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Coordinate meeting time for a group of groups

IP.com Disclosure Number: IPCOM000199129D
Publication Date: 2010-Aug-26
Document File: 3 page(s) / 29K

Publishing Venue

The IP.com Prior Art Database


Disclosed is a system and method for establishing acceptable meeting times for not only multiple participants but also multiple groups of participants using features of email and existing electronic calendar systems.

This text was extracted from a PDF file.
This is the abbreviated version, containing approximately 52% of the total text.

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Coordinate meeting time for a group of groups

Using current email and calendar features, finding a meeting time frame that works for multiple groups of people is a challenge. The only solution that exists now is using email: the chairperson has to send messages to all the groups involved and determine which time slot is best for each group; then, the chairperson sends a meeting invitation via the calendar application. This is a time-consuming and often frustrating process when trying to coordinate multiple busy schedules.

The solution presented here allows a user to create a meeting entry that can satisfy a time frame that is acceptable to N number of mandatory users; K number of groups that each have L number of users in each group. The groups need x minutes (or other designated interval) as a time slot within a time frame of y. Selecting the best time a meeting with multiple groups participating can be accomplished in the following ways:

• Selecting a group leader for each group who then decides which time frame works best for the group

• Using a time slot finder function, whereby the time requirements for users and groups are taken into consideration while finding the best time slot.

• Using email communication to give the users and groups a chance to specify preferred time slots

In all cases or extensions of these cases, a user can find a time slot that works well for all participants.

A sample embodiment follows:

User A needs to invite Users B, C, and D as well as Groups E, F, G and H. The meeting time frame is set for two hours and each group is supposed to get a half-hour time interval.

1. User A finds a two-hour interval that works for Users B, C and D during the following week.

2. Each group defines a group leader.

3. User A sends an email or calendar invitation for the two-hour time frame to the group leaders.

4. A group leader decides who or what percentage of their team should attend, and sends a meeting invitation or email to the members of the group or identifies a suitable time slot using the time slot finder function of the calendar.


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5. A set of results with the best, second, third etc., half-hour time slots for the group is sent back to User A.

6. After the accumulation of results from all groups has been received, the calendar software updates the invitation with the optimal time slots that work best based on the results from each group.

7. Using electronic meeting invitations, User A sends one meeting invitation to distribute individual notices to each group for their specific half-hour time frame.

An alternate process uses the time slot finder to find the best time:

1. User A indicates on the calendar invitation function that Users B, C and D are mandatory and specifies a two-hour time frame.

2. User A then selects the users of the four Groups of E, F, G and H and specifies that those users need to fit in a half-hour time frame.The...