Meeting Cost Calculator: Optimize Your Meeting ROI

Calculate the true cost of meetings with attendee hourly rates, duration, and recurrence. Get cost breakdowns, ROI analysis, and productivity insights for better meeting management.

Attendee Management
Cost Breakdown
ROI Analysis
Recurrence Tracking
Calculate Meeting Cost Learn About Meeting ROI

Meeting Cost Calculator

Calculate the true cost of your meetings and optimize your team's productivity and ROI.

1. Meeting Details

2. Attendees & Rates

3. Cost Summary

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Total Meeting Cost
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Per Minute
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Per Hour
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Annual Cost

4. Detailed Breakdown

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Total Attendees
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Total Hours
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Avg Hourly Rate
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Cost Per Person
Attendee Breakdown
Name Role Hourly Rate Cost

5. ROI & Productivity Insights

6. Export & Share

Optimize Your Meeting ROI

Learn how to calculate meeting costs and improve productivity through better meeting management

Understanding Meeting Costs

Meetings are one of the most expensive activities in any organization. The true cost includes not just the time spent in the meeting, but also preparation time, follow-up actions, and opportunity costs.

Key Cost Factors:

  • Attendee Salaries: Hourly rates × meeting duration
  • Preparation Time: Time spent preparing for the meeting
  • Follow-up Actions: Time spent on meeting outcomes
  • Opportunity Cost: What else could have been accomplished
  • Recurrence Impact: Annual costs for regular meetings

Calculating True Meeting ROI

ROI Formula: (Meeting Benefits - Meeting Costs) / Meeting Costs × 100

Meeting Benefits Include:

  • Decisions made and actions taken
  • Information shared and knowledge transferred
  • Team alignment and collaboration
  • Problem-solving and innovation
  • Relationship building and trust

High ROI Meeting Characteristics:

  • Clear agenda and objectives
  • Right people in the room
  • Appropriate duration
  • Actionable outcomes
  • Follow-up accountability

Optimizing Meeting Efficiency

Before the Meeting:

  • Define clear objectives and agenda
  • Invite only necessary attendees
  • Share relevant materials in advance
  • Set time limits and stick to them

During the Meeting:

  • Start and end on time
  • Stay focused on the agenda
  • Encourage participation from all attendees
  • Take clear notes and action items

After the Meeting:

  • Send meeting summary and action items
  • Follow up on commitments
  • Measure outcomes and adjust future meetings
  • Cancel meetings that no longer add value

Meeting Cost Calculator FAQ

Frequently asked questions about meeting costs and ROI

How do I calculate the true cost of a meeting?

Multiply each attendee's hourly rate by the meeting duration, then sum all costs. Include preparation time, follow-up actions, and consider opportunity costs. For recurring meetings, multiply by frequency to get annual costs.

What's a good ROI for meetings?

A good meeting ROI is typically 300% or higher, meaning the benefits are at least 3 times the cost. This includes decisions made, problems solved, information shared, and team alignment achieved. Regular meetings should show measurable productivity improvements.

How can I reduce meeting costs?

Reduce attendee count to essential people only, shorten meeting duration, eliminate unnecessary meetings, use async communication when possible, and ensure every meeting has clear objectives and actionable outcomes. Consider if the meeting could be an email or document instead.

Should I include preparation time in meeting costs?

Yes, preparation time is part of the true meeting cost. Include time spent creating agendas, reviewing materials, preparing presentations, and any pre-meeting discussions. This gives a more accurate picture of the total investment in each meeting.