What this calculator measures
Meeting cost is the loaded hourly cost of participants multiplied by the time they spend in and preparing for the meeting. Converting a recurring meeting into an annual figure can reveal where an agenda, smaller attendee list or asynchronous update would have the largest effect.
Cost is not the same as value. A short decision meeting can prevent expensive rework, while a cheap meeting can still waste time. Use the result to ask whether the meeting has a clear purpose, necessary attendees, an owner and a decision record.
How to use the Meeting Cost Calculator
- Enter attendees, average hourly cost and an optional loaded-cost multiplier.
- Enter meeting duration, preparation time and monthly frequency.
- Review cost per meeting, per minute, annual cost and annual staff hours.
Total time includes the entered meeting duration and preparation time per attendee. Annual cost applies the selected monthly frequency for twelve months.
Worked example
Eight attendees at $60 per hour in a 60-minute meeting with 15 minutes of preparation cost $600 before overhead. Held weekly, that is roughly $31,200 a year.
Assumptions and limitations
- Average hourly cost can hide large differences between participants.
- The result measures direct staff time, not the business value of decisions.
- Context switching after the meeting is excluded unless added to preparation time.
- Salary should be converted to a defensible loaded hourly cost when benefits matter.