Systems like Lotus Notes and Outlook have freed us from much of the drudgery of organizing meetings, but only as long as everyone you want to meet with is part of the same organization. Having to coordinate meeting dates and times with people outside the organization is a vivid reminder of the bad old days when you could spend as much time suggesting and exchanging possible dates and times as in the meeting itself.
From time to time I meet with a group of people from around world as part of a little bit of advising I do for ESOMAR. The ESOMAR folks use this very cool little tool called Doodle to organize these meetings. It's extremely easy to use, free, and works like a charm. I strongly suggest that you take a look.