We’ve all been there: sitting in a “quick sync” that has stretched into its second hour, watching eight or nine of the company’s most talented minds discuss a topic that could have been resolved in a three-sentence email.
There is a heavy emotional toll to unproductive meetings—frustration, burnout, and the feeling of “when will I actually get my work done?” But there is also a very real, very tangible financial toll.
To help us visualize the true investment we make every time we hit “Accept” on a calendar invite, I want to share the HogoFlow Meeting Cost Calculator. It’s a tool designed to bring radical transparency to how we spend our most non-renewable resource: time.
Shifting from “Time Spent” to “Capital Invested”
In leadership, we often treat meetings as “free” because the salaries are already paid. But every hour spent in a meeting is an investment of company capital. If you wouldn’t spend $2,000 on a piece of software without a clear ROI, why would we spend $2,000 of collective payroll on a meeting without a clear agenda?
The Meeting Cost Calculator isn’t about discouraging collaboration; it’s about valuing our people. It helps us pause and ask: Is this conversation worth the investment we are making right now?
How the Tool Works
The calculator is designed to be used in two ways, depending on whether you’re planning ahead or reflecting on the fly:
- The Live Timer: For the brave teams who want real-time accountability, you can start a live ticker at the beginning of a meeting. Watching the dollar amount tick up in tandem with the clock is a powerful motivator to keep the conversation focused and efficient.
- The Quick Estimate: Perfect for planning. By entering the number of participants and their average “fully loaded” hourly cost (salary plus benefits and overhead), you can instantly see the projected cost of a 30, 60, or 90-minute session.
- Value Equivalent: The tool doesn’t just show a number; it helps you visualize what that money couldhave bought—giving you the context needed to prioritize work more effectively.
Creating a Culture of Respect
Using this tool is a powerful way to advocate for your team’s focus. When we see that a weekly status update is costing the department $50,000 a year, it opens the door to more creative (and less exhausting) ways to communicate, like asynchronous updates or smaller working groups.
It’s about moving away from “busy-ness” and moving toward intentionality.
Are You Ready to Reclaim Your Team’s Time?
The first step to fixing a “meeting culture” is seeing it for what it truly is. I invite you to use this calculator during your next big group session. Don’t use it to point fingers—use it to start a conversation about how you can protect your team’s “deep work” time and ensure that when you do meet, it’s truly worth it.
Calculate Your Meeting Cost Now
Give it a try during your next sync. You might be surprised by what you find—and your team will thank you for the clarity and respect you’re showing for their most valuable asset.