Meeting Cost Calculator
See what a meeting really costs, per minute, per meeting and per year.
Calculate your meeting cost
Your meeting cost
Cost by meeting length
Same attendees and same hourly rate, at different meeting lengths. Your selected length is highlighted.
How meeting costs work
This free meeting cost calculator shows what any meeting costs, per minute, per meeting, per week, per month and per year. It is made for managers, team leads and small business owners who want to see the true price of time in the room. There is no sign-up, and every calculation runs in your browser, so your salary figures never leave your computer.
How much does a meeting cost?
A meeting costs the combined hourly pay of everyone in the room multiplied by its length, so five people paid 50 dollars an hour cost 250 dollars for one hour together. Add preparation time and follow up work and the real figure rises further, which is why even a short weekly meeting can cost thousands of dollars a year.
Why do meetings cost so much?
Meetings feel free because nobody hands over money, but every minute in a meeting is a minute that cannot be spent on other work. With several salaries, the cost grows quickly, and long or repeated meetings multiply it further. Doodle’s 2019 State of Meetings report estimated that meetings cost businesses in the United States about 399 billion dollars a year.
How can I cut the cost of meetings?
Shorten the meeting, invite fewer people, and set a clear purpose before it starts. A 30 minute meeting with three people costs half as much as an hour with six, and many updates work just as well as a short written note. Try a standing meeting for quick decisions, and cancel any meeting that has no decision to make.
- Set a decision. Every meeting should end with a decision or a clear next step. If neither is needed, cancel it.
- Invite fewer people. Only invite people who must decide, contribute or act. Others can read the notes.
- Default to 25 or 50 minutes. Shorter defaults leave a gap between meetings and force tighter agendas.
- Send notes first. If people read the background before the meeting, the meeting itself can be much shorter.
What is a good meeting length?
Most decisions need 15 to 30 minutes when the purpose is clear and everyone has read the notes first. Status updates often fit in 15 minutes, while planning or problem solving may need 45 to 60 minutes. If a meeting regularly runs over an hour, split it into smaller sessions or move part of the work to a shared document.
A quick rule of thumb: if a meeting costs more than the decision it produces is worth, shorten it, shrink it or cancel it. Try the table above to see how much each extra 15 minutes adds at your numbers.
Frequently asked questions
How is meeting cost calculated?
Multiply the number of attendees by the average hourly rate, then multiply by the meeting length in hours. For example, five people at 50 dollars an hour for one hour costs 250 dollars. This calculator uses that exact formula and also works out the cost per minute.
What hourly rate should I use?
Use the average fully loaded hourly cost of the people in the room, which means salary plus benefits and overhead, not just take home pay. If you only know annual salaries, divide each salary by about 2,080 working hours a year to get an hourly figure.
Should I include preparation time?
Yes, if you want the true cost. Add the time people spend reading notes, preparing slides and writing follow up actions to the meeting length. A one hour meeting with 30 minutes of preparation per person costs 50 percent more than the meeting alone.
How much does a weekly meeting cost per year?
Multiply the cost of one meeting by 52. A weekly one hour meeting with five people at 50 dollars an hour costs 250 dollars a week, which is 13,000 dollars a year. Enter your own numbers above to see the yearly figure for your team.
Does this calculator work for remote meetings?
Yes. The cost is the same whether people sit in one room or join by video, because the cost comes from their time, not the room. Remote meetings can still waste money, so the same rules apply: keep them short and invite only the people who are needed.
What is the most expensive part of a meeting?
The people in it. Room hire, software and coffee are small next to the combined salaries in the room, and the cost grows with every extra attendee. Cutting two people from a weekly meeting often saves more than shortening it by 15 minutes.
Does this calculator store my data?
No. The calculator runs entirely in your browser. Nothing you type is uploaded, stored or shared.
More tools you may need
Splitting the lunch bill after the meeting? Try the Bill Splitter. Working out a tip? Use our Tip Calculator. Driving to the meeting? Check the Fuel Cost Calculator, and if you buy or sell online, our VAT Calculator adds or removes VAT in seconds.
