Meeting Cost Calculator
Did you know that unproductive meetings cost businesses billions annually? Use our free Meeting Cost Calculator to estimate the financial impact of your meetings based on attendee salaries and duration. Optimize time management, reduce unnecessary expenses, and boost team productivity!
Calculate Your Meeting Cost
Example Input:
- Attendees: 5 (e.g., Manager @ $75/h, Developer @ $50/h, Marketer @ $45/h)
- Duration: 60 minutes
- Additional Expenses: Coffee ($15), Lunch ($50)
- Result: Total Cost = $235.00
Why Track Meeting Costs?
Studies show that over 50% of meeting time is wasted. By quantifying meeting expenses, you can:
- Identify low-ROI meetings to eliminate or shorten.
- Encourage agendas and time discipline.
- Justify remote work or async communication where possible.
Related Calculators:
How to Use the Meeting Cost Calculator
Our calculator makes it simple to understand the true cost of your meetings:
- Enter the number of attendees - Include everyone participating in the meeting
- Input hourly salaries - Use actual salaries or reasonable estimates
- Set the duration - Be honest about how long the meeting will last
- Add expenses - Include any direct costs like catering or materials
- Calculate - See the total cost and consider if the meeting is worth it
The Hidden Costs of Meetings
Beyond just salary costs, meetings have several hidden expenses:
- Preparation time - Time spent getting ready for the meeting
- Context switching - The productivity loss when people refocus after meetings
- Opportunity cost - What else could have been accomplished in that time
- Follow-up time - Implementing decisions made in the meeting
Tips for More Productive Meetings
1. Set Clear Objectives
Every meeting should have a specific purpose and desired outcome. Ask yourself: "What do we need to accomplish?"
2. Create an Agenda
Distribute an agenda beforehand with time allocations for each topic to keep discussions focused.
3. Limit Attendees
Only include people who absolutely need to be there. More attendees = higher cost and lower efficiency.
4. Timebox Discussions
Set strict time limits for each agenda item to prevent meetings from dragging on.
When to Skip the Meeting
Consider these alternatives before scheduling your next meeting:
- Email updates - For one-way information sharing
- Collaboration tools - Use project management software for status updates
- Async video - Record short videos for team updates
- Quick calls - 5-10 minute calls instead of 30+ minute meetings
Meeting Cost Statistics
Research shows how meetings impact businesses:
- The average professional attends 8 meetings per week
- Employees spend about 35% of their time in meetings
- 67% of professionals say excessive meetings keep them from doing their best work
- For executives, meetings consume 50+% of the workday
Frequently Asked Questions
How accurate is the meeting cost calculation?
The calculator provides a good estimate based on the inputs you provide. For complete accuracy, use actual salary figures rather than averages.
Should I include benefits in salary costs?
For a complete picture, you might add 20-30% to base salaries to account for benefits and overhead costs.
What about recurring meetings?
Multiply the single meeting cost by the number of occurrences to see the total annual impact of standing meetings.
How can I reduce meeting costs?
Try shorter meetings, fewer attendees, clear agendas, and replacing meetings with async communication when possible.