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Methods implemented to facilitate broadcasting of information about urgent requirement of a conference room

IP.com Disclosure Number: IPCOM000241798D
Publication Date: 2015-Jun-01
Document File: 4 page(s) / 77K

Publishing Venue

The IP.com Prior Art Database


Embodiment focuses on dealing with the scenarios where the user might need a meeting room on urgent basis. This article covers how best a broadcast mechanism can be implemented to make an attempt to assist an user to get a meeting room when all the meeting rooms are already booked for the required slot.

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Methods implemented to facilitate broadcasting of information about urgent requirement of a conference room

The demanding market has resulted into numerous meetings / discussions at any time during the day. At times we even have to conduct urgent, immediate meetings for important business decisions. More importantly, customer calls take the most priority over any other meeting. In this situation, rarely there are chances that we get a room reservation for the same timeslot. Current practical method of requesting for a room on urgent basis is to connect with the
meeting chair and request user for the room reservation. This method seems to be cumbersome and time consuming. Are there alternatives?

There is proposed a method which will allow the user (requestor) to broadcast this information (need of urgent room reservation) to the meeting chair. This broadcast would be automatically managed based on the organization structure further clubbed with data collected from analyzed social collaboration information.


1. Provision of initiating a request to the meeting chairs to release the room reservation for a mentioned cause.

2. Cascading this request based on organization structure and collaborative data.

Use Cases:

a. A most common scenario occurs in our day to day life. We are working on a customer request and receive a customer's email to have an immediate discussion to help clarify doubts or assist the customer about a particular operation. In this situation, we would never want to have a discussion from our desk which is surrounded by lot of other business discussions. In short we need a quiet place from where we can concentrate and conduct this discussion. What do we do? We open the calendar and search for the room. As expected, on time reservation is not available. Then? We try to contact the meeting chairs to let us in for that discussion. This results in many outcomes like, request declined, the chair already in another meeting and thus cannot be reached, chair not available at desk, etc. We end up postponing the call or taking it from desk. The outcomes are more so because of the informal nature of asking for rooms at a sudden.

Hence a need for a formal process to cater to such urgent room requirements.

There is proposed an additional system to be incorporated in the existing integration layer of calendar application and the room reservation system. This system could be triggered from a option somewhere from the reservation dialog. This is the place from where the user comes to know that there are no rooms. As shown in Figure 1 below, if we add a button named "Urgent Room Required", this will he...