09:00-17:00 CET -> 08:00-16:00 UTC
Use a fixed UTC offset table rather than time-zone rules.
Step 3 — Find the Overlapping UTC Range
Compare all UTC ranges and find the overlap where everyone is available.
Rule:
- overlap start = latest start time
- overlap end = earliest end time
Example:
Alice UTC: 14:00-22:00
Bob UTC: 08:00-16:00
Overlap: 14:00-16:00 UTC
If the overlap start is before the overlap end, you have a valid shared window.
Step 4 — Convert the Overlap Back to Local Time
Take the overlap window and convert it back into each participant's local time.
Example:
Overlap: 14:00-16:00 UTC
Alice (EST): 09:00-11:00
Bob (CET): 15:00-17:00
This makes it easy to confirm the shared slot is practical for each person.
Step 5 — Suggest a Specific Meeting Time
Choose one meeting time inside the overlap.
Preferred rule:
- choose a mid-morning time in the majority time zone when possible
If there is no clear majority, choose a time near the middle of the overlap.
Example:
Overlap: 14:00-16:00 UTC
Suggested time: 15:00 UTC
Alice: 10:00 EST
Bob: 16:00 CET
Handling No Overlap
If there is no shared overlap inside normal business hours, suggest the least-bad option by choosing the time closest to the edges of both availability windows.
Example:
No perfect overlap found.
Suggested least-bad option: 13:00 UTC
Alice: 08:00 EST
Bob: 18:00 CET
State clearly that the suggested time falls outside at least one normal business-hours window.
UTC Offset Reference Pattern
Useful examples:
EST = UTC-5
CET = UTC+1
JST = UTC+9
You can extend this table when needed for the participants involved.
Basic Implementation Pattern
def overlap_range(ranges):
start = max(r[0] for r in ranges)
end = min(r[1] for r in ranges)
if start < end:
return (start, end)
return None
Practical Rules
Use UTC as the Shared Comparison Space
Do not compare local business hours directly across regions. Convert them to UTC first.
Respect Standard Business Hours
Unless the user provides different windows, use 09:00-17:00 local time.
Show the Overlap Before Choosing a Time
The user should be able to see the full shared window, not just the final recommendation.
Convert the Final Suggestion Back to Local Time
A UTC-only answer is harder to use in practice.
Be Explicit When There Is No Perfect Slot
If no true overlap exists, say so before proposing the least-bad option.
Common Pitfalls
- mixing local times without converting to UTC first
- using the wrong sign for a UTC offset
- choosing a time before confirming the full overlap
- giving a UTC time without local equivalents
- failing to say when the suggested time falls outside normal business hours
When NOT to Use
- the task is about calendar booking rather than time-slot finding
- the user already provides one confirmed meeting time
- the scheduling problem needs a richer process than fixed-offset overlap
Quick Summary
1. List participants and their UTC offsets
2. Convert local business hours to UTC
3. Find the overlapping UTC range
4. Convert that overlap back to local time
5. Suggest a meeting time inside the overlap, or the least-bad option if none exists
