How is the meeting cost calculated?

Meeting cost is calculated by multiplying the number of attendees by their average hourly rate, then multiplying by the meeting duration in hours. Formula: (Attendees × Hourly Rate × Duration) / 60 minutes.

What is the average cost of a meeting?

According to industry benchmarks, the average meeting with 6 attendees at $75/hour for 45 minutes costs approximately $338 per meeting.

How can I reduce meeting costs?

Reduce meeting costs by: 1) Shortening meeting duration, 2) Inviting only essential attendees, 3) Using asynchronous communication when possible, 4) Using AI meeting assistants like Convo to improve efficiency.

Should I include salary or fully-loaded cost?

For accuracy, use 'fully-loaded cost' which includes benefits, overhead, and equipment costs. A general rule of thumb is to multiply base salary by 1.25-1.4. For example, a $100k/year employee costs the company approximately $125-140k annually, or $60-67 per hour.

What about preparation and follow-up time?

This calculator focuses on in-meeting time, but you should also consider: 1) Preparation time (typically 15-30 min per attendee), 2) Follow-up time (reviewing notes, action items), and 3) Context switching costs. The true cost of a 1-hour meeting can be 2-3x the in-meeting cost when factoring these in.

How does Convo help reduce meeting costs?

Convo's AI meeting assistant helps reduce costs by: 1) Providing real-time insights so decisions happen faster, 2) Automatically generating summaries and action items (saving 15-30 min of follow-up time), 3) Surfacing key moments so you can review meetings in minutes instead of re-watching, 4) Tracking meeting patterns to identify inefficiencies.

Is this calculator accurate for remote vs. in-person meetings?

Yes, the calculator works for both. However, in-person meetings often have additional costs like: 1) Conference room expenses ($50-200/hour for equipped rooms), 2) Travel time and expenses, 3) Catering costs ($15-50 per person). Remote meetings are typically 40-60% cheaper when factoring in these additional costs.

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INTERACTIVE TOOL

Meeting Cost Calculator

See what your meetings really cost — by attendees, duration, and frequency. Get annual projections in seconds.

Number of attendees

Average hourly rate (per person)

Meeting duration (minutes)

Industry average: 6 attendees · $75/hr · 45 min

WHY IT MATTERS

$37B

Lost annually to unproductive meetings in U.S. businesses

Harvard Business Review

31 hrs

Average time spent monthly in unproductive meetings per employee

Atlassian

50%

Potential reduction in meeting costs through better planning and tools

McKinsey

FIVE WAYS TO CUT COSTS

Shorten meeting duration

Default to 15-30 minute meetings instead of 60. Use timers to stay on track.

Invite only essential attendees

Include only people who must contribute or decide. Others can read the notes.

Replace with async communication

Status updates work better as Slack messages or recorded videos. Not sure if you need to meet?

Require clear agendas

Share agendas 24 hours in advance. No agenda = no meeting.

Use AI meeting assistants

Tools like Convo provide real-time insights and automated summaries, reducing meeting time by up to 40%.

FAQ

Common questions about meeting costs

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READY TO CUT COSTS?

Stop measuring meeting waste. Start eliminating it.

Convo runs shorter meetings by capturing every action item, decision, and follow-up automatically — so you don't need another sync to recap the last one.

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