Meeting Cost Calculator
Enter who is in the room, their pay and the meeting length, and see what one meeting and a recurring series really cost. Salaries convert to an hourly rate for you.
Who is in the room
- Group 1$
Benefits, payroll taxes and overhead on top of pay.
Cost of this meeting
–
- Cost per minute
- –
- Attendees
- 0
- People-hours per meeting
- 0
Cost = people × hourly pay × hours. Salaries are divided by 2,080 hours; a recurring meeting is counted every week, fortnight or month of the year. The currency symbol is for display only.
The calculation runs in your browser and ParrotNotes does not store your numbers. They sit in the page address so you can share the result; role labels are not put in the address.
How the cost is calculated
Each group's hourly pay is multiplied by the number of people in it, the groups are added up, and the total is divided by 60 to give a cost per minute. That times the meeting length is the cost of the meeting; prep time per attendee is priced the same way and added on.
An annual salary is turned into an hourly rate by dividing by 2,080 hours, which is 40 hours a week for 52 weeks. It counts paid holidays as working hours, so for someone who works fewer hours the real hourly figure is a little higher.
Pay is not the whole cost of an employee: benefits, payroll taxes, equipment and office space come on top. If you want to include them, switch on the loaded cost and enter a multiplier. 1.3 is only an example; your finance team will have the figure your company uses.
8 people × $50 an hour × 1 hour = $400 a meeting
$400 × 52 weekly meetings = $20,800 a year
What makes a meeting worth it
- An agenda. Sent before the meeting, with the questions to answer, so people arrive ready and the time goes on the discussion.
- A decision. Every item ends with a decision or a clear reason to wait. A meeting that only shares updates could often be a written note.
- An owner for each action. Each action gets a name and a date before the meeting ends, and the notes go out the same day.
How to cut the cost
- Shorter by default. Book 25 or 50 minutes instead of 30 or 60. The calculator shows what the saved minutes are worth over a year.
- Fewer people in the room. Invite the people who decide or do the work. Everyone else gets the notes.
- Share the notes. When the summary and action items go out after every meeting, people who only need the outcome can skip it and read it later.
Run a tighter meeting with a meeting agenda template, a staff meeting agenda template or a one-on-one meeting template, and turn your notes into minutes with the meeting minutes generator.
Make the expensive part last
If a meeting costs this much, its decisions should not live in one person's memory. ParrotNotes records it and writes the summary and action items, so the people who skipped it can read it in two minutes.
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