Meeting Cost Calculator: How Much Are Your Meetings Really Costing? (2025 Calculator + Research)

Calculate the true cost of your meetings, from quick stand-ups to all-hands.

Quick Calculator Guide

• 👥 Enter number of participants
• 💰 Add average salary
• ⏰ Set meeting duration
• 📊 Get instant cost analysis

Why Calculate Meeting Costs?

According to Harvard Business Review:

• Executives spend 23 hours/week in meetings (up 70% since COVID)
• 71% of meetings are considered unproductive
• Companies waste $37 billion/year on unnecessary meetings

Common Meeting Cost Scenarios

Daily Stand-ups

• Typical Cost: $150-300 per session
• Annual Impact: $37,500-75,000
• Most Common Issue: Too many passive participants

Weekly All-Hands

• Typical Cost: $1,000-5,000 per session
• Annual Impact: $52,000-260,000
• Most Common Issue: Excessive length

"Quick Sync" Meetings

• Typical Cost: $100-200 per session
• Monthly Impact: $2,000-4,000
• Most Common Issue: Frequency and scope creep

Hidden Meeting Costs You're Probably Missing

McKinsey research reveals these often-overlooked expenses:

1. Context Switching
   • 23 minutes lost to refocus after each meeting
   • Impact: Additional 40% cost on top of meeting time
   • Calculator Tip: Add 40% to your total for accuracy
2. Meeting Preparation
   • Average prep time: 15-30 minutes per participant
   • Impact: Doubles effective meeting cost
   • Calculator Tip: Include prep time in duration
3. Follow-up Time
   • Average: 12 minutes per participant
   • Impact: Adds 20% to meeting cost
   • Calculator Tip: Factor in post-meeting activities

How to Use This Calculator for Different Meetings

For Stand-ups

• Input daily frequency
• Include all regular attendees
• Compare against industry benchmark ($150/standup)

For All-Hands

• Calculate quarterly vs monthly cost
• Include preparation time
• Compare hybrid vs in-person costs

For Team Meetings

• Track weekly vs monthly costs
• Calculate cost per decision made
• Compare against email/async alternatives

Cost Reduction Strategies (Based on Meeting Type)

Status Updates

• Current Average: $200/meeting
• Reduction Strategy: Switch to async updates
• Potential Savings: 70%

Decision-Making Meetings

• Current Average: $500/meeting
• Reduction Strategy: Reduce participants by 30%
• Potential Savings: 40%

Information Sharing

• Current Average: $300/meeting
• Reduction Strategy: Convert to documented formats
• Potential Savings: 90%

ROI Calculator Examples

Tech Company (250 employees)

• Before optimization: $1.2M/year
• After using calculator: $600K/year
• ROI: 50% cost reduction

Startup (50 employees)

• Before optimization: $216K/year
• After using calculator: $108K/year
• ROI: 50% cost reduction

Meeting Cost FAQ

How accurate is the meeting cost calculator?

Based on salary data from Glassdoor and time-tracking studies from Microsoft Research.

Should I include benefits in salary calculations?

Yes, add 20-30% to base salary for more accurate results.

How often should I calculate meeting costs?

Monthly audits recommended for optimal cost control.

Take Action: Your Meeting Cost Audit

1. Calculate Current Costs
   • Use calculator above
   • Track for one week
   • Identify top 3 expensive meetings
2. Compare Benchmarks
   • Industry averages
   • Similar company sizes
   • Meeting types
3. Optimize Top Expenses
   • Reduce frequency
   • Cut attendance
   • Switch to async