Browse Prior Art Database

Policy based flexible meeting schedular to cater variable attendance tenure and change in the role of the participants

IP.com Disclosure Number: IPCOM000236207D
Publication Date: 2014-Apr-11
Document File: 6 page(s) / 69K

Publishing Venue

The IP.com Prior Art Database

Abstract

Disclosed is a technique of scheduling recurring meetings by providing an option to control the participation required for limited duration. The features like ability to specify change in participant's role, partial invitation of a recursive meeting, delegation controls etc.. are addressed through the proposed policy based meeting schedular.

This text was extracted from a PDF file.
This is the abbreviated version, containing approximately 32% of the total text.

Page 01 of 6

Policy based flexible meeting schedular to cater variable attendance tenure and change in the role of the participants

Meetings play an important role in the success of any project implementation be it any industry. With the ever expanding business, the project teams are comprised of team members from multiple locations which could be from different Geography. It is often a complex and time consuming task to schedule the meetings which are recurring and involve multiple resources (human/non-human) with varying requirements. Today's meeting planning software / products offer certain level of flexibility to manage such requirements but have their own limitations.

Few examples are:

1. Participation of the resources (both human and non-human) is predefined and can't change based on demand.

{Example: In this ever changing world of opportunities, projects are executed with different types of employees (full time, part time, contractors, loaners, etc). Other than full time employees, the rest of workforce's availability is limited and their participant is not guaranteed for the full life cycle of the project. So it is essential that we provide a way to include them only for the period they are available and assigned to the project.}

2. The chair of a recursive meeting cannot be changed for certain instances/duration of the meeting invites.

{Example: Though John is playing the chair role currently, he has vacation plans and will not be available for next two months. The only way this can be managed is to send an Email and inform all participants that there is going to be a new chair in the place of John until he comes back from vacation.}

3. If participation of a person or resource is mandatory there is no way to selectively enforce 'do-not delegate' option for that person or resource.

{Example: John's presence is very essential in the meeting to decide the project's next steps. It really doesn't make sense to run the meeting without John's presence; however other participants can delegate based on their availability. There is no means by which we can achieve this today with the current model of meeting being scheduled / organized electronically.}

4. There is no way to selectively enforce 'do-not counter' option for the certain members for the meeting instance(s).

{Example: The project has got multiple escalations from the customer and an

1



Page 02 of 6

important & urgent meeting is scheduled to address all the pending issues, so the participation is mandatory for most of members but not all. This can't be achieved with the current meeting model}

The methodology described here proposes techniques to schedule meetings in a smarter fashion by providing incomparable flexibility to the way meetings are scheduled today. And thus, this helps addresses all the limitations mentioned in above section.

The disclosed methodology proposes scheduling recurring meetings by providing an option to control the participation required for limited duration....