All Meeting Cost Tools

Meeting Cost Simulator

35% overhead added for taxes, benefits & employer costs

Meeting Length
Capme#meetingcost

This meeting cost

$121.69

30 min • 5 attendees

If weekly

$6.3K/year

capme.app/meeting-cost-calculator

Before you book that meeting, ask if it could be a video.

A 5-minute Capme video costs nothing to schedule. Your team watches on their time. No calendars, no conflicts, no wasted hours.

Record InsteadLearn more
Before you book

Why we show you 28% savings

We're not making up numbers. Research consistently shows that about a third of meetings could be a video, a doc, or an email instead.

25-35%
Could be async

About a third of meetings could just be a video - multiple studies agree on this

Harvard Business Review
15%
Of time spent in meetings

The average professional spends 15% of their work life in meetings - and it's trending up

Bain & Company
71%
Say meetings waste time

Seven out of ten people feel this way. You probably do too.

Harvard Business Review

Ask before you schedule

The meeting you're planning - does everyone need to be there at the same time? If the answer is "not really," you've found 28%.

Project updates
Async video recap
People watch at 2x
Kickoff overviews
Recorded walkthrough
Rewatch when needed
Stakeholder FYIs
Video message
No scheduling hassle
Training
On-demand library
Scale without repeating

We use a conservative 28% estimate based on teams that have gone async-first.

Try recording it instead
Decision framework

Should this be a meeting?

Answer these 4 questions before hitting "Schedule".

1

Does this require real-time, back-and-forth discussion?

2

Do you need input from 3+ people at once?

3

Is this time-sensitive and can't wait?

4

Is this a one-time conversation no one will revisit?

Use cases

Meetings that should be videos

Status updates, demos, and announcements don't need everyone in a room at the same time.

Status Updates

"What did everyone work on?" → 3-min video everyone watches at 2x

See how teams do it

Product Demos

Record once, share with every prospect. No more repeating yourself.

View demo workflows

Training & Onboarding

New hire onboarding and how-to guides that scale without your time.

Build a library
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Meeting Simulator FAQs

Questions about simulating meeting costs and planning more efficient async workflows.

How does the meeting cost simulator work?+
Enter the number of attendees, average salary, and meeting length. The simulator calculates the fully-loaded cost of that meeting - helping you decide if it's worth scheduling.
What are "fully-loaded" costs and why do they matter?+
Salary is just the starting point. Add employer taxes, health insurance, 401k matching, equipment, and office space - and the true cost jumps about 35% higher. That's why a $75k employee actually costs closer to $101k. Our simulator uses this realistic figure.
How can I use this to plan better meetings?+
Before booking a meeting, run it through the simulator. If the cost seems high, consider: Can this be an email? A Slack message? A 3-minute Capme video? You might save your team significant time and money.
What does the "if weekly" calculation show?+
Many meetings become recurring. The simulator shows what a single meeting would cost if it became a weekly event - helping you see the true annual impact of seemingly small scheduling decisions.
Where does the 28% savings figure come from?+
Research shows that replacing appropriate meetings with async video can reduce meeting time by 25-30%. We use a conservative 28% estimate based on studies from companies that have adopted async-first practices.
Should I share these results with my team?+
Yes! Use the Share button to download an image showing the meeting cost breakdown. It's a great way to start conversations about whether meetings are the best use of everyone's time.

How to use the simulator

1

Enter meeting details

Set the number of attendees, meeting duration, and average salary. We handle the overhead math, turning salaries into what people actually cost.

2

Review the cost

See the one-time cost, plus what it would cost if this became a weekly or monthly recurring meeting. The annual projection often surprises people.

3

Decide and share

If the number looks high, ask yourself: could this be an email? A 3-minute video? Use the Share button to show your team why you're suggesting async.