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Method and system for smart meetings management Disclosure Number: IPCOM000224196D
Publication Date: 2012-Dec-13
Document File: 3 page(s) / 26K

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Here is proposed a method that extends normal meeting setup applications adding smart management features better taking into account time and location availability, introducing inter-dependencies meeting, invitee role dependencies, automatic rescheduling management, topic driven invitation list.

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Method and system for smart meetings management

Nowadays cooperation and teamwork in the IT profession is a key factor to successfully complete jobs and tasks of the typical working days. In order to communicate, take decisions and synchronize persons, meetings are very important and necessary. Scheduling a meeting, that is deciding when setting it up (a time interval), where setting it up (finding the location) and who are the persons required or optional, is not simple, because there could be a lot of constraints like:

persons availability: find a time slot in which all the participants are available (not busy in other tasks);

location availability: find a place, in the previously found time slot, where the

meeting can take place (the place should be free at that time);

meeting dependencies: a meeting can have sense only and if only it is done after some other task (another meeting or any generic task), or it should take place before another one.

Currently, communication tools to manage calendars of different persons and peers, and to set up and schedule meetings, provide basic mechanism, allowing to:

choose a meeting title/topic

select a time slot (and/or a recurrency rule for meetings to be repeated with some


Pick up the required persons (persons that have, mandatory, to join the meeting)

Pick up the optional persons (persons that can participate to the meeting but are

not necessary for the successful execution)

Select a location where to set up the meeting

Tools provide typically mechanisms to find person availability so that the persons setting up the meeting can find a time slot where all the invited persons are available. The typical issue of current tools is that those mechanisms are very simple and basic, and they cannot manage complex and real-life situations.

The current method proposes to extend the existing meeting setup method with an extension as described below. It is noted that the implementation is done, for instance by extending the software code of the existing meeting setup applications to support the following seven features:

A) automatically find a time slot where all the participants (or, at least, all the required ones and the most of the optional ones) are available, forwards the current time, as close as the current time;

B) create conditional rules to satisfy meetings inter-dependencies, so that a meeting can be set only after another one has successfully taken place, or before another one takes place;

C) create conditional rules to satisfy role dependencies, so that a meeting can be only set if a person embodying a certain role is available to join the meeting;

D) automatically manage rescheduling needs;

E) find a location that is at an average (eventually weighted) distance from the


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known location of each participant (for physical meetings), with dynamic re-computation if participant list changes (for roles based meetings);

F) Topic semantic-driven invitation list;

G) Save...