Business
Meeting Cost Calculator
People × loaded hourly rate × length, then optional weekly cadence.
What does this meeting cost?
Meetings feel free because nobody invoices for them. They are not. A short recurring stand-up with several salaried people can cost thousands a year once you multiply loaded hourly rates by duration and frequency. This calculator makes that cost visible so you can decide whether the meeting earns its keep, should be shorter, or should become an async update. Use a loaded cost (salary plus employer NI and overhead) if you have it; otherwise an average hourly rate for the group is enough to see the order of magnitude. The goal is calendar hygiene, not a precise profit-and-loss line. Compare expensive recurring meetings with the time you would free for delivery work, and with tools such as the automation ROI calculator when a process could replace the sync. Estimates only — not a timesheet or payroll tool. When salaries differ widely, use a blended average or run the calculation twice for the expensive cohort and the wider invite list. Standing agendas, decision logs and a default ‘no meeting’ day often cut more cost than shaving five minutes from every invite.
Worked example
Eight people at £40 loaded cost per hour in a 45-minute weekly meeting: 8 × £40 × 0.75 = £240 per week, or about £12,480 over 52 weeks. Cutting it to 20 minutes saves roughly £5,500 a year before you count the focus regained between meetings.
Limits and assumptions
Rates are averages; juniors and seniors differ. Prep time and follow-up messages are not included unless you add them. Decision quality and morale are outside the model — a cheap meeting that blocks a bad launch can still be worth it. Loaded cost is still an average across grades. Hybrid attendees who only listen on phones still incur opportunity cost if the slot blocks deep work.
Frequently asked questions
What hourly rate should I use for meeting cost?
Prefer loaded cost (pay plus employer on-costs). If you only have salaries, divide annual pay by working hours and add a rough overhead uplift.
Should I include people who dial in silently?
Yes if their calendar is blocked. Opportunity cost is the same whether they speak or not.
How do I estimate annual meeting spend?
Multiply one session’s cost by how often it runs each year. Skip bank holidays if your team truly cancels those weeks.
Is a high meeting cost always bad?
No. Use the figure to ask whether the outcome justifies the spend — approvals, risk reviews and client workshops often do; status theatre often does not.
Can I compare meeting cost to freelance rates?
Yes. A two-hour internal design review for five people may cost more than booking an external specialist once. See also the freelancer minimum rate tool.