How to estimate the time cost of a recurring meeting

A 45-minute meeting attended by eight people uses six person-hours. That measure helps compare two meeting formats even if you do not know salaries or internal rates. Treat it as a planning estimate: the value of a decision or collaboration can matter more than the hours alone.

Count the time people actually spend

Use Time Duration Calculator to check the scheduled length. Convert minutes to hours before multiplying by attendance. For a weekly meeting with eight participants, 45 minutes is 0.75 hours, so the session uses 6 person-hours. Across 10 sessions, that is 60 person-hours before preparation or follow-up.

If only four people need the final 15 minutes, split the estimate into two blocks. The first 30 minutes with eight people uses 4 person-hours. The last 15 minutes with four people uses 1 person-hour. That total of 5 person-hours is more informative than treating all eight as present for the whole slot.

Estimate cost only if you have a suitable rate

If your organization uses an internal planning rate, multiply the person-hours by that rate. For an illustrative rate of 50 per hour in one currency, five hours represents 250. That is an estimate, not a claim about anyone’s actual salary. If teams use different planning rates, calculate each group separately.

Add preparation when the formats you are comparing differ. A written update that takes everyone 15 minutes may save time, but the author’s preparation and readers’ review still count.

Compare the result with what the meeting produces

Write down the decision, handoff, or discussion that requires everyone. Try a shorter agenda with optional follow-up, then check whether the work still moves forward. If the team is remote, use Time Zone Converter to confirm the slot on the actual date. A shorter meeting still creates friction if it regularly lands outside someone’s working hours.