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Methodology for a Calendaring System to Schedule and Manage Dynamic Meetings

IP.com Disclosure Number: IPCOM000246099D
Publication Date: 2016-May-05
Document File: 5 page(s) / 65K

Publishing Venue

The IP.com Prior Art Database

Abstract

Disclosed is a calendaring system that schedules dynamic meetings as opposed to scheduling time-blocked/boxed meetings. The main point of novelty is that calendar entries are not static (i.e., time-blocked or boxed), but are linked to time, linked to the end-point of an immediately prior meeting, and are dynamically adjusted.

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Methodology for a Calendaring System to Schedule and Manage Dynamic Meetings

In a professional environment, calendars are frequently booked with back-to-back meetings. Often, meetings scheduled for a certain duration (i.e., time block) either stop shorter or continue longer than the intended duration. Extending a meeting for 15 minutes might be easier than gathering all parties for another meeting; however, because participants' calendars can have times blocked for contiguous meetings, extending the present meeting is not always an option. If the present meeting finishes ahead of the scheduled end-time, people either wait to start the next meeting or hurry to get everyone together to begin the next meeting early. This could even happen when most/all of the participating attendees for the second meeting are part of the initial meeting. In addition, in a global workplace where groups hold virtual meetings, gathering participant using instant messaging or a phone call becoming times consuming and results in loss of productivity. While small breaks are sometimes wanted or needed, longer breaks that leave too much time between these meetings, but not enough time to get work done, also leads to productivity loss.

A dynamic calendaring method or system is needed to reduce the productivity gaps caused by scheduling meetings into firm time blocks (i.e., time-boxed meetings).

The novel contribution is a calendaring system that schedules dynamic meetings as opposed to scheduling time-blocked/boxed meetings. The main point of novelty is that calendar entries are not static (i.e., time-blocked or boxed), but are linked to time, linked to the end-point of an immediately prior meeting, and are dynamically adjusted. This calendaring system is comprised of methods to enable:


 The chairperson to schedule a first meeting with dynamically adjustable end time(s)


 Another chairperson to schedule a second meeting with a start time that is dependent upon the dynamic end time of an immediately prior meeting


 The chairperson to manually end the meeting


 The system to provide the participants with the appropriate visualization of the dynamic meeting having flexible start or end times


 The calendaring system to integrate with conference call systems and automatically determine if a meeting is ongoing or completed


 The calendaring system to update/adjust all participants' calendars upon the triggering of the meeting end event

When scheduling such a meeting, the chairperson has an option to provide flexible end times. The calendar enables the chairperson to define an earliest end time, a probable end time, and a latest end time. In addition, for a second meeting scheduled immediately following the first meeting, the calendar enables the chairperson to define an earliest start time, probable start time, and a latest start time.

For the meeting attendees, the flexible meeting system books the associated calendar for the entire duration of the...