Updated August 26, 2026
Meeting Cost Formula Reference
Meeting cost estimates are simple multiplication. The useful part is making the assumptions visible: participants, duration, average hourly rate, frequency, and weeks per year.
Meeting cost formulas
| Metric | Formula | Use |
|---|---|---|
| Participant hours per meeting | participants x duration minutes / 60 | Shows total team time spent in one meeting. |
| Cost per meeting | participant hours per meeting x average hourly rate | Estimates direct labor cost for one meeting. |
| Cost per minute | cost per meeting / duration minutes | Useful for quick comparison between meeting formats. |
| Weekly cost | cost per meeting x meetings per week | Shows the recurring weekly impact. |
| Annual cost | weekly cost x weeks per year | Shows the yearly recurring cost. |
| Annual participant hours | participant hours per meeting x meetings per week x weeks per year | Shows team time spent each year. |
Estimate onlyThese formulas do not include benefits, taxes, preparation, follow-up, context switching, or opportunity cost.
References
Questions
Why use weeks per year?
Weeks per year lets you account for holidays, seasonal schedules, and skipped recurring meetings.
Does this formula include benefits or taxes?
No. It uses average hourly rate only, so treat the output as a planning estimate.