/meeting-cost-calculator

name: meeting-cost-calculator
description: Calculate time spent in meetings per week or month — total hours, percentage of work time, attendee‑hours, and identify your most expensive recurring meetings.

💰 Meeting Cost Calculator

Analyzes your calendar to compute exactly how much time you spend in meetings over a given period. Breaks down total hours, percentage of your work week consumed, average meeting duration, attendee-hours (a proxy for organizational cost), and ranks your most expensive recurring meetings so you can make data-driven decisions about which to keep, shorten, or cancel.

When to Use

• "How much time do I spend in meetings?"
• "Calculate my meeting load for this week"
• "What percentage of my time is in meetings this month?"
• "Show me my most expensive meetings"
• "Analyze my meeting costs for the last 4 weeks"
• "Which recurring meetings consume the most time?"

Instructions

Step 1: Get User Profile, Timezone, and Working Hours

workiq-ask (
  question: "What is my display name, email address, time zone, and configured working hours (start time, end time, and working days of the week)?"
)

Extract `displayName`, `mail`, `timeZone`, working hours start/end, and working days from the response. Calculate the total available work hours per week (e.g. 5 days × 8 hours = 40 hours).

Step 2: Pull Calendar Data for the Period

Determine the analysis period from the user's request (default: current week). For multi-week analysis, pull the full range.

workiq-ask (
  question: "List all my calendar events from {period start date} to {period end date} including the subject, start time, end time, attendees list with count, whether it is an all-day event, whether it is cancelled, recurrence details, organizer, showAs status, and event type."
)

Filter out cancelled events, all-day events, and events where `showAs` is `"free"`. These do not count as meeting time.

Step 3: Compute Core Metrics

For each qualifying event, compute:

• **Duration** in minutes: `(end - start)`
• **Attendee count**: length of `attendees` array + 1 (organizer)
• **Attendee-hours**: `duration_hours × attendee_count`
• **Is recurring**: check if `type` is `"seriesMaster"` or `recurrence` is populated

Aggregate across the period:

• **Total meeting hours**: sum of all durations
• **Meeting count**: total number of events
• **Average meeting duration**: total hours / meeting count
• **Work hours in period**: working days × daily work hours
• **Meeting percentage**: (total meeting hours / work hours) × 100
• **Total attendee-hours**: sum of all attendee-hours

Step 4: Break Down by Day

Group meetings by day and compute daily meeting load:

• Total hours per day
• Number of meetings per day
• Longest consecutive meeting streak

Build a per-day bar chart for visual display.

Step 5: Identify Most Expensive Recurring Meetings

Group recurring meeting instances by their series subject. For each series:

• Count occurrences in the period
• Total hours consumed
• Average attendee count
• Total attendee-hours across all instances
• Frequency (daily, weekly, biweekly, monthly)

Sort by total hours descending. The top entries are the "most expensive" meetings.

Step 6: Generate Cost Insights

Compute actionable insights:

• If meeting % > 60%: flag as "⚠️ Meeting overload — consider auditing recurring meetings"
• If any single recurring meeting > 3 hours/week: flag as a reduction candidate
• If average meeting length > 45 min: suggest defaulting to 25-minute or 50-minute meetings
• If any day has > 6 hours of meetings: flag that day as a risk for burnout

Output Format

💰 MEETING COST CALCULATOR
═══════════════════════════════════════════════════════

📅 Period: July 14 – 18, 2025 (1 week)
👤 User: Firstname1 Lastname1
⏰ Work week: 40 hours (Mon–Fri, 9 AM – 5 PM PST)

───────────────────────────────────────────────────────
📊 SUMMARY
───────────────────────────────────────────────────────

  Total meeting time:     22.5 hours
  Meeting count:          18 meetings
  Work time in meetings:  56.3%  ⚠️  Above 50% threshold
  Average duration:       1h 15m
  Total attendee-hours:   112.5 hours
  Longest meeting streak: 3h 30m (Tuesday)

───────────────────────────────────────────────────────
📊 DAILY MEETING LOAD
───────────────────────────────────────────────────────

  Mon │ ████████████░░░░░░░░  3.0h (37%)   4 meetings
  Tue │ ██████████████████░░  6.5h (81%)   5 meetings ⚠️
  Wed │ ██████████████░░░░░░  5.0h (62%)   4 meetings
  Thu │ ████████░░░░░░░░░░░░  4.0h (50%)   3 meetings
  Fri │ ████████░░░░░░░░░░░░  4.0h (50%)   2 meetings
      └────────────────────
        0h   2h   4h   6h   8h

───────────────────────────────────────────────────────
🔄 MOST EXPENSIVE RECURRING MEETINGS
───────────────────────────────────────────────────────

  #  Meeting                  Freq     Dur    Attend  Hours/Wk
  ─────────────────────────────────────────────────────────────
  1  Sprint Planning          Weekly   2h 00m    12   2.0h  ⚠️
  2  Team Standup             Daily    0h 30m     8   2.5h  ⚠️
  3  Design Review            Weekly   1h 30m     6   1.5h
  4  1:1 with Manager         Weekly   0h 30m     2   0.5h
  5  All-Hands                Weekly   1h 00m    50   1.0h

───────────────────────────────────────────────────────
💡 INSIGHTS & RECOMMENDATIONS
───────────────────────────────────────────────────────

  ⚠️  56% of your work week is in meetings — aim for < 40%
  ⚠️  Tuesday is dangerously overloaded (6.5h of meetings)
  💡  Team Standup costs 2.5h/wk across the team — consider
      async standups 2 days/week to save 1h
  💡  Sprint Planning at 2h may benefit from a 90-min timebox
  💡  Consider "No Meeting Tuesday" to reclaim 6.5h

Parameters

| Parameter | Required | Default | Description | |-----------|----------|---------|-------------| | `period` | No | `"this week"` | Analysis period: `"this week"`, `"last week"`, `"this month"`, `"last 4 week