Inclusivity for teams across time zones

In today’s globalized world, coordinating across time zones is a daily necessity. However, time zones can be tricky, especially with daylight saving time (DST) in the mix. A common source of confusion is the difference between acronyms like PST (Pacific Standard Time) and PDT (Pacific Daylight Time). Being intentional about using the correct time zone is critical because some regions don’t observe DST, and a careless mistake—like using the wrong acronym—can lead to attendees missing a meeting by an hour or more. Let’s dive into why this matters, how DST varies across regions, and explore specific examples of scheduling mishaps.

What Are PST and PDT?

• PST (Pacific Standard Time): This is UTC-8, used during the non-DST months (typically late fall to early spring) in places like California, Washington, and Oregon.
• PDT (Pacific Daylight Time): This is UTC-7, used during DST (typically spring to fall) in the same regions when clocks “spring forward” by an hour.

The confusion often stems from using these terms incorrectly based on the time of year. During DST, saying “PST” when you mean “PDT” can throw everything off.

DST: Not Everyone Follows It

Not all regions observe DST, which adds another layer of complexity:

• United States: Most states follow DST, but Arizona (except the Navajo Nation) and Hawaii stay on standard time year-round. Arizona uses Mountain Standard Time (MST, UTC-7) all year, while Hawaii uses Hawaii Standard Time (HST, UTC-10).
• Globally: Countries like Japan, India, and China don’t observe DST, sticking to standard time throughout the year.

This inconsistency means that if you’re scheduling a meeting between a DST-observing region (like California) and a non-DST region (like Arizona), precision in time zone naming is essential.

The Problem with Careless Time Zone Usage

Using the wrong acronym—like PST instead of PDT during DST—can create ambiguity. If the person scheduling the meeting lives in a DST area but someone else is in a non-DST area (or a true PST state outside DST), the miscommunication can lead to a missed meeting. Let’s look at two specific examples.

Example 1: PST vs. PDT in California During Summer

Imagine it’s July, and someone in California (on PDT, UTC-7, because it’s DST time) schedules a meeting with a colleague in Arizona (on MST, UTC-7 year-round, no DST). The Californian says:

“Let’s meet at 10:00 AM PST on July 15th.”

The Issue

• During summer, California is on PDT, not PST. Saying “PST” is technically incorrect.
• PST (UTC-8) is one hour behind PDT (UTC-7). So, 10:00 AM PST is actually 11:00 AM PDT.

How It’s Interpreted

• The Californian likely means “10:00 AM in my local time,” which is 10:00 AM PDT.
• Since Arizona is on MST (UTC-7) and PDT is also UTC-7, 10:00 AM PDT equals 10:00 AM MST. If the intent was clear, the Arizonan would join at 10:00 AM local time.

The Mistake

• The Arizonan might interpret “10:00 AM PST” literally as 10:00 AM UTC-8. Since MST (UTC-7) is one hour ahead of PST, they’d calculate it as 11:00 AM MST.
• Result: The Arizonan shows up at 11:00 AM MST, while the Californian expects them at 10:00 AM PDT (10:00 AM MST), missing the meeting by an hour.

Example 2: PST in a Non-DST State

Now, consider someone in British Columbia, Canada, scheduling a meeting in January (non-DST season, so they’re on PST, UTC-8) with a colleague in California (also on PST, UTC-8 in winter). They say:

“Let’s meet at 10:00 AM PST on January 10th.”

This time, PST is correct because it’s winter. But let’s tweak it: suppose the Californian from Example 1, still in DST mindset from summer, schedules a follow-up in July and says:

“Let’s meet at 10:00 AM PST on July 15th with our British Columbia colleague.”

The Issue

• In July, California is on PDT (UTC-7), but British Columbia is also on PDT (UTC-7) during DST. Saying “PST” is wrong for both.
• However, imagine the British Columbia colleague misinterprets this based on their winter habits, assuming PST is still in play.

How It’s Interpreted

• The Californian means 10:00 AM PDT (local time).
• The British Columbian might think “PST” means 10:00 AM PST (UTC-8), which is 11:00 AM PDT (UTC-7).

The Mistake

• If the British Columbian adjusts to 11:00 AM PDT, they arrive an hour late for the 10:00 AM PDT meeting.

Non-DST Twist

• If this meeting included someone in Arizona (MST, UTC-7), they’d face the same confusion as in Example 1, potentially showing up at 11:00 AM MST instead of 10:00 AM MST.

Why It Matters

These examples show how a single hour’s difference—caused by misusing PST vs. PDT—can derail a meeting. When some attendees are in non-DST regions (like Arizona) and others are in DST regions (like California), the stakes are higher. The risk increases further with international teams in countries like Japan (UTC+9, no DST) or India (UTC+5:30, no DST), where conversions must be exact.

How to Be Intentional

To avoid these pitfalls, follow these tips:

1. Use the Right Acronym: Check the date and location. Use PDT in summer for DST areas, PST in winter.
2. Add UTC Offset: Clarify with “10:00 AM PDT (UTC-7)” or “10:00 AM PST (UTC-8).”
3. Leverage Tools: Use calendar apps that adjust for time zones automatically.
4. Confirm with Non-DST Regions: Double-check with attendees in places like Arizona or Japan.
5. Provide Context: Say “10:00 AM California time” and confirm the equivalent elsewhere.

Conclusion

Being intentional with time zones like PST and PDT isn’t just a detail—it’s a necessity. With some regions skipping DST entirely, a careless acronym can lead to missed meetings and frustration. By using the correct terms, clarifying intent, and leveraging tools, you can ensure everyone arrives on time, no matter where they are.