Conference adjustment apparatus and conference adjustment program

Abstract

To provide a conference adjustment apparatus and a conference adjustment program configured to make an adjustment so as to hold a conference according to a set schedule.SOLUTION: A conference adjustment apparatus includes a first interface, a second interface, a third interface, and a processor. The first interface acquires schedule information of attendees at a conference. The second interface acquires reservation information of a conference room. The third interface acquires setting conditions for the conference, including a scheduled time for holding the conference. The processor is configured to set a conference based on a conference candidate for which a predetermined length of margin time is included in the scheduled time of the conference, out of conference candidates satisfying the setting conditions and selected based on the reservation information of the conference room and the schedule information.SELECTED DRAWING: Figure 1

Description

[Technical field]

[0001] An embodiment of the present invention relates to a conference adjustment device and a conference adjustment program. [Background technology]

[0002] Conventionally, there is a conference setting system that sets a conference that meets conference conditions such as the conference participants and the conference time by referring to the schedules of the conference participants and the reservation status of the conference room. Conventional conference setting systems set a conference that meets the conference conditions from the schedules of the participants and the reservation status of the conference room, and notify the participants of the conference date and time and the conference room.

[0003] However, if conference room reservations are made without leaving any gaps between adjacent scheduled meetings, there is a problem that if the actual meeting runs beyond the set time, it becomes necessary to either cancel the meeting or delay the next meeting. [Prior art documents] [Patent documents]

[0004] [Patent Document 1] JP 2023-038016 A Summary of the Invention [Problem to be solved by the invention]

[0005] In order to solve the above-mentioned problems, the present invention provides a conference adjustment device and a conference adjustment program capable of adjusting a conference so that it can be carried out according to a set schedule. [Means for solving the problem]

[0006] According to an embodiment, a conference adjustment device has a first interface, a second interface, a third interface, and a processor. The first interface acquires schedule information of conference participants. The second interface acquires conference room reservation information. The third interface acquires conference setting conditions including a scheduled time for the conference. The processor sets up a conference based on conference candidates that satisfy the setting conditions and that have a predetermined length of margin time set in the scheduled time for the conference, selected from the conference room reservation information and the schedule information. [Brief description of the drawings]

[0007] [Figure 1] FIG. 1 is a diagram illustrating an example of the configuration of a conference setting system having a coordination device (conference coordination device) according to an embodiment. [Diagram 2] FIG. 2 is a diagram illustrating an example of the configuration of a schedule database in a schedule management system connected to an adjustment device according to the embodiment. [Diagram 3] FIG. 3 is a diagram illustrating an example of the configuration of a conference room management database in a conference room management system connected to the adjustment device according to the embodiment. [Figure 4] FIG. 4 is a flowchart for explaining a first processing example as a conference adjustment process by the adjustment device according to the embodiment. [Diagram 5] FIG. 5 is a flowchart for explaining a first processing example as a conference adjustment process by the adjustment device according to the embodiment. [Figure 6] FIG. 6 is a flowchart for explaining a first processing example as a conference adjustment process by the adjustment device according to the embodiment. [Figure 7] FIG. 7 is a flowchart for explaining a second processing example as a conference adjustment process by the adjustment device according to the embodiment. [Figure 8] FIG. 8 is a flowchart for explaining a second processing example as a conference adjustment process by the adjustment device according to the embodiment. [Figure 9]FIG. 9 is a flowchart illustrating a third processing example as a process of canceling a conference that has already been set up by the adjustment device according to the embodiment. DETAILED DESCRIPTION OF THE PREFERRED EMBODIMENTS

[0008] Hereinafter, embodiments will be described with reference to the drawings. First, the configuration of a conference setting system 1 according to an embodiment and the configuration of an adjustment device 11 in the conference setting system 1 will be described. FIG. 1 is a diagram showing an example of the configuration of a conference setting system 1 according to an embodiment and an example of the configuration of an adjustment device 11 in the conference setting system 1. As shown in FIG. The conference arrangement system 1 is a system that schedules a conference in response to a conference setting request from a user and notifies the participants of the scheduled conference. However, in this embodiment, the conference arrangement system 1 sets up a conference using a conference room.

[0009] In the exemplary configuration shown in FIG. 1, the conference arrangement system 1 includes an adjustment device 11, a user terminal (PC) 12, a schedule management system 13, and a conference room management system 14. The adjustment device 11 is a device that sets up a conference schedule. The adjustment device 11 receives a conference setting request that specifies setting conditions (conference setting conditions) for holding (setting up) a conference from the user terminal 12. The conference setting conditions include at least the conference time (scheduled time for holding the conference). For example, the conference setting conditions include information such as the participants, the conference time, and the period during which the conference can be set up. The adjustment device 11 sets up the conference schedule while adjusting the schedules of the participants and the reservation status of the conference room according to the specified conference conditions. In addition, the adjustment device 11 notifies the participants of the conference of information indicating the set conference schedule (conference opening notice).

[0010] The user terminal 12 is a terminal device used by a user who may be a conference organizer or a conference participant. The user terminal 12 includes a computer having an information processing function realized by a processor executing a program and a communication function with devices such as the adjustment device 11. For example, the user terminal 12 is a personal computer (PC). The user terminal 12 may also be a mobile terminal such as a smartphone, or a wearable terminal such as a smart watch.

[0011] The schedule management system 13 is a system that manages information showing a user's schedule. For example, the schedule management system 13 is configured with a computer such as a server device. In the configuration example shown in Fig. 1, the schedule management system 13 has a management device (schedule management device) 31 as an information processing device and a schedule database 32 provided in a storage device. The management device 31 is configured with a computer equipped with a processor, a memory, a communication interface, and the like. The management device 31 processes information by executing a program stored in the memory by the processor, and communicates with devices such as the adjustment device 11.

[0012] Furthermore, the schedule database 32 stores schedule information indicating a schedule for each user. The schedule database 32 may be configured to be accessible from the management device 31. For example, the schedule database 32 may be provided in a storage device provided in a computer serving as the management device 31. The schedule database 32 may be provided in a storage device provided in a device such as a server device configured to be able to communicate with the computer serving as the management device 31.

[0013] In the schedule management system 13, the management device 31 accesses the schedule information of each user stored in the schedule database 32. For example, the management device 31 acquires schedule information of users who will be participants in a conference specified by the adjustment device 11 from the schedule database 32 and transfers it to the adjustment device 11. In addition, the management device 31 adds information to the schedules of the participants of the conference in the schedule database 32 according to the schedule of the conference set by the adjustment device 11. This allows the management device 31 to incorporate the scheduled conference time of the conference schedule set by the adjustment device 11 into the schedule of each participant of the conference.

[0014] The conference room management system 14 is a system that manages reservation information for conference rooms. For example, the conference room management system 14 is mainly composed of a computer such as a server device. In the configuration example shown in FIG. 1, the conference room management system 14 has a management device (conference room management device) 41 as an information processing device and a conference room management database 42 provided in a storage device. The management device 41 is composed of a computer equipped with a processor, memory, a communication interface, etc. The management device 41 processes information and communicates with devices such as the adjustment device 11 by executing a program stored in the memory by the processor.

[0015] Furthermore, the conference room management database 42 stores reservation information indicating the reservation status of each conference room. The conference room management database 42 may be configured to be accessible from the management device 41. For example, the conference room management database 42 may be provided in a storage device provided in a computer serving as the management device 41. The conference room management database 42 may also be provided in a storage device provided in a device such as a server device configured to be able to communicate with the computer serving as the management device 41.

[0016] In the conference room management system 14, the management device 41 accesses reservation information indicating the reservation status of each conference room stored in the conference room management database 42. For example, the management device 41 acquires reservation information for a conference room or time period specified by the adjustment device 11 from the conference room management database 42 and transfers it to the adjustment device 11. The management device 41 also updates the reservation information in the conference room management database 42 according to the conference schedule set by the adjustment device 11. This allows the management device 41 to reserve a conference room in the conference schedule set by the adjustment device 11 according to the scheduled conference time.

[0017] Next, a configuration of the adjustment device 11 in the conference setting system 1 according to the embodiment will be described. As shown in FIG. 1, the adjustment device 11 includes a processor 21, a ROM 22, a RAM 23, an NVM 24, a first interface (I / F) 25, a second interface (I / F) 26, and a third interface (I / F) 27.

[0018] The processor 21 executes various processes by executing programs. The processor 21 is, for example, a CPU, an MPU, or a DSP. The processor 21 may also be a combination of a CPU, an MPU, or a DSP. The processor 21 executes programs (system programs, application programs, or firmware) stored in the ROM 22 or the NVM 24. For example, a program (conference adjustment program) that the processor 21 executes to realize the processes (functions) described below is stored in the NVM 24 or the ROM 22.

[0019] The ROM 22 is a non-volatile memory used for reading out data. The ROM 22 stores programs executed by the processor 21. The ROM 22 also stores data or various setting values ​​used by the processor 21 to perform various processes. The RAM 23 is a memory used for reading and writing data, and is used as a working memory for storing data that is temporarily used when the processor 21 performs various processes.

[0020] The NVM 24 is a non-volatile memory to which data can be written and rewritten. The NVM 24 is used as a data memory for saving various data. The NVM 24 may also store programs executed by the processor 21 or various setting data. The NVM 24 may also store data generated by the processing by the processor 21.

[0021] The first interface 25 is an interface for communicating with the schedule management system 13. In the configuration example shown in Fig. 1, the first interface 25 is an interface that communicatively connects to a management device 31 of the schedule management system 13. For example, the first interface may be a network interface for communicating with the management device 31 via a network.

[0022] The second interface 26 is an interface for communicating with the conference room management system 14. In the configuration example shown in Fig. 1, the second interface 26 is an interface that communicatively connects to a management device 41 of the conference room management system 14. For example, the second interface 26 may be a network interface for communicating with the management device 41 via a network.

[0023] The third interface 27 is an interface for communicating with the user terminal 12. In the configuration example shown in Fig. 1, the third interface 27 is an interface for communicatively connecting to the user terminal 12 of each user. For example, the third interface 27 may be a network interface for communicating with each user terminal 12 via a network.

[0024] The first, second and third interfaces 25, 26 and 27 may each be configured with one or two interfaces. For example, the first and second interfaces 25 and 26 may be configured with a network that communicates with the schedule management system 13 and the conference room management system 14 via the Internet. The third interface 27 may be configured with a local area network (LAN) network that communicates with the user terminal 12 via a LAN.

[0025] Next, the schedule database 32 of the schedule management system 13 to which the adjustment device 11 according to the embodiment refers will be described. FIG. 2 is a diagram showing an example of a schedule database 32 to which the adjustment device 11 according to the embodiment refers. As shown in Fig. 2, the schedule database 32 stores information (schedule information) indicating the schedule of each user who may be a participant in the conference. In the example shown in Fig. 2, the schedule of employee A on a certain month and date indicates that the employee A has an appointment between 9:30 and 10:30, and no appointment outside of that time period.

[0026] 2, the schedule database 32 shows an example in which a schedule is registered with a predetermined time unit being one frame time. That is, the schedule management system 13 manages each user's schedule in predetermined time units. In the example shown in FIG. 2, as a specific example, each user's schedule is managed with 15 minutes, which is ¼ of an hour, as a predetermined time unit (one frame time). The management device 31 of the schedule management system 13 reflects (registers or updates) the schedule of each user for each predetermined time in the schedule database 32.

[0027] For example, when adjusting a schedule for a conference in response to a request from the user terminal 12, the adjustment device 11 selects candidates for a time period during which the conference can be set from the schedule information of the conference participants. Furthermore, when the adjustment device 11 sets (confirms) a conference, it adds the schedule of the set conference time period to the schedules of the conference participants. This allows the adjustment device 11 to update the schedule information of the conference participants in the schedule database 32.

[0028] Next, the conference room management database 42 of the conference room management system 14 to which the adjustment device 11 according to the embodiment refers will be described. FIG. 3 is a diagram showing an example of the conference room management database 42 to which the adjustment device 11 according to the embodiment refers. As shown in Fig. 3, the conference room management database 42 stores information (conference room reservation information) indicating the reservation status of conference rooms that can be used for conferences that can be set by the adjustment device 11. In the example shown in Fig. 3, the conference room management database 42 stores the capacity and reserved time period for each conference room. In the example shown in Fig. 3, conference room B has a capacity of 20 people, and is reserved for the time period from 11:00 to 11:45 on a certain month and date, with the other time periods being available.

[0029] In the example shown in Fig. 3, the conference room management database 42 shows an example in which the reservation of each conference room is registered with a predetermined time unit being one frame time. In other words, the conference room management system 14 manages the reservation status of each conference room in predetermined time units. In the example shown in Fig. 3, as a specific example, the reservation status of each conference room is managed with 15 minutes, which is 1 / 4 of an hour, as a predetermined time unit (one frame time). The management device 41 of the conference room management system 14 reflects (registers or updates) the reservation status of each conference room for each predetermined time in the conference room management database 42.

[0030] For example, when adjusting a conference schedule, the adjustment device 11 selects candidates for conference rooms and time slots in which conference time can be secured from the reservation information of each conference room in the conference room management database 42. Furthermore, when the adjustment device 11 sets (confirms) a conference, it sets the scheduled time slot for the set conference as reserved in the reservation information of the conference room where the set conference is scheduled to be held. This allows the adjustment device 11 to update the reservation information of the conference room where the conference is scheduled to be held in the conference room management database 42.

[0031] The process of the adjustment device 11 in the conference setting system 1 according to the embodiment will be described below. First, a first processing example of a conference adjustment (setting) process by the adjustment device 11 according to the embodiment will be described. 4, 5, and 6 are flowcharts for explaining a first processing example as a conference adjustment process by the adjustment device 11 according to the embodiment. First, when a user sets up a conference using the conference setting system 1, the user inputs conference setting conditions in the user terminal 12. The conference setting conditions include information specifying the conference participants, the conference time, and the period during which the conference can be held. The conference setting conditions may also include information for limiting the conference room in which the conference is held (set up), such as the size (capacity) of the conference room. The user terminal 12 transmits a conference setting request specifying the conference setting conditions input by the user to the adjustment device 11.

[0032] The coordinating device 11 communicates with a user terminal 12 to which a user issues a conference setting request via a third interface 27. The processor 21 of the coordinating device 11 acquires (receives) a conference setting request including conference setting conditions specified by the user in the user terminal 124 (ACT11).

[0033] When the processor 21 of the adjustment device 11 receives a request to set up a conference, it acquires schedule information of each user who will be a participant of the conference stored in the schedule database 32 (ACT12). The processor 21 identifies the participants of the conference, the conference time, and the period during which the conference can be held, which are specified in the setting conditions of the conference. The processor 21 acquires schedule information of each participant of the conference during the period during which the conference can be held, which is specified in the setting conditions of the conference, from the schedule management system 13.

[0034] When the processor 21 acquires the schedule information of each participant during the period during which the conference can be held, the processor 21 selects a time period during which all participants can participate as a candidate conference time (ACT13). For example, the processor 21 selects a conference time period during which all participants have free time in their schedules during the period during which the conference can be held as a candidate conference time. As a specific example, if the available time is a certain date, the meeting time is one and a half hours, and the participants are employees A, D, E, and F, then in the schedule information shown in Figure 2, the possible meeting time candidates would be any time between 14:00 and 18:00 that is an interval of one and a half hours (13:00-14:30, 13:15-15:00, ...). Here, the number of selected opening time candidates is A, and the A opening time candidates are expressed as opening time candidates A1 to Aa (a≦A). The processor 21 stores the selected opening time candidates A1 to Aa in a memory such as the RAM 23 or the NVM 24.

[0035] The processor 21 may acquire, as schedule information, information indicating a time period (free time) during which the conference time is available for each participant within the period during which the conference can be held. In this case, the processor 21 may select, as a conference time candidate, a time period during which the schedules of all participants are free for the conference from the information indicating the free time of each participant.

[0036] Furthermore, the processor 21 of the adjustment device 11 acquires reservation information for conference rooms during the period during which the conference can be held, which is specified in the setting conditions for the conference, from the conference room management system 14 (ACT14). Here, the processor 21 acquires reservation information for conference rooms whose capacity is equal to or exceeds the number of participants from the conference room management system 14. The processor 21 may also acquire, as reservation information for each conference room, information indicating a time period during which the conference can be held and is available for the conference, from the conference room management system 14.

[0037] The processor 21 selects a conference room candidate that combines a conference room and a time slot that can be reserved for the conference time within the period in which the conference can be held, from the conference room reservation information (ACT15). The processor 21 selects a combination of a conference room and a time slot that has free time for the conference time specified in the setting conditions within the period in which the conference can be held, as a conference room candidate. For example, the processor 21 selects conference room candidates that have free time slots for the conference time in the reservation information of all conference rooms in which a conference can be set. Here, the number of selected conference room candidates is B, and the B conference room candidates are expressed as conference room candidates B1 to Bb (b≦B). The processor 21 holds the selected conference room candidates B1 to Bb in a memory such as the RAM 23 or NVM 24.

[0038] The processor 21 may acquire, as the reservation information for each conference room in which a conference can be set, information indicating the time during which the conference can be held within the available period (free time). In this case, the processor 21 selects conference room candidates from the information indicating the free time of each conference room.

[0039] After selecting the opening time candidates and the meeting room candidates, the processor 21 of the coordination device 11 selects meeting candidates from combinations of the opening time candidates and the meeting room candidates (ACT16). For example, the processor 21 selects meeting room candidates that include times that match the time slots of the opening time candidates as meeting candidates. Here, it is assumed that meeting candidates C1 to Cn (n≦N) are selected from the opening time candidates A1 to Aa and the meeting room candidates B1 to Bb. The processor 21 stores the selected meeting candidates C1 to Cn in a memory such as the RAM 23 or the NVM 24.

[0040] The processor 21 of the adjustment device 11 initializes a variable n (n=n+1) for selecting one conference candidate (ACT17). After initializing or updating the variable n, the processor 21 specifies a margin time to be set immediately before the conference start time of the conference indicated by the conference candidate Cn (ACT18). The margin time is assumed to be a predetermined length of time. The margin time is set assuming a length of time that allows for an extension of the conference time as part of the operation of the conference setting system 1. The margin time is not set longer than the scheduled conference time, and is, for example, one unit of basic reservation. Moreover, the margin time is not two or three minutes that would prevent the discussion in the conference from continuing.

[0041] In the first processing example, the margin time is a blank (margin) time period provided immediately before the conference start time of the conference to be set. In the first processing example, the margin time may be set by an administrator of the conference setting system 1, or may be specified by a user requesting the setting of the conference. As an example, assuming that the standard conference time is 30 minutes, the margin time may be set to 15 minutes. This is an example in which the length of the margin time is set assuming that it is half the length of the standard conference time. In this case, if the conference start time is 14:00 and the length of the margin time is 15 minutes, the processor 21 sets the margin time to the time from 13:45 to 14:00.

[0042] As another example, the conference arrangement system 1 may manage time by setting a predetermined time unit as the time of one frame, and set a margin time in the predetermined time unit. That is, the conference arrangement system 1 may manage conference room reservations and user schedule management in predetermined time units, and set a margin time in the predetermined time unit. As a specific example, the conference arrangement system 1 may set 15 minutes, which is 1 / 4 of an hour, as the predetermined time unit (the time of one frame), and set 15 minutes, which is one frame, as the length of the margin time.

[0043] When the processor 21 of the adjustment device 11 identifies the margin time (time period) for the conference indicated by the conference candidate Cn, the processor 21 checks the availability of the conference room including the margin time. That is, the processor 21 acquires reservation information of the conference room indicated by the conference candidate Cn including the margin time (ACT19).

[0044] For example, the processor 21 acquires reservation information including a margin time for a conference room indicated by the conference candidate Cn from the conference room management system 14. When the processor 21 acquires the reservation information for the conference room in the margin time, the processor 21 determines whether the conference room is available including the margin time for the conference of the conference candidate Cn from the acquired information (ACT20).

[0045] The processor 21 may acquire information indicating whether the conference room of the conference indicated by the conference candidate Cn is available including the margin time from the conference room management system 14. In this case, the processor 21 determines whether the conference room including the margin time is available based on the information acquired from the conference room management system 14.

[0046] If the conference room is not available including the margin time of the conference candidate Cn (ACT20, NO), the processor 21 of the adjustment device 11 increments the variable n (n=n+1) (ACT21). After updating the variable n, the processor 21 determines whether the variable n has exceeded the number of conference candidates (N) (ACT22). If the variable n has exceeded the number of conference candidates (ACT22, YES), the processor 21 determines that the conference cannot be set up and proceeds to ACT29, which will be described later. If the variable n has not exceeded the number of conference candidates (ACT22, NO), the processor 21 returns to ACT16 and executes the above-mentioned processing.

[0047] When the conference room including the margin time of the conference candidate Cn is free (ACT20, YES), the processor 21 of the adjustment device 11 checks the schedule of each participant including the margin time. The processor 21 obtains schedule information of the participants of the conference indicated by the conference candidate Cn from the schedule database 32 (ACT23).

[0048] For example, the processor 21 acquires schedule information including margin times of participants of a conference indicated by the conference candidate Cn from the schedule management system 13. When the processor 21 acquires the schedule information of each participant including the margin times, the processor 21 determines whether the schedule is free including the margin times of all participants from the acquired information (ACT24).

[0049] The processor 21 may acquire information indicating whether the schedules of all participants of the conference indicated by the conference candidate Cn are free including margin time from the schedule management system 13. In this case, the processor 21 determines whether the schedules of all participants are free including margin time based on the information acquired from the schedule management system 13. The processor 21 may also execute the processes of ACT19-20 after the processes of ACT23-24.

[0050] If the schedules of all participants are not free including the margin time (ACT24, NO), the processor 21 of the adjustment device 11 increments the variable n (n=n+1) (ACT21). If the variable n exceeds the number (N) of conference candidates (ACT22, YES), the processor 21 determines that the conference cannot be set up and proceeds to ACT29, which will be described later. If the variable n does not exceed the number (N) of conference candidates (ACT22, NO), the processor 21 returns to ACT16 and executes the above-mentioned processing.

[0051] When the schedules of all participants are free including the margin time (ACT24, YES), the processor 21 of the adjustment device 11 executes a process of setting up a conference indicated by the conference candidate Cn. When setting up a conference indicated by the conference candidate Cn, the processor 21 issues a conference ID that is identification information for the conference indicated by the conference candidate Cn (ACT25).

[0052] When the processor 21 of the adjustment device 11 issues the conference ID, it reserves the conference room to be used for the conference of the conference ID (ACT26). For example, the processor 21 requests the conference room management system 14 to reserve the conference room to be used for the conference of the conference ID. In response to the request from the adjustment device 11, the management device 41 of the conference room management system 14 adds the reservation of the conference time to the reservation information of the conference room of the conference in the conference room management database 42.

[0053] Furthermore, when the processor 21 of the adjustment device 11 issues the conference ID, it performs a process of updating the schedules of each participant who will participate in the conference of that conference ID (ACT27). For example, the processor 21 requests the schedule management system 13 to add the conference plans to the schedules of all participants who will participate in the conference of that conference ID. In response to the request from the adjustment device 11, the management device 31 of the schedule management system 13 adds the conference time to the schedule information of all participants of the conference in the schedule database 32.

[0054] When the processor 21 of the coordinating device 11 reserves the conference room and updates the schedules of the participants, it notifies each participant of the conference of the conference that it has set up (ACT28). For example, the processor 21 creates a message (e.g., a text message) indicating information such as the conference date and time, the conference room, the names of the participants, and the conference ID as information (conference invitation) about the conference that it has set up. The processor 21 notifies each participant of the conference of the created message as the conference invitation.

[0055] Furthermore, when the requested conference cannot be set up, the processor 21 of the adjustment device 11 identifies the reason why the conference cannot be set up (ACT29). The processor 21 notifies the user who requested the conference of a message including information indicating the reason why the conference cannot be set up (ACT30).

[0056] For example, when the schedules of the participants are secured and the conference room is not available, the processor 21 creates a message (e.g., a text message) indicating information such as the conference date and time, the conference room, the names of the participants, and the conference ID as information about the conference (conference invitation). The processor 21 notifies each participant of the conference of the created message as the conference invitation.

[0057] For example, if the processor 21 cannot schedule a conference time when all participants can participate (if a candidate conference time cannot be selected), it notifies the participants that they cannot participate in the conference. Also, if the processor 21 does not have a conference room available for the conference time (if a candidate conference room cannot be selected), it notifies the participants that there is no available conference room. Also, if the processor 21 does not have a conference room available at a time when all participants can participate (if a candidate conference room cannot be selected), it notifies the participants that there is no available conference room that fits their schedule.

[0058] Furthermore, if the time when the margin time is added to the conference time (including the margin time) will make it impossible for all participants to participate (if there is no free space including the margin time in the participants' schedules), the processor 21 may notify the participants of the message that there is no free space (room) including the margin time in the participants' schedules. Furthermore, if the time when the margin time is added to the conference time will make it impossible for all participants to participate (if there is no free space including the margin time in the participants' schedules), the processor 21 may notify the participants of the message that there is no free space (room) including the margin time in the conference room reservation information.

[0059] The processor 21 may also notify a message recommending an online conference when there is no available conference room at a time when all participants can participate (including a case where there is no available room including the margin time in the conference room reservation information). Furthermore, when recommending an online conference, the processor 21 may also notify a time (date and time) when all participants can participate as a candidate date and time when the online conference can be held.

[0060] In the process examples shown in Fig. 4, Fig. 5 and Fig. 6, an example in which a margin time of a predetermined length is provided immediately before the meeting time has been described, but the present invention is not limited to this. For example, a margin time of a predetermined length may be provided immediately after the meeting time, or immediately before and after the meeting time. 4, 5, and 6 are merely examples, and some steps may be omitted or the order of steps may be changed. For example, the order of steps ACT12-13 and ACT14-15 may be changed. The order of steps ACT26, 27, and 28 may be changed.

[0061] According to the above-described first processing example, the coordinating device as a conference coordinating device sets the conference when there is margin time immediately before the conference time (conference holding time). The coordinating device also adds the conference time of the conference to the schedule of each participant, and adds a reservation for the conference time to the reservation information of the conference room that is free during the conference holding time.

[0062] In this way, the adjustment device according to the embodiment can set a conference that not only meets the conference setting conditions but also has a predetermined margin time just before the conference time. As a result, the conference set by the adjustment device does not affect the start time of the conference even if a previous conference held in the same conference room is extended slightly due to heated discussion.

[0063] Next, a second processing example of the conference adjustment process by the adjustment device 11 according to the embodiment will be described. 7 and 8 are flowcharts for explaining a second processing example of the conference setting process by the adjustment device 11 according to the embodiment. When the processor 21 of the adjustment device 11 receives a conference setting request, it selects conference candidates C1 to Cn (n≦N) by processing similar to that of FIG. 4 described in the first processing example. The processor 21 holds the conference candidates C1 to Cn in a memory such as the RAM 23 or the NVM 24. The processor 21 of the adjustment device 11 initializes a variable n (n=n+1) for selecting one conference candidate from the conference candidates C1 to Cn (n≦N) held in the memory (ACT41).

[0064] When the processor 21 initializes or updates the variable n, it specifies a margin time to be set immediately after the end of the conference indicated by the conference candidate Cn (ACT18). In the second processing example, the margin time is a blank (margin) time period to be set immediately after the end of the conference indicated by the conference candidate Cn. That is, in the second processing example, the margin time is set assuming a time by which the conference time of the conference to be set can be extended.

[0065] In the second processing example, the margin time set immediately after the conference is also a preset length of time, similar to the first processing example. Also, the margin time in the second processing example may be specified by an administrator or a user requesting the conference setup, similar to the first processing example.

[0066] When the processor 21 of the adjustment device 11 identifies the margin time for the conference indicated by the conference candidate Cn, it acquires reservation information including the margin time of the conference room indicated by the conference candidate Cn (ACT42). When the processor 21 acquires the reservation information including the margin time of the conference room, it determines whether or not the conference room is available including the margin time for the conference room of the conference candidate Cn from the acquired information (ACT43). The processor 21 may acquire information indicating whether the conference room is available including the margin time from the conference room management system 14, and determine the availability of the conference room including the margin time.

[0067] If the conference room is not available including the margin time (ACT44, NO), the processor 21 of the adjustment device 11 sets the variable n to n=n+1 (ACT45). After updating the variable n, the processor 21 determines whether the variable n has exceeded the number of conference candidates (N) (ACT46). If the variable n has exceeded the number of conference candidates (ACT46, YES), the processor 21 determines that the conference cannot be set up and proceeds to ACT54, which will be described later. If the variable n has not exceeded the number of conference candidates (ACT46, NO), the processor 21 returns to ACT42 and executes the above-mentioned processing.

[0068] If the conference room is available including the margin time (ACT44, YES), the processor 21 of the adjustment device 11 checks the schedule of each participant including the margin time. The processor 21 acquires schedule information of the participants of the conference indicated by the conference candidate Cn stored in the schedule database 32 (ACT47).

[0069] For example, the processor 21 acquires schedule information including margin time of participants of a conference indicated by the conference candidate Cn from the schedule management system 13. When the processor 21 acquires the schedule information of each participant including the margin time, the processor 21 determines whether the schedules of all participants including the margin time are free from the acquired information (ACT48). Here, the processor 21 may acquire information indicating whether the schedules of all participants of the conference are free including the margin time from the schedule management system 13. In this case, the processor 21 determines whether the schedules of all participants including the margin time are free from the information acquired from the schedule management system 13.

[0070] If the schedules of all participants, including the margin time, are not free (ACT48, NO), the processor 21 of the adjustment device 11 increments the variable n (n=n+1) (ACT46). If the variable n exceeds the number (N) of conference candidates (ACT46, YES), the processor 21 determines that the conference cannot be set up and proceeds to ACT29, which will be described later. If the variable n does not exceed the number (N) of conference candidates (ACT46, NO), the processor 21 returns to ACT42 and executes the above-mentioned processing.

[0071] When the schedules of all participants are free including the margin time (ACT46, YES), the processor 21 of the adjustment device 11 executes a process of setting up a conference indicated by the conference candidate Cn. When setting up a conference indicated by the conference candidate Cn, the processor 21 issues a conference ID that is identification information for the conference indicated by the conference candidate Cn (ACT49).

[0072] Furthermore, when the processor 21 of the adjustment device 11 issues the conference ID, it performs a process of updating the schedules of each participant who will participate in the conference of that conference ID (ACT50). For example, the processor 21 requests the schedule management system 13 to add a conference plan to the schedule of all participants who will participate in the conference of that conference ID. In response to the request from the adjustment device 11, the management device 31 of the schedule management system 13 adds the conference time to the schedule information of all participants of the conference in the schedule database 32.

[0073] Furthermore, the processor 21 of the adjustment device 11 calculates a reservation time by adding a margin time to the conference time in order to reserve a conference room to be used for the conference of the conference ID (ACT51). After calculating the reservation time by adding the margin time to the conference time, the processor 21 reserves the conference room to be used for the conference of the conference ID for the reservation time by adding the margin time to the conference time (ACT52). For example, the processor 21 requests the conference room management system 14 to reserve a conference room to be used for the conference of the conference ID for the reservation time by adding the margin time to the conference time. In response to the request from the adjustment device 11, the management device 41 of the conference room management system 14 adds a reservation for the reservation time by adding the margin time to the conference time to the reservation information of the conference room of the conference in question in the conference room management database 42.

[0074] When the processor 21 of the coordinating device 11 updates the schedules of the participants and reserves the conference room, it notifies each participant of the conference of the set conference (ACT53). For example, the processor 21 creates a message (e.g., a text message) indicating information such as the conference date and time, the conference room, the names of the participants, and the conference ID as information (conference invitation) related to the set conference. Here, the processor 21 may create a message in the conference invitation that includes a guide to reserving a conference room for a time that is the scheduled conference time plus a margin time. The processor 21 notifies each participant of the conference of the created message as the conference invitation.

[0075] Furthermore, when the requested conference cannot be set up, the processor 21 of the adjustment device 11 identifies the reason why the conference cannot be set up (ACT29). The processor 21 notifies the user who requested the conference of a message including information indicating the reason why the conference cannot be set up (ACT30).

[0076] For example, if the processor 21 cannot schedule a conference time during which all participants can participate (if a candidate conference time cannot be selected), it notifies the participants that they cannot participate in the conference. Also, if there is no available conference room for the conference time (if a candidate conference room cannot be selected), the processor 21 notifies the participants that there is no available conference room. Also, if there is no available conference room during a time period during which all participants can participate (if a candidate conference room cannot be selected), it may notify the participants that there is no available conference room that matches their schedule.

[0077] Furthermore, if the time obtained by adding the margin time to the conference time will make it impossible for all participants to participate (if there is no free space for the margin time in the participants' schedules), the processor 21 may notify the participants of the message that there is no free space (room) for the margin time in their schedules. Furthermore, if the time obtained by adding the margin time to the conference time will make it impossible for all participants to participate (if there is no free space for the margin time in the participants' schedules), the processor 21 may notify the participants of the message that there is no free space (room) for the margin time in the conference room reservation information, including the margin time, if there is no free space in the conference room in the time obtained by adding the margin time to the conference time (if there is no free space including the margin time in the conference room reservation information).

[0078] The processor 21 may also notify a message recommending an online conference when there is no available conference room at a time when all participants can participate (including a case where there is no available room including the margin time in the conference room reservation information). Furthermore, when recommending an online conference, the processor 21 may also notify a time (date and time) when all participants can participate as a candidate date and time when the online conference can be held.

[0079] In the process examples shown in Fig. 7 and Fig. 8, an example in which a predetermined length of margin time is added immediately after the conference time has been described, but the present invention is not limited to this. For example, a predetermined length of margin time may also be added immediately before the conference time. In this case, the adjustment device can reserve a conference room with a time in which a margin time is added immediately before the conference time of the conference to be set.

[0080] 7 and 8 are merely examples, and some steps may be omitted or the order of steps may be changed. For example, the order of steps in ACT42-43 and ACT47-48 may be changed. The order of steps in ACT50 and ACT51-52 may be changed.

[0081] According to the second processing example described above, the adjustment device according to the embodiment sets a conference when there is a margin time immediately following the conference time (conference holding time). The adjustment device updates schedule information to add the conference time of the conference to each participant's schedule. The adjustment device also reserves a conference room for a time that adds the margin time immediately following the conference time of the conference to be set.

[0082] As a result, the adjustment device according to the embodiment can not only set up a conference that meets the conference setting conditions, but also reserve a conference room for a time with a margin time added immediately after the conference time. As a result, the time for using the conference room (conference time) of a conference set up using the adjustment device according to the embodiment may be extended by the margin time. In other words, even if the discussion becomes heated and the original end time of the conference without the margin time is reached, the discussion can continue without being cut off.

[0083] Next, a process including a process of canceling the conference set up in the second processing example by the adjustment device 11 according to the embodiment will be described as a third processing example. FIG. 9 is a flowchart for explaining, as a third processing example, processing for canceling a conference set by the adjustment device 11 according to the embodiment.

[0084] The processor 21 of the adjustment device 11 accepts a cancellation (stop) request for a set conference from the user terminal 12 or the like. For example, the user terminal 12 transmits a conference stop request specifying the conference ID of a conference specified by the user to the adjustment device 11. When the processor 21 receives the stop request for a set conference (ACT61), it determines whether or not the reservation time for the conference room for the conference instructed to be canceled includes a margin time (ACT62).

[0085] Here, it is assumed that the conference to be instructed to be canceled includes a conference room reserved for a time period to which a margin time has been added, as in the second processing example shown in Figures 7 and 8. Therefore, the processor 21 of the adjustment device 11 determines whether the conference to be instructed to be canceled has a conference room reserved for a time period to which a margin time has been added.

[0086] For example, when setting up a conference, the processor 21 may store information including information indicating whether or not a reservation for a margin time has been made as conference setting information in the NVM 24. In this case, the processor 21 can determine whether or not a conference room has been reserved for a time period including the margin time based on the conference setting information. Also, the processor 21 may determine whether or not a conference room has been reserved for a time period including the margin time based on the difference between the conference room reservation information and the participant's schedule information, assuming that the margin time is not included in the participant's schedule.

[0087] If the reservation time for the conference room of the conference to be canceled includes a margin time (ACT62, YES), the processor 21 of the adjustment device 11 deletes the reservation of the conference room for the time obtained by adding the margin time immediately after the conference time (ACT63). For example, the processor 21 specifies the conference room of the conference to be canceled, and requests the conference room management system 14 to delete the reservation for the time obtained by adding the margin time immediately after the conference time. The management device 41 of the conference room management system 14 deletes the reservation for the time specified for deletion from the reservation information of the specified conference room in the conference room management database 42.

[0088] Furthermore, if the reservation time for the conference room of the conference to be canceled does not include the margin time (ACT62, NO), the processor 21 of the adjustment device 11 deletes the reservation of the conference room for the conference time of the conference (ACT64). For example, the processor 21 specifies the conference room of the conference to be canceled, and requests the conference room management system 14 to delete the reservation for the conference time. The management device 41 of the conference room management system 14 deletes the reservation for the specified time from the reservation information of the specified conference room in the conference room management database 42.

[0089] The processor 21 of the adjustment device 11 deletes the reservation of the conference room and deletes the conference plan from the schedules of the participants of the canceled conference (ACT65). For example, the processor 21 specifies the participants of the canceled conference and requests the schedule management system 13 to delete the reservation for the conference time. The management device 31 of the schedule management system 13 deletes the plan for the specified conference time from the schedule information of each participant in the schedule database 32.

[0090] After reserving the conference room and updating the schedules of the participants, the processor 21 of the coordinating device 11 notifies each participant of the conference of a message informing them of the cancellation of the conference (ACT66). For example, the processor 21 sends a message including the notification of the cancellation of the conference by e-mail to all participants of the conference to be canceled.

[0091] The processing procedure shown in Fig. 9 is an example, and some steps may be omitted or the processing order may be changed. For example, if it is assumed that all conferences to be set reserve conference rooms for times including margin times, the processing of ACT62 and ACT64 may be omitted. Also, the processing of ACT62-64, the processing of ACT65, and the processing of ACT66 may be executed in a different order.

[0092] According to the above third processing example, the conference coordinating device deletes the reservation time including the margin time of the conference in response to an instruction to cancel the conference. The conference coordinating device deletes the reservation including the margin time from the reservation information of the conference room that was reserved for the conference time of the conference to be canceled plus the margin time.

[0093] In this way, when a conference room is reserved for a time period obtained by adding a margin time to the conference time, the conference coordinating device can delete the conference room reservation for not only the conference time but also the margin time. As a result, the conference coordinating device can eliminate the case where the conference is canceled and the reservation for the margin time added to the conference time is forgotten to be deleted.

[0094] In the above-mentioned embodiment, the function for implementing the invention is pre-recorded in the device, but the present invention is not limited to this, and the function of a similar program may be downloaded from a network to the device, or a recording medium having the same function stored therein may be installed in the device. The recording medium may be in any form as long as it is capable of storing a program such as an optical disk and is readable by the device. The function obtained by pre-installation or downloading may cooperate with an OS (operating system) in the device to realize the function.

[0095] Although some embodiments of the present invention have been described, these embodiments are presented as examples and are not intended to limit the scope of the invention. These novel embodiments can be implemented in various other forms, and various omissions, substitutions, and modifications can be made without departing from the spirit of the invention. These embodiments and their modifications are included in the scope and spirit of the invention, and are included in the scope of the invention and its equivalents described in the claims. [Explanation of symbols]

[0096] 1...conference setting system, 11...adjustment device (conference adjustment device), 12...user terminal (PC), 13...schedule management system, 14...conference room management system, 21...processor, 22...ROM, 23...RAM, 24...NVM, 25...first interface, 26...second interface, 27...third interface, 31...management device, 32...schedule database, 41...management device, 42...conference room management database.

Claims

1. A first interface for obtaining schedule information of participants of the conference; a second interface for acquiring reservation information of the conference room; a third interface for obtaining conference settings including a scheduled time for the conference; a processor for setting up a conference based on a conference candidate that has a predetermined length of margin time set in a scheduled time of the conference among the conference candidate candidates that satisfy the setting conditions selected from the reservation information of the conference room and the schedule information; A conference adjustment device comprising:

2. The processor sets up a conference based on a conference candidate having a predetermined length of margin time immediately before a start time of a scheduled time for the conference. The conference adjustment device of claim 1 .

3. The processor sets up a conference based on a conference candidate having a predetermined length of margin time immediately after the end time of the scheduled time of the conference.

2. The conference adjustment device of claim 1.

4. the processor reserves the conference room to be used for the conference for a time obtained by adding the margin time to the scheduled time of the conference when setting a conference reservation, and deletes the reservation for the time obtained by adding the margin time to the scheduled time of the conference from the reservation information of the conference room to be used for the canceled conference when canceling the conference reservation; 2. The conference adjustment device of claim 1.

5. On the computer, A function to obtain schedule information of meeting participants; A function to obtain conference room reservation information, The ability to capture meeting settings, including participants and meeting time; A function of setting a conference based on a conference candidate that has a predetermined length of margin time set in a scheduled time of the conference among the conference candidates that satisfy the setting conditions selected from the reservation information of the conference room and the schedule information; A conference coordination program to achieve this.

6. setting a conference based on a conference candidate having a predetermined length of margin time immediately after the end time of the scheduled time of the conference; The conference adjustment program according to claim 5.

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