What is the real cost of meetings for a business?

May 08, 2023
business meetings and time management for business owners

Meetings are an essential part of conducting business, but they can also be a significant cost for companies. The cost of a meeting goes beyond the obvious expenses such as room rental, equipment, and supplies. Here are some reasons why meetings can cost a company money:

Time: Time is a valuable resource, and meetings can consume a considerable amount of it. The time spent by employees preparing for, attending, and following up on meetings can impact their productivity and result in lost opportunities for revenue generation.

Salaries: The salaries of employees who attend meetings are also a significant cost for companies. Depending on the number of attendees and their level of seniority, the cost of their time spent in meetings can be significant.

Opportunity cost: Holding meetings can also result in an opportunity cost for the company. The time spent in meetings could have been used to complete other essential tasks, such as sales calls or project work.

Travel expenses: If employees need to travel to attend a meeting, this can result in additional costs for the company, such as transportation, lodging, and meals.

Overhead costs: Meetings also require the use of company facilities, such as conference rooms, which incurs additional overhead costs.

What can a business owner do?

To find out why you should care about ineffective business meetings, here is an article with the real numbers:  The Excessive Cost of Ineffective Meetings

As a business owner, there are several ways you can control the cost of holding meetings. Here are some tips:

Set clear objectives: Establishing clear objectives for a meeting can help ensure that it is productive and efficient. Before scheduling a meeting, define the purpose, outcomes, and agenda. This helps to keep the meeting focused and minimize the amount of time and resources spent.

Limit the number of attendees: Having too many people in a meeting can be counterproductive and increase the cost. Limit the number of attendees to only those who need to be there. This helps to avoid wasting time, reduce overhead costs and minimize the need for extra equipment or resources.

Use technology: Using technology such as video conferencing, webinars, or teleconferencing can help reduce travel costs associated with attending meetings. This can also help to improve the efficiency of the meeting as participants can join remotely.

Set a time limit: Setting a time limit for a meeting can help ensure that it is efficient and productive. Set a specific start and end time and stick to it. This will help to avoid wasting time and keep attendees focused.

Follow up: After the meeting, follow up with attendees to ensure that the objectives were met, and the outcomes were achieved. This helps to ensure that the meeting was productive and avoid the need for follow-up meetings.

To understand more about how meeting are a valuable tool for teams and employees, read more here on 6 Reasons for Conducting Meetings and Why They're Important

In conclusion, controlling the cost of holding meetings requires careful planning, clear objectives, and efficient use of resources. By implementing these strategies, business owners can ensure that meetings are productive, cost-effective, and add value to the business.

P.S. If you ever have questions about how to start schedule your call today.