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Meeting cost calculator

Multiply before you invite. The arithmetic is simple and almost nobody does it.

The formula

Attendees × duration in hours × average hourly cost. Hourly cost is roughly annual salary divided by 2,000 — near enough for a decision, and it is the decision this is for, not the accounts.

  1. 8 people × 1 hour = one working day, whatever anyone is paid.
  2. A weekly hour with 8 people is roughly 50 working days a year.
  3. Halving the attendee list is the same saving as halving the meeting.

What to do with the number

Not cancel everything — some meetings are worth several working days. The number is for the ones nobody has examined in a year: the standing invite that grew an attendee list, the status meeting that could be a message, the review where most of the room is listening rather than deciding.

The cheaper substitutes

Most recurring meetings are doing one of three jobs, and two of them have async equivalents.

  1. Sharing information — write it down instead; people read faster than you talk.
  2. Making a decision — worth meeting for, if the decision is actually going to be made.
  3. Feeling like a team — worth meeting for, but a five-minute ritual does it more often for less.
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