Meeting Cost Calculator
Calculate the true cost of meetings based on attendees' time and compensation. See how much your meetings really cost your organization.
This Meeting Costs
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$0 per minute
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Annual Cost
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Attendees
What This Meeting Costs Equals:
How Meeting Costs Are Calculated
Formula: Total Cost = (Hourly Rate ÷ 60) × Total Minutes × Number of Attendees
This calculator helps you understand the true cost of meetings by factoring in the time value of all attendees. If attendees earn $75/hour on average, a 60-minute meeting with 5 people costs $375 in labor alone.
Annual Cost: For recurring meetings, we multiply by the frequency (weekly = 52x, monthly = 12x, etc.)
Why Meeting Costs Matter
- Opportunity Cost: Time spent in meetings is time not spent on productive work
- Budget Awareness: Understanding meeting costs helps prioritize which meetings are essential
- Efficiency Driver: High-cost meetings motivate better preparation and shorter durations
- Decision Making: Helps determine if a meeting is the best communication method
Frequently Asked Questions
How accurate is this meeting cost calculator?
The calculator provides an accurate estimate based on the labor costs you input. However, it doesn't account for indirect costs like meeting room expenses, equipment, or the productivity loss from context switching. The true cost may be 20-30% higher when factoring in these hidden costs.
What hourly rate should I use?
For employees, divide annual salary by 2,080 (hours per work year). For example, $100,000 salary = $48/hour. You can also use industry averages: junior staff ($30-50/hr), mid-level ($50-100/hr), senior/executive ($100-250/hr). Don't forget to include benefits and overhead (typically 1.25-1.4x salary).
Should I include preparation time?
Yes! Preparation time is often overlooked but can significantly increase meeting costs. If attendees spend 15 minutes preparing for a 30-minute meeting, the actual time investment is 45 minutes per person. This is especially important for presentations or review meetings.
How can I reduce meeting costs?
To reduce meeting costs: (1) Invite only essential attendees, (2) Set shorter default durations (25 or 50 minutes instead of 30 or 60), (3) Start on time and end early when possible, (4) Use async communication (email, Slack) when a meeting isn't necessary, (5) Have a clear agenda and desired outcomes.
What's the average cost of a corporate meeting?
According to research, the average corporate meeting costs between $200-$500 for a one-hour meeting with 5-8 attendees. Executive meetings can cost $1,000+ per hour. Companies spend an estimated 15% of their personnel budget on meetings, with many meetings providing unclear value.
When is a meeting worth the cost?
A meeting is worth the cost when: (1) Real-time collaboration is essential, (2) The decision impact exceeds the meeting cost, (3) Building team alignment is critical, (4) Complex issues require discussion and debate, (5) Relationship building is important. If the outcome could be achieved via email or a quick chat, skip the meeting.