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Wireless Calendar Meeting Automation and Audit with Wireless Presence Detection

IP.com Disclosure Number: IPCOM000131895D
Publication Date: 2005-Nov-21
Document File: 2 page(s) / 28K

Publishing Venue

The IP.com Prior Art Database

Abstract

1. Business meetings can often be delayed, disrupted, and made less productive by staff forgetting to attend a meeting, by showing up late, or by leaving early. There is also the ritualistic burden of contacting (by phone or e-mail) important decision-maker invitees that have not yet showed up on time to a meeting, while the rest of the attendees are waiting for the agenda to get started. 2. Some ISO certified companies have procedures that require all meetings to be carefully tracked with attendance, meeting minutes, and action items that pertain to the required and/or present attendees of a meeting. 3. Taking attendence at a meeting is another manual task that is tedious, for the attendance taker at large corporate meetings may not always recognize the attendees by face. Secuity can be an issue at some meetings where uninvited staff show up to join a meeting where sensitive information may be disclosed. Tracking attendee changes is also tedious when a required invitee from a corporate department has delegated attendance to the meeting to another staff member, and has not notified the meeting organizer of this change. With mobile device handheld technology, business meetings and calendar tasks can be wirelessly automated and enhanced by adding the use of (Bluetooth, RFID, or equivalent) presence detection technology. The system works by polling local handheld devices to take attendance at a scheduled meeting and then comparing the physically registered guests with the scheduled guests in the calendar event. This enhanced wireless calendar system can make automated decisions based on the information it has automatically gathered and give the meeting organizer real-time information about the staff present at the meeting. Punctual attendees that have accepted a meeting and arrive on time (within a set grace period), will be spared from an automated additional reminder sent through the mobile device wireless system. Late required attendees, that may have forgotten, can be wirelessly notified automatically (at higher priority alert) that a meeting has already started with them scheduled as a required attendee. Staff who leave early can be tracked so that the auditors will know if they were present or absent if critical information was discussed at a specific time during the meeting. The meeting organizer can have a real-time graphical view of the meeting attendance on their handheld device that will show all physical attendees against the scheduled ones. Additional details regarding the staff arrival times and departure times can also be displayed. All information can be saved to a log file that can later be incorporated into required meeting minutes, if so required by the company standard operating procedures. The system can also detect, identify, and show corporate users at a meeting that are not on the invitee list to allow the meeting organizer to address the staff changes and/or any security issues that this may pose. Often a required department invitee, that cannot attend a meeting, will delegate the attendance of the meeting to another staff member, but may forget to inform the meeting organizer of this change. This automated staff detection system will allow the meeting organizer to have better information and tracking of the staff attending the meeting. Sometime the Bluetooth wireless feature is turned off in a device. The automated wireless calendar may have the ability to turn the Bluetooth wireless on in other invitees handhelds for the duration of the meeting. Alternately it can send a request via e-mail, SMS or Web portal command to ask the user for permission to do so wirelessly. A simple 'Accept' button is GUI activated to continue this process. GPS (Global Positioning System) is another new emerging technology that is very suitable for this application. The meeting organizers calendar appointment sends a request to the server at the start of a meeting to poll all the invitees and handhelds that are in the location proximity relative to the GPS signature of the organizers' handheld. The server may also be tracking the location of all corporate handhelds, thus it could provide information about new users in the proximity of the meeting room that are not on the invitee list. A standard room size can be assumed or entered to determine if a user (device) is in the meeting room or not.

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            CALENDAR MEETING AUTOMATION WITH PRESENCE DETECTION

Wireless Calendar Meeting Automation and Audit with Wireless Presence Detection

Disclosed Anonymously

1.  Business meetings can often be delayed, disrupted, and made less productive by staff forgetting to attend a meeting, by showing up late, or by leaving early.  There is also the ritualistic burden of contacting (by phone or e-mail) important decision-maker invitees that have not yet showed up on time to a meeting, while the rest of the attendees are waiting for the agenda to get started.

2.  Some ISO certified companies have procedures that require all meetings to be carefully tracked with attendance, meeting minutes, and action items that pertain to the required and/or present attendees of a meeting.

3.  Taking attendence at a meeting is another manual task that is tedious, for the attendance taker at large corporate meetings may not always recognize the attendees by face.  Secuity can be an issue at some meetings where uninvited staff show up to join a meeting where sensitive information may be disclosed.  Tracking attendee changes is also tedious when a required invitee from a corporate department has delegated attendance to the meeting to another staff member, and has not notified the meeting organizer of this change.

With mobile device handheld technology, business meetings and calendar tasks can be wirelessly automated and enhanced by adding the use of (Bluetooth, RFID, or equivalent) presence detection technology.  The system works by polling local handheld devices to take attendance at a scheduled meeting and then comparing the physically registered guests with the scheduled guests in the calendar event.  This enhanced wireless calendar system can make automated decisions based on the information it has automatically gathered and give the meeting organizer real-time information about the staff present at the meeting.

Punctual attendees that have accepted a meeting and arrive on time (within a set grace period), will be spared from an automated additional reminder sent through the mobile device wireless system.  Late required attendees, that may have forgotten, can be wirelessly notified automatically (at higher priority alert) that a meeting has already started with them scheduled as a required attendee.  Staff who leave early can be tracked so...