Audio and video conference full life cycle management implementation method for conference process management and control

Abstract

The application provides a conference process control-oriented audio-video conference full life cycle management implementation method, relates to the technical field of conference process control, and comprises the following steps: providing intelligent reservation and topic standardization management before the conference through a conference management and service driving engine; multi-terminal notification and attendance confirmation before the conference; establishing a device life cycle service engine for dynamically monitoring the agenda progress; collecting and analyzing data after the conference to extract conference life cycle management efficiency and device resource utilization indicators; and outputting an optimization path from device pre-inspection failure rate and other multidimensional aspects by summarizing conference data at each link. The conference full life cycle driving engine model built by the application mobilizes static conference room resources and device resources according to a dynamic conference progress, so that the utilization rate of the conference room is improved, and the response time of an emergency conference is compressed based on automatic marking and resource reallocation according to the emergency level of the agenda.

Description

Technical Field

[0001] This invention relates to the field of meeting process control technology, specifically to a method for implementing full lifecycle management of audio and video conferencing processes. Background Technology

[0002] During the meeting process, a systematic and standardized workflow is used to manage the entire process from planning, scheduling, preparation, convening, recording to archiving and review, significantly improving meeting efficiency and quality and maximizing the use of audio-visual and meeting room resources. However, in the lifecycle management of each meeting room, meetings are not simply arranged in the order they occur. Newly generated meetings need to be arranged reasonably.

[0003] Existing technologies that manually schedule impromptu emergency meetings are prone to several risks due to a lack of intelligent scheduling and real-time coordination: First, there is a high risk of time conflicts, as manual operation may overlook other scheduled meetings, leading to the duplication of meeting resources (such as meeting rooms and equipment), causing participants to be unable to join on time or the meeting to be interrupted. Secondly, it is difficult to comprehensively consider the equipment management issues used in each meeting's lifecycle. Different meetings use different quantities and types of equipment, which obviously disrupts meeting room management and increases the difficulty of meeting process control. These problems not only reduce the effectiveness of meetings but may also increase organizational operational risks and prevent the full value of each meeting from being realized.

[0004] The information disclosed in the background section is only intended to enhance the understanding of the background of this disclosure, and therefore may include information that does not constitute prior art known to those skilled in the art. Summary of the Invention

[0005] The purpose of this invention is to provide a method for managing the entire lifecycle of audio and video conferencing processes, addressing the problems mentioned in the background. This invention utilizes a dynamic meeting process-driven engine model to dynamically allocate static meeting room and equipment resources. Based on integrated management of all meeting resources, it supports optimal resource allocation and rapid scheduling, ultimately improving meeting room utilization. Furthermore, it integrates IoT device pre-inspection and digital twin monitoring to reduce the impact of equipment failures. Automatic urgency level classification and resource reallocation based on agenda urgency compresses response time for urgent meetings.

[0006] To achieve the above objectives, the present invention provides the following technical solution:

[0007] A method for implementing full lifecycle management of audio and video conferencing with a focus on meeting workflow control includes the following steps:

[0008] S1. Through the meeting management and service-driven engine, it provides intelligent reservation and standardized topic management before the meeting, intelligently filters available meeting rooms according to the number of participants and equipment needs, and automatically avoids time conflicts. It establishes a topic submission process: participants submit topics and materials in advance, the system automatically triggers the approval chain, ensures the quality of topics and generates a standardized topic library, and dynamically updates the resource status and topic list.

[0009] S2. Pre-meeting multi-terminal notification and participation confirmation: The meeting management and service system pushes the meeting topic, agenda, and material links to the participants. Participants can update their participation status in real time through one-click feedback. For those who have not confirmed, the system will automatically trigger a second reminder until all eligible participants have completed the preparation stage.

[0010] S3. Establish a device lifecycle service engine to dynamically monitor agenda progress, remind users of overdue topics through digital dashboards and authorize adjustments to speaking time, and provide a two-dimensional meeting support mechanism for audio and video equipment resources, including an audio and video equipment proactive management system and an emergency rapid response system. The audio and video equipment proactive management system is used for real-time inspection of audio and video equipment, and the emergency rapid response system is used to formulate tiered emergency plans and pre-set handling procedures for common faults.

[0011] S4. Post-meeting data collection and analysis: systematically collect, summarize and deeply analyze various types of data generated throughout the meeting. The data includes meeting duration, topic discussion duration, speaking frequency, decision results, participant interaction data, and equipment operating parameters. Through data cleaning, the meeting lifecycle management efficiency and equipment resource utilization indicators are extracted.

[0012] S5. Summarize data from each stage of the meeting, compare historical efficiency indicators through the dashboard, identify bottlenecks, and generate improvement reports regularly. Output optimization paths from the dimensions of equipment pre-inspection faults and failures, personnel overcapacity, and continuation compensation gaps. The optimization paths include four dimensions: embedding intelligent reminder mechanisms, enhancing equipment reliability, optimizing the meeting experience, and reducing resource waste.

[0013] Furthermore, the core architecture of the meeting management and service-driven engine model includes a decision-making layer, a resource layer, and an execution layer. The decision-making layer is the dominant engine throughout the entire meeting lifecycle, used to analyze meeting parameters in real time, including the participants, duration, and equipment resource requirements of newly added meetings. An emergency level calibration matrix is ​​established through the decision-making layer. The emergency level construction dimensions include meeting topic, meeting level, meeting objective, and meeting decision type. After the emergency level is completed, the probability of resource conflict is calculated, and low-priority meeting resources are automatically released.

[0014] Furthermore, the resource layer comprises a conference room lifecycle service engine module and a device lifecycle service engine module. The conference room lifecycle service engine is used to scan the conference room calendar and identify time overlaps, personnel overcapacity, and spatial conflicts in real time. The device lifecycle service engine module collects device health data in real time, provides device support services, and forms a digital twin. The device support services cover MCU conference equipment, audio equipment and systems, video equipment and systems, audio and video control equipment, display control and management equipment, and hardware backup storage equipment.

[0015] The conference room lifecycle service engine calculates the resource gap caused by the insertion of a new meeting and generates a lifecycle plan for the refreshed conference room. When the insertion of a new meeting causes a time conflict, the system initiates a compensation strategy based on the urgency level. First, for low-priority meetings within the conflict period, the start time is shifted and associated resources are adjusted synchronously. If there is still a shortage of equipment resources after the shift, alternative equipment is dynamically allocated from the backup resource pool. For critical meetings that cannot be shifted, space degradation compensation is initiated: personnel are split and assigned to two other conference rooms to start the meeting synchronously until the closed-loop verification of all application equipment resources is passed.

[0016] Furthermore, the device lifecycle service engine module tracks the device's operating status in real time. When an abnormal threshold is detected, it automatically triggers the subsequent meeting support process: first, it starts the self-repair process of restarting the faulty module; if it fails to recover, it calls the backup device in the shared pool and synchronizes the meeting data, while simultaneously dispatching maintenance personnel to intervene; for critical faults, it performs cloud session migration to ensure zero meeting interruption, and automatically generates a device health report after the meeting and pushes it to the decision-making level, realizing closed-loop control from predictive maintenance to real-time support.

[0017] Furthermore, it also includes the specific execution process of the resource layer: instruction reception, dynamic response, and closed-loop feedback. The instruction reception is used to receive agenda change instructions caused by meeting insertion issued by the decision-making layer and parse the resource demand vector. The dynamic response includes detecting conference room engine scanning conflicts, judging the start-up delay compensation algorithm, directly allocating resources, generating the life cycle planning result after the conference room is refreshed, device engine start pre-check, and calling the shared device pool. The closed-loop feedback includes pushing the resource occupancy status to the decision-making layer in real time and automatically releasing resources after the meeting ends and updating the life cycle status database.

[0018] Furthermore, a conflict detection matrix is ​​built in the execution layer, and the meeting management and service driving engine receives new meeting parameters and urgency levels issued by the decision layer in real time, and verifies four-dimensional conflicts through a parallel computing engine.

[0019] Furthermore, the four-dimensional conflict includes the following:

[0020] Time dimension: Based on detecting meeting room occupancy conflicts;

[0021] Personnel dimension: Calculate the number of attendees;

[0022] Device dimension: Connect to the IoT data stream of the device lifecycle service engine module to identify key device gaps;

[0023] Spatial dimension: After obtaining the meeting room venue information and the number of people, verify the physical space adaptability.

[0024] Furthermore, the execution layer is used to manage and control the division of meetings, meeting rooms, and equipment, including a real-time monitoring and response phase, an intelligent scheduling phase, and a closed-loop optimization phase. The real-time monitoring and response phase receives operation instructions from the decision-making layer regarding meeting insertion and agenda changes, and simultaneously acquires real-time status data from the resource layer. If a new meeting is inserted based on its urgency level and the lifecycle of the meeting room and equipment is reallocated, the final management result for that meeting room is generated. If irreconcilable management and allocation conflicts arise, dynamic resource scheduling is performed, using a substitute strategy to replace predetermined meetings with lower urgency levels and increase the proportion of unoccupied time for meeting rooms and equipment. The parallel computing engine verifies four-dimensional conflicts, performs a full-dimensional conflict scan, and generates a quantified conflict score report. The intelligent scheduling phase automatically connects to the resource allocation channel when the score is satisfactory; otherwise, it activates the equipment sharing strategy and personnel diversion mechanism of the dynamic scheduling pool, and simultaneously pushes the executed scheduling plan to the decision-making layer.

[0025] Furthermore, after the meeting concludes, the execution layer automatically collects scoring data throughout the entire meeting lifecycle via a full-element analysis module. This scoring data includes actual agenda deviation, equipment failure frequency, resource utilization fluctuations, and real-time feedback from participants. A weighted meeting quality score is then calculated based on a quality assessment matrix.

[0026] ,

[0027] Among them, Q m The final meeting quality score;

[0028] C m The completion rate of the meeting agenda;

[0029] S p To assess the satisfaction of the participants;

[0030] U d For the utilization rate of audio and video resources;

[0031] F d Frequency of equipment failure;

[0032] F th This is the threshold for equipment failure frequency.

[0033] k is the exponential growth coefficient;

[0034] The embedded intelligent reminder mechanism breaks down the meeting into segments and establishes agenda anchor points. An automatic warning is issued when the meeting deviates from the predetermined agenda by ≥15% at each anchor point. The enhanced equipment reliability dynamically expands the mobile terminal backup pool to address equipment stability issues. The optimized meeting experience generates resolution tracking templates based on satisfaction feedback, and intelligent sub-venue diversion is implemented when the number of participants exceeds a threshold. Resource waste is reduced by rescheduling shared resources based on equipment idle rates, and equipment resources are statistically categorized through continuation compensation.

[0035] Furthermore, it also includes collecting the list of meeting participants, preset duration, and resource requirements, generating new meeting parameter indicators, simultaneously acquiring conflicting time slots and resource occupancy status in the meeting room calendar, and generating meeting room lifecycle planning data; automatically assigning urgency levels based on meeting type and nature, and simultaneously assigning urgency levels to existing meetings in the meeting room calendar; re-planning and arranging the meeting room lifecycle planning content based on the urgency levels of new and existing meetings, automatically triggering equipment pre-checks after the insertion of an emergency meeting, inputting new meeting parameter indicators and existing meeting room lifecycle planning data, and verifying conflicts in time, personnel, venue, and equipment through a resource scheduling engine, and automatically compensating for the required resources for the postponed meeting after the insertion of the new meeting;

[0036] To determine if there are any irreconcilable conflicts in control and allocation, after completing the entire lifecycle of each meeting, statistical analysis of the meeting data is performed to obtain a meeting quality evaluation and generate a final improvement report.

[0037] Compared with the prior art, the beneficial effects of the present invention are:

[0038] 1. This method for managing the entire lifecycle of audio and video conferencing processes uses a dynamic meeting process-driven engine model to mobilize static meeting room and equipment resources. It supports optimal allocation and rapid scheduling of all meeting resources (meeting rooms, meeting equipment, maintenance personnel, etc.) through integrated management, thereby improving meeting room utilization. It also integrates IoT device pre-inspection and digital twin monitoring to reduce the impact of equipment failures. Based on the automatic identification and resource reallocation of agenda urgency levels, it compresses the response time for emergency meetings.

[0039] 2. This method for managing the entire lifecycle of audio and video conferencing processes reduces the time-consuming nature of traditional manual coordination by combining input of new meeting parameters and existing meeting room lifecycle planning data with a tiered response mechanism. Simultaneously, an intelligent replacement strategy lowers resource conflict rates, maximizing the actual value of each meeting room and device.

[0040] 3. This invention performs statistical analysis on data throughout the entire meeting lifecycle and generates improvement reports. It can systematically evaluate meeting quality and efficiency, accurately pinpoint process bottlenecks and optimization directions, and provide data support for subsequent meeting management. This method can iteratively optimize meeting organization, agenda setting, and service support, promoting the standardization and intelligent upgrading of meeting management, and ultimately improving the decision-making efficiency for new meetings and the rationality of final meeting room management and allocation. Attached Figure Description

[0041] Figure 1 This is a flowchart illustrating the method for implementing full lifecycle management of audio and video conferencing based on meeting workflow control, as described in this invention.

[0042] Figure 2 A schematic diagram illustrating the implementation method for full lifecycle management of audio and video conferencing;

[0043] Figure 3 This is a framework diagram of the meeting management and service-driven engine model of this invention. Detailed Implementation

[0044] To make the objectives, technical solutions, and advantages of this invention clearer, the invention will be further described in detail below with reference to specific embodiments.

[0045] It should be noted that, unless otherwise defined, the technical or scientific terms used in this invention should have the ordinary meaning understood by one of ordinary skill in the art to which this invention pertains. The terms "first," "second," and similar terms used in this invention do not indicate any order, quantity, or importance, but are merely used to distinguish different components. Terms such as "comprising" or "including" mean that the element or object preceding the word encompasses the elements or objects listed following the word and their equivalents, without excluding other elements or objects. Terms such as "connected" or "linked" are not limited to physical or mechanical connections, but can include electrical connections, whether direct or indirect. Terms such as "upper," "lower," "left," and "right" are used only to indicate relative positional relationships; when the absolute position of the described object changes, the relative positional relationship may also change accordingly. Example

[0046] Please see Figures 1-3 The present invention provides a technical solution:

[0047] This invention presents a method for managing the entire lifecycle of audio and video conferencing processes. It utilizes a dynamic meeting lifecycle-driven engine model to dynamically manage static meeting room and equipment resources. Based on integrated management of all meeting resources, it supports optimal resource allocation and rapid scheduling, ultimately improving meeting room utilization. Furthermore, it integrates IoT device pre-inspection and digital twin monitoring to reduce the impact of equipment failures. Automatic urgency level classification and resource reallocation based on agenda urgency compresses response time for urgent meetings. This embodiment provides a method for adding a new meeting and uses the meeting-driven engine to manage the entire lifecycle of the meeting, meeting room, and equipment. The specific steps include:

[0048] (1) Through the meeting management and service-driven engine, intelligent reservation and standardized topic management are provided before the meeting. The system can intelligently filter available meeting rooms according to the number of participants and equipment requirements, and automatically avoid time conflicts. The topic submission process is established: participants submit topics and materials in advance, and the system automatically triggers the approval chain to ensure the quality of topics and generate a standardized topic library, and dynamically update the resource status and topic list.

[0049] (2) Multi-terminal notification and participation confirmation before the meeting: The meeting management and service system pushes the meeting topic, agenda and material links to the participants. Participants can update their participation status in real time through one-click feedback. For those who have not confirmed, the system will automatically trigger a second reminder until all eligible participants have completed the preparation stage.

[0050] (3) Establish an equipment lifecycle service engine to dynamically monitor the agenda progress, remind overdue topics through digital dashboards and authorize adjustments to speaking time, and provide a two-dimensional meeting support mechanism for audio and video equipment resources, including an audio and video equipment active management system and an emergency rapid response system. The audio and video equipment active management system is used for real-time inspection of audio and video equipment, and the emergency rapid response system is used to formulate graded emergency plans and pre-set handling procedures for common faults.

[0051] (4) Post-meeting data collection and analysis: systematically collect, summarize and deeply analyze all kinds of data generated throughout the meeting. The data includes meeting duration, topic discussion duration, speaking frequency, decision results, participant interaction data, and equipment operating parameters. Through data cleaning, the meeting lifecycle management efficiency and equipment resource utilization indicators are extracted.

[0052] (5) Summarize the data of each stage of the meeting, compare the historical efficiency indicators through the dashboard, identify the bottleneck, generate improvement reports regularly, and output optimization paths from the dimensions of equipment pre-inspection faults and failures, personnel overcapacity, and continuation compensation gap. The optimization paths include four dimensions: implanting intelligent reminder mechanisms, enhancing equipment reliability, optimizing the meeting experience, and reducing resource waste.

[0053] The system collects the participant list, preset duration, and resource requirements for the newly added meeting, generates new meeting parameter indicators, and simultaneously obtains conflicting time slots and resource occupancy status from the meeting room calendar to generate meeting room lifecycle planning data. A scan reveals that the only available meeting room is occupied by another meeting, indicating a conflict of meeting room equipment resources. A conflict report with time zone calibration is generated, marking equipment gaps. A meeting management and service-driven engine model is established to automatically assign urgency levels based on meeting type and nature. Simultaneously, the urgency levels of existing meetings in the meeting room calendar are assigned, with coordination meetings assigned the highest urgency level and conflicting meetings downgraded. The priority of new meetings is automatically increased based on meeting risk weights. The lifecycle planning content of meeting rooms is re-planned based on the urgency levels of new and existing meetings. Inserted emergency meetings automatically trigger equipment pre-checks. By inputting new meeting parameter indicators and existing meeting room lifecycle planning data, the resource scheduling engine verifies conflicts across multiple dimensions (time, personnel, venue, equipment). Postponed meetings after the insertion of new meetings automatically compensate for the required resources, scheduling the lifecycle division of each meeting, coordinating new meetings to seize conflicting meeting time slots, triggering multi-level equipment pre-checks, and automatically scheduling pre-meeting repairs by the IT operations team using the equipment lifecycle service engine module.

[0054] To determine if there are irreconcilable conflicts in management and allocation, if a new meeting is inserted based on its urgency level and the lifecycle of the meeting room and equipment is reallocated, the final management result for that meeting room is generated. If irreconcilable conflicts in management and allocation arise, dynamic resource scheduling is performed, and a substitute strategy is adopted to replace the established meetings with lower urgency levels to increase the proportion of unoccupied time for meeting rooms and equipment. After completing the full lifecycle of each meeting, the meeting data is statistically analyzed to obtain a meeting quality evaluation and generate a final improvement report.

[0055] In this embodiment, the core architecture of the meeting management and service-driven engine model includes a decision-making layer, a resource layer, and an execution layer. The decision-making layer, as the dominant engine throughout the entire meeting lifecycle, dynamically analyzes newly added meeting parameters (including cross-departmental participant lists, preset durations accurate to the minute, and equipment resource requirements such as 4K cameras / digital whiteboards) through a real-time parallel processing framework. It also calibrates the urgency level based on a multi-dimensional decision matrix—this matrix deeply integrates meeting topic weights, organizational level coefficients, target value density, and the urgency of decision types, while introducing dynamic agenda factors, such as increasing the level by one for each increase in agenda change frequency. After completing the level calibration, the decision-making layer immediately drives a graph neural network model to calculate three-dimensional conflict probabilities: personnel overcapacity rate, triggering alarms after personnel overcapacity, resource conflict risks (equipment shortages / spatial-temporal occupancy collisions), and the probability of cross-meeting dependency chain breakage. Based on the conflict heatmap, it automatically activates the replacement strategy, which, in practice, improves the efficiency of emergency meeting scheduling.

[0056] In this embodiment, the resource layer, as the core support system of the driving engine, consists of two modules: the conference room lifecycle service engine and the device lifecycle service engine. It achieves dynamic scheduling of static resources through a real-time collaboration mechanism.

[0057] The conference room lifecycle service engine continuously monitors the conference room calendar based on a spatiotemporal cube scanning algorithm, 3D identifying overlapping time windows (such as collisions between new and existing meeting times), personnel overcapacity risks, and physical space conflicts, while simultaneously constructing a resource occupancy heatmap. The device lifecycle service engine, on the other hand, collects six categories of device health indicators in real time through a distributed IoT sensor network—including the CPU load rate of MCU conference devices, the signal-to-noise ratio of audio systems (>35dB), the frame rate stability of video systems (≥30fps), the command response latency of audio and video control devices (<200ms), the color gamut coverage of display control and management devices (sRGB 99%), and the RAID redundancy status of hardware backup storage devices. Based on digital twins, it achieves millisecond-level fault prediction (such as microphone array frequency response offset warnings), forming a guarantee service chain covering the entire lifecycle of devices.

[0058] When a new meeting is inserted and triggers a resource conflict, the dual-engine cascading response mechanism is activated: The conference room engine first calculates the spatiotemporal resource gap (e.g., a 2-hour meeting delay causes 3 related meetings to be postponed), and activates a three-level compensation strategy based on the urgency level: Priority 1: Non-linear shifting is implemented for low-level meetings (≤4 levels) within the conflict zone; Priority 2: If there is still a equipment gap after shifting (e.g., a shortage of 4K cameras), hot standby equipment is scheduled from the dynamic shared resource library; Priority 3: For critical meetings that cannot be shifted, the spatial degradation compensation engine is activated, splitting the conference room into two sub-venues, and the equipment engine is linked to perform closed-loop verification: The audio system uses beamforming microphones to eliminate echo interference, the video system starts multi-screen synthesis to ensure resolution synchronization, and the display control system automatically distributes the agenda view until all equipment resources pass the real-time fault tolerance verification of the digital twin, making the fault suppression rate ≥99.2%, and finally outputting a new lifecycle planning table with reliability scores.

[0059] In this embodiment, the device lifecycle service engine module tracks the device's operating status in real time through an IoT sensor network. When an abnormal threshold is detected, it automatically triggers the subsequent meeting support process: first, it starts the self-repair process of the faulty module; if it fails to recover, it calls the backup device in the shared pool and synchronizes the meeting data, while simultaneously dispatching maintenance personnel to intervene; for critical faults, it performs cloud session migration to ensure zero meeting interruption, and automatically generates a device health report after the meeting and pushes it to the decision-making level, realizing closed-loop control from predictive maintenance to real-time support.

[0060] This embodiment also includes a specific execution process at the resource layer: instruction reception, dynamic response, and closed-loop feedback. The instruction reception is used to receive agenda change instructions caused by meeting insertions issued by the decision-making layer and parse the resource demand vector. The dynamic response includes detecting conference room engine scanning conflicts, determining the start-up delay compensation algorithm, directly allocating resources, generating the lifecycle planning result after the conference room is refreshed, performing device engine start-up pre-checks, and calling the shared device pool. The closed-loop feedback includes pushing resource occupancy status to the decision-making layer in real time and automatically releasing resources after the meeting ends, and updating the lifecycle status database.

[0061] In this embodiment, a conflict detection matrix is ​​built in the execution layer, and the meeting management and service driving engine receives new meeting parameters and urgency levels issued by the decision layer in real time, and verifies four-dimensional conflicts through a parallel computing engine.

[0062] In this embodiment, the four-dimensional conflict includes the following:

[0063] Time dimension: Detecting meeting room occupancy conflicts;

[0064] Personnel dimension: Calculate the number of attendees;

[0065] Device dimension: Connect to the IoT data stream of the device lifecycle service engine module to identify key device gaps;

[0066] Spatial dimension: After obtaining the meeting room venue information and the number of people, verify the physical space adaptability.

[0067] In this embodiment, the execution layer is used to manage and control the division of meetings, meeting rooms, and equipment, including a real-time monitoring and response phase, an intelligent scheduling phase, and a closed-loop optimization phase. The real-time monitoring and response phase receives operation instructions for meeting insertion and agenda changes issued by the decision-making layer, and synchronously obtains real-time status data from the resource layer. The parallel computing engine verifies four-dimensional conflicts, performs a full-dimensional conflict scan, and generates a quantitative conflict score report. The intelligent scheduling phase automatically connects to the resource allocation channel when the score is qualified; when it is unqualified, it activates the equipment sharing strategy and personnel diversion mechanism of the dynamic scheduling pool, and synchronously pushes the executed scheduling plan to the decision-making layer.

[0068] In this embodiment, after the meeting concludes, the execution layer automatically collects scoring data throughout the entire meeting lifecycle via a full-element analysis module. This scoring data includes actual agenda deviation, equipment failure frequency, resource utilization fluctuations, and real-time feedback from participants. A weighted meeting quality score is then calculated based on a quality assessment matrix.

[0069] ,

[0070] Among them, Q m For the final meeting quality score, Qm Subject to C m S p U d The positive correlation with F, and is affected by F d The negative correlation effect;

[0071] C m The agenda completion rate is the highest weighted metric for the meeting, reflecting the degree to which the meeting's core objectives have been achieved.

[0072] S p To assess participant satisfaction, a structured questionnaire was sent to each participant within 24 hours of the meeting's conclusion. Participants scored their pre-meeting experience, during-meeting experience, and post-meeting outcomes on a scale of 10. The final satisfaction score for all participants was then calculated as the average score.

[0073] U d For the utilization rate of audio and video resources;

[0074] F d For equipment failure frequency, F d The negative indicator is weighted, and the frequency of equipment failure is used as a penalty item. The more failures, the lower the quality score.

[0075] F th The threshold for equipment failure frequency needs to be set according to the actual scenario. In this embodiment, the critical value is determined by historical data.

[0076] k is the exponential growth coefficient, which controls the intensity of the penalty after exceeding the threshold (k>0, the larger the value, the more severe the impact).

[0077] When F≤F th hour, The exponential term exp(0) = 1, the denominator simplifies to 0.3F, and the formula degenerates into the original linear form (i.e., an increase in failure frequency leads to a linear decrease in Q). When F > F th hour: The denominator becomes, At this point, as F increases, the exponential function... Rapid growth leads to a sharp increase in the denominator, resulting in an exponential decrease in the Q value. This reflects the more severe impact on meeting quality once the frequency of failures exceeds the threshold.

[0078] This embodiment also provides the following specific calculation process for explanation:

[0079] Assume F th =5 (failure frequency critical point), k = 0.2:

[0080] If F=4 (below the threshold), the denominator ≈ 0.3 × 4 = 1.2;

[0081] If F=6 (exceeding the threshold), the denominator = 0.3×6×exp(0.2×(6-5))≈1.8×1.221 =2.198, and the Q value decreases significantly;

[0082] If F=10 (far higher than the threshold), the denominator ≈0.3×10×exp(0.2×5)≈3×2.718=8.154, and the Q value is close to zero, indicating that the system is in an unusable state.

[0083] Based on the meeting quality score, an improvement plan is generated, outputting optimization paths from the dimensions of equipment pre-detection of faults and failures, personnel overcapacity, and continuation compensation gaps. These optimization paths include four dimensions: embedding an intelligent reminder mechanism, enhancing equipment reliability, optimizing the meeting experience, and reducing resource waste. The intelligent reminder mechanism involves segmenting the meeting and establishing agenda anchor points; an automatic warning is issued when the meeting deviates from the predetermined agenda by ≥15% at each anchor point. Enhancing equipment reliability dynamically expands the mobile terminal backup pool to address equipment stability issues. Optimizing the meeting experience generates resolution tracking templates based on satisfaction feedback, implements intelligent sub-venue diversion when personnel overcapacity exceeds a threshold, and reduces resources by reallocating shared resources based on equipment idle rates and statistically categorizing equipment resources through continuation compensation.

[0084] In this embodiment, the intelligent maintenance module of the meeting management and service-driven engine deeply integrates IoT and digital twin technologies. It initiates a full-dimensional equipment support process 30 minutes before and immediately after a new meeting: the equipment lifecycle engine collects real-time equipment health status through a multimodal IoT sensor array deployed in the meeting room (covering multiple parameters such as camera frame rate stability, microphone signal-to-noise ratio threshold, codec transmission latency, and central control system command response). Simultaneously, it compares the data with the historical maintenance database using a digital twin, employs a Bayesian anomaly detection algorithm to accurately identify potentially faulty equipment, and dynamically marks it with three pre-inspection levels—L1 (immediate repair, critical function failure), L2... 24-hour maintenance (performance degradation) and L3 periodic maintenance (preventive maintenance); intelligent work orders are pushed to the operation and maintenance dispatch center simultaneously, and personnel are dynamically routed based on urgency: work orders are directly assigned to the nearest engineer; at the same time, the meeting room resource chain is automatically released: occupied time periods are reclaimed, the cumulative usage time of equipment is reset, and resource gaps caused by extension compensation are filled; maintenance data streams are injected into the full-element analysis module in real time, driving three closed-loop optimizations—dynamic expansion of the shared equipment pool, updating of the standby equipment status matrix, and iteration of the predictive maintenance model, ultimately achieving a significant reduction in the impact of equipment failure on meetings and improved operation and maintenance response efficiency.

[0085] The above formulas are all dimensionless calculations. The formulas are derived from software simulations based on a large amount of collected data to obtain the most recent real-world results. The preset parameters in the formulas are set by those skilled in the art according to the actual situation.

[0086] The above embodiments can be implemented, in whole or in part, by software, hardware, firmware, or any other combination thereof. When implemented in software, the above embodiments can be implemented, in whole or in part, as a computer program product. Those skilled in the art will recognize that the units and algorithm steps of the various examples described in conjunction with the embodiments disclosed herein can be implemented by electronic hardware, or a combination of computer software and electronic hardware. Whether these functions are implemented in hardware or software depends on the specific application and design constraints of the technical solution.

[0087] The units described as separate components may or may not be physically separate. The components shown as units may or may not be physical units; they may be located in one place or distributed across multiple network units. Some or all of the units can be selected to achieve the purpose of this embodiment according to actual needs.

[0088] The above description is merely a specific embodiment of this application, but the scope of protection of this application is not limited thereto. Any changes or substitutions that can be easily conceived by those skilled in the art within the scope of the technology disclosed in this application should be included within the scope of protection of this application.

Claims

1. A method for implementing full lifecycle management of audio and video conferencing based on meeting workflow control, characterized in that: Includes the following steps: S1. Through the meeting management and service-driven engine, it provides intelligent reservation and standardized topic management before the meeting. It intelligently filters available meeting rooms according to the number of participants and equipment requirements, and automatically avoids time conflicts. It establishes a topic submission process: participants submit topics and materials in advance, and the system automatically triggers the approval chain to ensure the quality of topics and generate a standardized topic library, and dynamically updates the resource status and topic list. S2. Pre-meeting multi-terminal notification and participation confirmation: The meeting management and service system pushes the meeting topic, agenda, and material links to the participants. Participants can update their participation status in real time through one-click feedback. For those who have not confirmed, the system will automatically trigger a second reminder until all eligible participants have completed the preparation stage. S3. Establish a device lifecycle service engine to dynamically monitor agenda progress, remind users of overdue topics through digital dashboards and authorize adjustments to speaking time, and provide a two-dimensional meeting support mechanism for audio and video equipment resources, including an audio and video equipment proactive management system and an emergency rapid response system. The audio and video equipment proactive management system is used for real-time inspection of audio and video equipment, and the emergency rapid response system is used to formulate tiered emergency plans and pre-set handling procedures for common faults. S4. Post-meeting data collection and analysis: systematically collect, summarize and deeply analyze various types of data generated throughout the meeting. The data includes meeting duration, topic discussion duration, speaking frequency, decision results, participant interaction data, and equipment operating parameters. Through data cleaning, the meeting lifecycle management efficiency and equipment resource utilization indicators are extracted. S5. Summarize the data from each stage of the meeting, compare historical efficiency indicators through the dashboard, identify bottlenecks, generate improvement reports regularly, and output optimization paths from the dimensions of equipment pre-inspection faults and failures, personnel overcapacity, and continuation compensation gaps. The optimization paths include four dimensions: embedding intelligent reminder mechanisms, enhancing equipment reliability, optimizing the meeting experience, and reducing resource waste. The core architecture of the meeting management and service-driven engine model includes a decision-making layer, a resource layer, and an execution layer. The decision-making layer is the dominant engine throughout the entire meeting lifecycle, used to analyze meeting parameters in real time, including newly added participants, duration, and equipment resource requirements. It also establishes an emergency level calibration matrix, with dimensions including meeting topic, meeting level, meeting objective, and meeting decision type. After establishing the emergency level, it calculates the probability of resource conflicts and automatically triggers the release of low-priority meeting resources. The resource layer includes a meeting room lifecycle service engine module and a device lifecycle service engine module. The meeting room lifecycle service engine scans the meeting room calendar to identify time overlaps, personnel overcapacity, and space conflicts in real time. The device lifecycle service engine module collects device health data in real time, providing device support services and forming a digital twin. The device support service scope includes MCU meeting equipment, audio equipment and systems, video equipment and systems, audio and video control equipment, display control and management equipment, and hardware backup storage equipment. The conference room lifecycle service engine calculates the resource gap caused by the insertion of a new meeting and generates a lifecycle plan after the conference room is refreshed. When the insertion of a new meeting causes a time conflict, the system starts a compensation strategy based on the urgency level. First, for low-priority meetings within the conflict period, the start time is shifted and the associated resources are adjusted synchronously. If equipment resource shortages persist after the relocation, alternative equipment will be dynamically allocated from the backup resource pool. For critical meetings that cannot be relocated, space degradation compensation will be initiated: personnel will be split and assigned to two other meeting rooms for simultaneous meeting startup until a closed-loop verification of all application equipment resources is passed. A conflict detection matrix will be built in the execution layer. The meeting management and service-driven engine will receive new meeting parameters and urgency levels issued by the decision-making layer in real time, and verify four-dimensional conflicts through a parallel computing engine. The four-dimensional conflicts include the following: Time dimension: Based on detecting meeting room occupancy conflicts; Personnel dimension: Calculate the number of attendees; Device dimension: Connect to the IoT data stream of the device lifecycle service engine module to identify key device gaps; Spatial dimension: After obtaining the meeting room venue information and the number of people, verify the physical space adaptability.

2. The method for implementing full lifecycle management of audio and video conferencing based on meeting workflow control as described in claim 1, characterized in that: The device lifecycle service engine module tracks the device's operating status in real time. When an abnormal threshold is detected, it automatically triggers the subsequent meeting support process: first, it starts the self-repair process of restarting the faulty module; if it fails to recover, it calls the backup device in the shared pool and synchronizes the meeting data, while simultaneously dispatching maintenance personnel to intervene; for critical faults, it performs cloud session migration to ensure zero meeting interruption, and automatically generates a device health report after the meeting and pushes it to the decision-making level, realizing closed-loop control from predictive maintenance to real-time support.

3. The method for implementing full lifecycle management of audio and video conferencing based on meeting workflow control as described in claim 2, characterized in that, It also includes the specific execution process of the resource layer: instruction reception, dynamic response, and closed-loop feedback. The instruction reception is used to receive the agenda change instruction caused by the meeting insertion issued by the decision layer and parse the resource demand vector. The dynamic response includes detecting the meeting room engine scanning conflict, judging the start-up delay compensation algorithm, directly allocating resources, generating the life cycle planning result after the meeting room is refreshed, device engine start pre-check, and calling the shared device pool. The closed-loop feedback includes pushing the resource occupancy status to the decision layer in real time and automatically releasing resources after the meeting ends and updating the life cycle status database.

4. The method for implementing full lifecycle management of audio and video conferencing based on meeting workflow control as described in claim 1, characterized in that: The execution layer is used to manage and control meetings, meeting rooms, and equipment. It includes a real-time monitoring and response phase, an intelligent scheduling phase, and a closed-loop optimization phase. The real-time monitoring and response phase receives operation instructions from the decision-making layer regarding meeting insertion and agenda changes, and simultaneously acquires real-time status data from the resource layer. If a new meeting is inserted based on its urgency level and the lifecycle of the meeting room and equipment is reallocated, the final management result for that meeting room is generated. If an irreconcilable conflict arises in the management and allocation, dynamic resource scheduling is performed. A substitute strategy is used to replace the established meetings with lower urgency levels, increasing the proportion of unoccupied time for meeting rooms and equipment. The parallel computing engine verifies the four-dimensional conflict, performs a full-dimensional conflict scan, and generates a quantitative conflict score report. The intelligent scheduling phase automatically connects to the resource allocation channel when the score is satisfactory; when it is unsatisfactory, the equipment sharing strategy and personnel diversion mechanism of the dynamic scheduling pool are activated, and the executed scheduling plan is simultaneously pushed to the decision-making layer.

5. The method for implementing full lifecycle management of audio and video conferencing based on meeting workflow control as described in claim 4, characterized in that: After the meeting concludes, the execution layer automatically collects scoring data throughout the entire meeting lifecycle via a full-element analysis module. This scoring data includes actual agenda deviation, equipment failure frequency, resource utilization fluctuations, and real-time feedback from participants. A weighted meeting quality score is then calculated based on a quality assessment matrix. ， Among them, Q m The final meeting quality score; C m The completion rate of the meeting agenda; S p To assess the satisfaction of the participants; U d For the utilization rate of audio and video resources; F d Frequency of equipment failure; F th This is the threshold for equipment failure frequency. k is the exponential growth coefficient; The embedded intelligent reminder mechanism breaks down the meeting into segments and establishes agenda anchor points. An automatic warning is issued when the meeting deviates from the predetermined agenda by ≥15% at each anchor point. The enhanced equipment reliability dynamically expands the mobile terminal backup pool to address equipment stability issues. The optimized meeting experience generates resolution tracking templates based on satisfaction feedback, and intelligent sub-venue diversion is implemented when the number of participants exceeds a threshold. Resource waste is reduced by rescheduling shared resources based on equipment idle rates, and equipment resources are statistically categorized through continuation compensation.

6. The method for implementing full lifecycle management of audio and video conferencing based on meeting workflow control as described in claim 1, characterized in that: It also includes collecting the list of meeting participants, preset duration and resource requirements, generating new meeting parameter indicators, synchronously obtaining conflict time periods and resource occupancy status in the meeting room calendar, generating meeting room lifecycle planning data; automatically marking the urgency level according to the meeting type and nature, and marking the urgency level of each existing meeting in the meeting room calendar; Based on the urgency level of the new meeting and the urgency level of the existing meeting, the life cycle planning content of the meeting room is re-planned and arranged. The inserted emergency meeting automatically triggers equipment pre-check, inputs the parameters of the new meeting and the life cycle planning data of the existing meeting room, and verifies the conflicts in time, personnel, venue and equipment through the resource scheduling engine. The subsequent meeting after the insertion of the new meeting automatically compensates for the required resources. To determine if there are any irreconcilable conflicts in control and allocation, after completing the entire lifecycle of each meeting, statistical analysis of the meeting data is performed to obtain a meeting quality evaluation and generate a final improvement report.

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