Cost of Meetings Calculator
Calculate the true financial impact of organization meetings based on participant salaries and duration.
Quick answer: This calculator allocates salary to meeting time. It does not measure meeting value, productivity, or the number of decisions made. Use your own numbers below.
Salary allocation is not automatically recoverable cash. Benefits, payroll taxes, preparation, room costs and follow-up are excluded.
When to use this tool:
- Operational waste analysis
- Meeting audit
- Team productivity planning
How it's Calculated
- Hourly salary allocation = average annual salary / 2,080.
- Cost per meeting = participants × hourly allocation × duration in minutes / 60.
- Annual allocation = cost per meeting × weekly frequency × 52.
Key Assumptions
Defaults are example inputs. See methodology and corrections for how to check results, or report an issue.
- Based on 2080 working hours per year (40 hours/week).
- Assumes all participants are focused 100% on the meeting for its duration.
- Average salary is used for anonymity and speed.
Actionable Insights
- Eight participants at $90,000 for one hour each week allocate $18,000 of salary over 52 weeks.
- Reducing that example to 30 minutes halves the allocation to $9,000; it does not automatically reduce payroll.
Frequently Asked Questions
The model uses 40 paid hours × 52 weeks. It is a simple salary allocation assumption.
Not necessarily. Salaries usually continue; the time becomes available for other work.
No. Add preparation minutes to duration only if they apply to every participant.
Use the arithmetic mean of the participants' salaries.
No. The calculator has no information about meeting outcomes.
No. This is salary-only allocation.
Compare a recurring meeting with an alternative
Eight participants earning an average $90,000 allocate $346.15 to a one-hour meeting. Over 52 weekly meetings that is $18,000. A 30-minute version allocates $9,000 annually. These are worked examples, not survey estimates.
Before changing the meeting, record its purpose, required participants and expected outcome. A costly meeting may be worthwhile if it prevents rework or resolves a decision. Compare time and outcomes together; this calculator cannot judge the value delivered.
What the estimate omits
Preparation and follow-up vary by person. Add those hours separately instead of applying an unexplained percentage. Paid holidays and cancelled meetings reduce the annual count below the 52-week assumption.