Meeting Cost Calculator

The Hidden Cost of Meetings

Most people think meetings are "free" because there's no obvious expense. But every minute spent in a meeting is time that could be spent on productive work. When you factor in everyone's salaries, that "quick 30-minute standup" with 8 people can easily cost £200+ per session.

The real shock comes when you multiply this across all meetings. A typical knowledge worker spends 23 hours per week in meetings. For a team of 10 people earning £50k each, that's roughly £276,000 per year just in meeting time. That's like hiring 5-6 additional full-time employees.

How Meeting Costs Add Up

• Direct salary costs: Hourly rate × meeting duration × number of participants
• Opportunity cost: Work that doesn't get done while people are in meetings
• Context switching: Time needed to refocus after meetings (usually 15-25 minutes)
• Preparation time: Reading agendas, preparing materials, travel time
• Follow-up time: Sending notes, action items, scheduling next meetings

The Meeting Multiplication Effect

Here's what makes meeting costs exponential: the more senior people you invite, the more expensive it gets. A 1-hour meeting with a CEO (£200k salary), two directors (£100k each), and three managers (£60k each) costs roughly £500 in salary alone.

But it's not just about seniority - it's about necessity. Every additional person doubles the communication complexity and often halves the decision-making speed. Ask yourself: does this person need to be here, or can they read the summary later?

When Meetings Make Financial Sense

Not all meetings are wasteful. Some meetings generate value that far exceeds their cost. The key is being intentional about when and how you meet.

• Decision meetings: When you need immediate consensus to move forward (ROI: immediate)
• Crisis resolution: Urgent problems that cost more money every hour they persist
• Strategic planning: High-level decisions that affect company direction and revenue
• Client meetings: Directly related to sales, retention, or expanding accounts
• Knowledge transfer: Training sessions that improve productivity long-term

Optimising Meeting ROI

The best companies treat meetings like any other business expense - they track costs and demand returns. Here's how to make your meetings more cost-effective:

• Start with "no meeting": Can this be an email, Slack message, or shared document?
• Limit attendees ruthlessly: Only invite people who can make decisions or provide essential input
• Set shorter default times: Try 25 or 45 minutes instead of 30 or 60
• Require agendas: No agenda = no meeting. Period.
• End early when possible: Finished in 20 minutes? Great, give everyone 10 minutes back
• Measure outcomes: What decisions were made? What actions were assigned?

Alternative Communication Strategies

Before scheduling that meeting, consider these alternatives that often deliver better results at lower costs:

• Async updates: Status reports, project updates, and announcements work better in writing
• Office hours: Set regular times when people can drop by with questions
• Decision documents: Outline options, pros/cons, and recommendations for review
• Recorded video updates: Explain complex topics once, let people watch when convenient
• Walking meetings: One-on-ones while getting fresh air and exercise