Case Study
Cutting $100K in Meeting Waste in Just One Quarter
Business Sector: MedTech
A high-growth company discovered meetings were eating entire workdays and costing $654K a year. MustardSeed embedded a project manager, tracked every recurring meeting, and applied strict meeting discipline.
In one quarter the company cut annual meeting costs by $100K, freed nearly one full-time equivalent of productive time, and reduced average meeting cost 36%—while improving morale and speeding execution. This case proves how data and process rigor can quickly turn meeting overload into measurable savings and momentum.
The Challenge
Meetings Eating Up Execution Time
When MustardSeed embedded a project manager into a fast-growing organization, the first issue surfaced almost immediately: meetings were consuming nearly the entire workday.
Recurring syncs, operating reviews, and alignment calls left employees with little time for actual execution. Staff were drained, projects were slipping, and leadership had no clear picture of how much time (and money) meetings were costing them.
The client’s experience was typical of many growing companies:
- Dozens of recurring meetings without agendas.
- Large numbers of “optional” attendees pulled in just to stay informed.
- No centralized view of the total time and cost burden.
It wasn’t until MustardSeed began logging every recurring meeting and calculating cost in FTE hours and dollars that the true impact became clear.
The Findings
- $654,196 in annualized meetings costs.
- 5.5 full-time equivalents (FTEs) worth of work tied up in meetings.
- 375 recurring meeting attendees across 34 unique meetings.
- Just five meetings accounted for 42% of the total cost.
The Solution
Standardized Pricing Structure
Using a Smartsheet-based tracking model, MustardSeed's project manager worked with client teams to:
- Categorize every recurring meeting by frequency, purpose, and attendee type (required vs optional).
- Calculate cost per meeting based on average hourly rate.
- Flag the most expensive meetings for redesign.
- Help functional leaders decide who truly needed to attend and where agendas were required.
- Encourage “inform vs. attend” models (meeting notes distributed instead of pulling everyone into the call).
The Results
- Total annual meeting cost dropped by $101,490.
- FTE time freed up: 0.86 heads, or 1,789 hours annually.
- Average meeting cost fell 36%, from $745 to $479.
- Attendee count dropped by 49 people, even as the number of unique meetings increased from 34 to 42.
- The top 5 most expensive meetings shrank by $46,000 collectively.
Beyond the Dollars: Morale and Momentum
The cost savings told one story, but employees told another:
- They finally had time back in their day to focus on project delivery.
- Meetings stopped feeling like a drain, improving morale and engagement.
- Work started moving forward instead of stalling in repetitive discussions.
Strategic Takeaway
For scaling organizations, meetings are often the hidden tax on growth. Left unchecked, they erode morale, stall execution, and quietly consume hundreds of thousands of dollars in lost productivity.
By bringing visibility, discipline, and structure, MustardSeed helped this client reduce meeting waste by six figures in just one quarter, without slowing alignment or execution.
Ready to Learn More?
Our Team
Meet Your Project Team
We believe the strength of our team is what truly sets us apart. Our team of experienced Project Managers will work directly with you, bringing their expertise and commitment to delivering results.
Discover
Our Scalable Services
Expert project management tailored to your unique needs, ensuring every project is delivered on time, within scope, and aligned with your strategic goals.
Ready to streamline your life sciences projects?
Let's discuss your specific needs and show you how MustardSeed PMO can help deliver your projects on time, within budget, and aligned with your goals. Complete the form below to schedule a discovery call with our expert team.
Career Opportunities
Join Our Team and Help Shape the Future of Life Sciences
Are you ready to take your career to the next level? We’re always looking for talented individuals who share our passion for life sciences and project management.