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Method for multi time zone meeting scheduling

IP.com Disclosure Number: IPCOM000234707D
Publication Date: 2014-Jan-30
Document File: 3 page(s) / 49K

Publishing Venue

The IP.com Prior Art Database

Abstract

It is proposed to use aggregated time zone and business hours per country information for all invited participants to find optimal time frame with maximum number of available participants. When scheduling a meeting, one simply adds all the participants one would like to invite. If they are from the same company, or they simple share calendar with a person, that person can additionally see information about their availability. However, this kind of information tells only if they are available or not (of course if they set up showing this kind of information).

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Method for multi time zone meeting scheduling

People, who can't meet and discuss ideas or solutions face to face, need to collaborate using different communication tools. Very often they need to set up remote meetings with participants from different time zones. In the case, they are working in the same company or share the same collaboration applications, they can use the applications to pick up their time zones. However, very often happens, that one sends meeting invitation to somebody outside your community and do not know his/her local time zone. On the other hand, the meeting invitation is not the first correspondence with the person who is invited for the meeting.

It is proposed to use aggregated time zone and business hours per country information for all invited participants to find optimal time frame with maximum number of available participants. When scheduling a meeting, one simply adds all the participants one would like to invite. If they are from the same company, or they simply share calendar with a person, that person can additionally see information about their availability. However, this kind of information tells only if they are available or not (of course if they set up showing this kind of information).

It's possible to increase number of available participants based on time zone and business hours per country of each participant. Based on such information, it is possible to aggregate participants in terms of number of participants within given:


• Time zone


• Business hours (with tolerance limit per country)

Such aggregated data is sorted and presented in custom views in collaboration application while scheduling a meeting. The information about local time zone for each meeting participant is easy to find based on previous correspondence with them:


• Email header contains sender's time zone information (known as email tracing)


• Email signature contains sender's address and phone number information which can be leveraged to resolve geographical location and confirm time zone captured from email header

Additionally, any data source of participants' information can be utilized for time zone and location resolving or rearrangement. The best source to specifically resolve current location and time zone of participants is travel database where one can get information about planned travel and rearrange participant's time and business hours.

One can reuse this information for each participant as input information for aggregation and present sorted custom views, so one knows exactly what is the percentage of participants within given time zone, country or business hours tolerance to find optimal time frame with maximum number of available participants displayed under availability curve.

Finding optimal time frame will be implemented with slider used to select part of availability curve. For a selected curve region, the number of participants (with

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percentage proportion in total) will be automat...