How Much Does That Meeting Really Cost?

Apr 27

Meetings aren't free. In fact, they might be one of the most expensive habits your company has.

Take a 60-minute meeting with 10 people. If each person makes $100K annually, you just spent over $850 in salaries—for one hour. Multiply that across a week, and you’re looking at thousands of dollars sunk into discussions that may or may not move the needle.

It’s time to get real about the cost of your meetings.

Why Meeting Costs Matter More Than You Think

Lost Productivity vs. Direct Costs

When we talk about “cost,” we’re not just talking about salaries. You’re also paying in attention span, decision fatigue, and missed deep work. Meetings interrupt momentum and often lack clear outcomes. That has a price tag, too.

Real-World Examples of Expensive Meetings

A daily stand-up with 12 engineers = ~$3,500/month
A weekly exec sync with six VPs = ~$5,000/month
A quarterly board meeting = ~$15,000+, not counting prep time

Most companies never measure this. They should.

How to Calculate the Cost of a Meeting

Key Variables

Here’s the basic formula:

(Meeting duration in hours) × (Average hourly rate of attendees) × (Number of attendees)

Even a basic estimate can give you a wake-up call.

DIY vs. Smart Calculators

Sure, you can build this in Excel or scribble it on a whiteboard. But if you want accurate, real-time data without the headache, use a meeting cost calculator that does the math for you.

Using Calendyze to Uncover Hidden Costs

Real-Time Cost Estimation

Calendyze plugs into your calendars (Google, Outlook, Teams) and shows the live cost of every meeting—while it’s happening.

You can set custom salary bands, include external guests, and even flag recurring meetings that don’t justify their cost.

Insights That Drive Better Decisions

Calendyze doesn’t just tell you how much a meeting costs. It helps you figure out which meetings are worth it—and which aren’t. Sort by department, organizer, or ROI.

Make Better Meeting Decisions

Kill the Meetings That Don’t Matter

When you can see the cost of that weekly status update, you’ll think twice before sending the invite. Or maybe you’ll turn it into a shared doc instead.

Set Cost Thresholds

Want to limit meetings over $500 unless they have a decision attached? Calendyze can help you automate that kind of logic.

Meetings are necessary—but not all of them. With tools like Calendyze, you finally get visibility into what your time is really costing. And that’s the first step toward using it better.

Nate Morris