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MEETING ROOM SUGGESTIONS FOR CONFERENCE CALLS

IP.com Disclosure Number: IPCOM000249692D
Publication Date: 2017-Mar-20
Document File: 4 page(s) / 8M

Publishing Venue

The IP.com Prior Art Database

Related People

Gabriel Bouvigne: AUTHOR

Abstract

A system automatically proposes available physical rooms for users who need to join online meetings. The most suitable rooms are proposed in order of priority, which is determined based on the real availability of the room (e.g., by checking theoretical bookings against detection of presence) and distance from the user. This easy-to-use system helps online meeting users to make better use of available rooms in an office building, thereby reducing the annoyance caused by noise generated by co-workers in open-space offices.

This text was extracted from a PDF file.
This is the abbreviated version, containing approximately 53% of the total text.

Copyright 2017 Cisco Systems, Inc. 1

MEETING ROOM SUGGESTIONS FOR CONFERENCE CALLS

AUTHORS: Gabriel Bouvigne

CISCO SYSTEMS, INC.

ABSTRACT

A system automatically proposes available physical rooms for users who need to

join online meetings. The most suitable rooms are proposed in order of priority, which is

determined based on the real availability of the room (e.g., by checking theoretical

bookings against detection of presence) and distance from the user. This easy-to-use system

helps online meeting users to make better use of available rooms in an office building,

thereby reducing the annoyance caused by noise generated by co-workers in open-space

offices.

DETAILED DESCRIPTION

Many people work in open-space offices. However, open spaces and virtual

meetings do not mix well, as the noise from someone talking in a virtual meeting is an

annoyance to neighboring co-workers. A meeting participant may book a meeting room,

but doing so is inconvenient when the participant is not the meeting organizer. Moreover,

not all rooms in an office are available through the room booking system (e.g., a room may

be in use even if it is not booked).

Described herein is an automatic meeting room suggestion system to help people

working in open spaces to easily and conveniently benefit from meeting rooms and audio

privacy rooms when they have audio conferences.

• When the meeting reminder is presented to the user, the system may suggest

available meeting rooms. The user may then confirm one of the proposed bookings,

and the system may automatically book the room.

• A similar mechanism may also be utilized when the user joins the online meeting,

if the user has not yet booked a room or accepted a proposed booking.

Copyright 2017 Cisco Systems, Inc. 2

• When the user joins the online meeting, if the systems detects that the user is not in

one of the rooms that have been booked for the meeting even though the booked

room is in the same building as the user, the system may remind the user that there

is already a suitable room booked for this meeting in the building.

• While in the online meeting, a user may utilize a room search feature (e.g., "is there

an available room near me?")

• Available rooms are proposed in "most likely suitable" order, taking into account

the following criteria:

o Building: rooms in the same building as the user may have higher priority.

This may, for example, be determined based on a user "declared" desk

number, a user local area network (LAN) address, Wi-Fi® geolocation, the

Wi-Fi access point the user is connected to, the Ethernet port the user is

connected to, etc.

o Floor: rooms on the same floor as the user may have higher priority.

o Distance between the user and the room.

o Room real availability: Presence detector in rooms may determine whether

a booked room is actually in use. If not, the room may be presented to the

user as, for example, "booked but...