For a shared challenge across time zones, agree on each person's local activity dates, a window for updates and a specific time for any live conversation. Check the conversion for the actual dates you plan to use. A recurring meeting can shift by an hour for a friend when clocks change in one country first.
You can complete the activity separately and share progress when everyone is awake. This worksheet describes an agreement between friends. Your chosen app or event keeps its own check-in deadlines and scoring rules.
Decide what needs to happen together
Three friends practicing drawing may each sketch after dinner and post an update the following morning. A live drawing call requires an overlapping time slot. Write down which parts need a shared moment and which can happen during each person's day.
Choose the activity dates before counting opportunities. For a Monday, Wednesday and Friday plan, specify that each person means those dates in their own city. The selected-days planning guide gives a worked schedule. A host's Tuesday morning may still be another participant's Monday evening.
Collect available times in three cities
In this illustrative drawing group, Maya is in New York, Sam is in London and Ren is in Singapore. These are their preferred start times for a short live session:
- Maya: 9 to 10 a.m. in New York.
- Sam: noon to 3 p.m. in London.
- Ren: 8 to 9 p.m. in Singapore.
Use city names in the agreement and choose the corresponding time zone in your calendar. Record availability directly from each person. A reasonable-looking conversion can still fall during someone's work, sleep or family commitments.
| Date | New York | London | Singapore |
|---|---|---|---|
| October 26 | 9 a.m. | 1 p.m. | 9 p.m. |
| November 2 | 9 a.m. | 2 p.m. | 10 p.m. |
The October 26 start fits all three windows. On November 2, Ren would start an hour beyond the agreed window. Moving the call to 8 a.m. in New York would fit Ren's window but fall outside Maya's. The group chooses separate drawing sessions that week and asks everyone to leave an update after their own session.
For this example, the UK clock change falls on October 25, 2026. US daylight saving time ends on November 1 in places that observe it, including New York. Recheck future dates and travel plans in your calendar; these conversions describe the two dates shown.
Separate the activity date from the message time
Agree on a simple update such as: “Monday, November 2, Singapore: sketch completed after dinner.” That preserves the date of the activity even when friends read the message on another date.
For the drawing example, each person practices on their local Monday, Wednesday and Friday. The host reads the week's updates on Sunday at 9 a.m. in New York, shown as 2 p.m. in London and 10 p.m. in Singapore on November 8. Everyone can post earlier; the review time is a point for reading the record.
Keep an absent update marked unknown until the person clarifies it. The completion-rate calculator can summarize completed, missed and unknown opportunities in a manual plan. If a fixed event specifies New York time, use its published time zone to convert the deadline before joining.
Copy the availability worksheet
Action and scheduled local dates: Person, city and preferred session start times: Clock changes or travel during the round: Live session needed? If yes, date and time in every city: Activity date label for separate sessions: Update location and window: Host review date and time, with city: Missing-update and correction agreement: App or event deadline to check: Reminder preferences: Date to review the arrangement:
Download the time-zone planning worksheet. Fill it out together and keep personal availability details in a place your group chooses.
Set reminders that fit each person
Ask when a reminder would be useful, and write the time in that person's city. Avoid assuming that a message sent during your afternoon arrives during theirs. The reminder message templates help agree on timing and tone.
For Quests, read the selected Quest's rules and check the dates shown in the app. This worksheet leaves the app's streak, completion and time-zone behavior unchanged. The Quests product guide explains shared challenges and check-ins. Review your arrangement after the first week and whenever someone travels or changes their schedule.