Conference coordination device and conference coordination program
The meeting adjustment device and program address the issue of forgotten meeting cancellations by rescheduling meetings while automatically deleting previous reservations, enhancing scheduling efficiency.
Patent Information
- Authority / Receiving Office
- JP · JP
- Patent Type
- Patents
- Current Assignee / Owner
- TOSHIBA TEC KK
- Filing Date
- 2023-09-26
- Publication Date
- 2026-06-02
AI Technical Summary
Conventional meeting scheduling systems fail to reliably cancel meeting room reservations when changes occur, leading to potential forgetfulness and inefficiencies in rescheduling.
A meeting adjustment device and program that includes interfaces for acquiring participant schedules and room reservations, and a processor to reschedule meetings while ensuring the deletion of previous reservations.
Ensures reliable deletion of previous meeting reservations, preventing oversight and facilitating smooth rescheduling by integrating participant and room availability checks.
Smart Images
Figure 0007869182000001 
Figure 0007869182000002 
Figure 0007869182000003
Abstract
Description
Technical Field
[0001] Embodiments of the present invention relate to a meeting adjustment device and a meeting adjustment program.
Background Art
[0002] Conventionally, there is a meeting setting system that sets a meeting that satisfies meeting conditions such as meeting participants and meeting time by referring to the schedules of meeting participants and the reservation status of meeting rooms. The conventional meeting setting system sets a meeting that satisfies the meeting conditions from the schedules of the participants and the reservation status of the meeting rooms, and notifies the participants of the meeting date and time, the meeting room, etc.
[0003] However, for a set meeting, it may be necessary to change the meeting date or the like due to the convenience of the participants. When a change occurs in a conventional meeting setting system, a new meeting is set under the changed setting conditions. When the meeting setting system sets a new meeting for the change, there is a problem that the user may forget to cancel the reservation of the meeting room before the change.
Prior Art Documents
Patent Documents
[0004]
Patent Document 1
Summary of the Invention
Problems to be Solved by the Invention
[0005] In order to solve the above problems, the present invention provides a meeting adjustment device and a meeting adjustment program capable of reliably deleting the reservation information of a meeting before the change when the meeting date or the like is changed.
Means for Solving the Problems
[0006] According to the embodiment, the meeting scheduling device has a first interface, a second interface, a third interface, and a processor. The first interface acquires the schedule information of meeting participants. The second interface acquires the reservation information of the meeting room. The third interface acquires the rescheduling conditions for rescheduling a booked meeting. The processor reserves a rescheduled meeting that meets the rescheduling conditions based on the schedule information of the meeting participants and the reservation information of the meeting room to be rescheduled, and the pre-rescheduled meeting is rescheduled. Including meeting room reservations Delete the reservation information for the meeting. [Brief explanation of the drawing]
[0007] [Figure 1] Figure 1 is a schematic diagram showing an example of the configuration of a conference setting system having an adjustment device (conference adjustment device) according to an embodiment. [Figure 2] Figure 2 shows an example of the configuration of a schedule database in a schedule management system connected to an adjustment device according to the embodiment. [Figure 3] Figure 3 shows an example of the configuration of a conference room management database in a conference room management system connected to an adjustment device according to the embodiment. [Figure 4] Figure 4 is a flowchart illustrating a first processing example as a meeting rescheduling process by the adjustment device according to the embodiment. [Figure 5] Figure 5 is a flowchart illustrating a first processing example as a meeting rescheduling process by the adjustment device according to the embodiment. [Figure 6] Figure 6 is a flowchart illustrating a second processing example as a meeting rescheduling process by the adjustment device according to the embodiment. [Figure 7] Figure 7 is a flowchart illustrating a second processing example as a meeting rescheduling process by the adjustment device according to the embodiment. [Modes for carrying out the invention]
[0008] The embodiments will be described below with reference to the drawings. First, the configuration of the conference setting system 1 according to the embodiment and the configuration of the adjustment device 11 in the conference setting system 1 will be described. Figure 1 shows an example configuration of the conference setting system 1 according to an embodiment, and an example configuration of the adjustment device 11 in the conference setting system 1. The meeting scheduling system 1 is a system that sets up meeting schedules in response to meeting scheduling requests from users and notifies the participants of the scheduled meeting. However, in this embodiment, the meeting scheduling system 1 sets up meetings using a conference room.
[0009] In the configuration example shown in Figure 1, the meeting setting system 1 consists of an adjustment device 11, a user terminal (PC) 12, a schedule management system 13, and a meeting room management system 14, among others. The scheduling device 11 is a device for scheduling meetings. The scheduling device 11 receives a meeting scheduling request from the user terminal 12, which specifies the setting conditions (meeting scheduling conditions) for holding (scheduling) a meeting. The meeting scheduling conditions include at least the meeting time (scheduled duration of the meeting). For example, the meeting scheduling conditions may include information such as participants, meeting time, and the period during which the meeting can be scheduled.
[0010] The scheduling device 11 sets the meeting schedule by coordinating the participants' schedules and the meeting room reservation status according to the specified meeting conditions. The scheduling device 11 also notifies the participants of the meeting of information indicating the scheduled meeting (meeting announcement). Furthermore, if the scheduling device 11 needs to reschedule an already scheduled meeting, it receives a meeting rescheduling request that specifies the rescheduling conditions for the meeting. The meeting rescheduling conditions are, for example, the meeting setting conditions described above, with information indicating the meeting to be rescheduled (for example, a meeting ID) added.
[0011] The user terminal 12 is a terminal device used by a user who may be the person who sets up the meeting or a participant in the meeting. The user terminal 12 includes a computer that has information processing functions realized by the execution of a program by a processor and communication functions with devices such as the adjustment device 11. For example, the user terminal 12 is a personal computer (PC). Alternatively, the user terminal 12 may be a mobile device such as a smartphone, or a wearable device such as a smartwatch.
[0012] The schedule management system 13 is a system that manages information indicating a user's schedule. For example, the schedule management system 13 is composed of a computer such as a server device. In the configuration example shown in Figure 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 composed of a computer equipped with a processor, memory, and communication interface. The management device 31 processes information by executing programs stored in memory by the processor and communicates with devices such as the adjustment device 11.
[0013] Furthermore, the schedule database 32 stores schedule information that shows the schedule for each user. The schedule database 32 only needs to be configured to be accessible from the management device 31. For example, the schedule database 32 may be stored in a storage device provided by the computer acting as the management device 31. Alternatively, the schedule database 32 may be stored in a storage device provided by a device such as a server that is configured to communicate with the computer acting as the management device 31.
[0014] 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 retrieves the schedule information of users who will be participants in a meeting designated by the coordination device 11 from the schedule database 32 and transfers it to the coordination device 11. The management device 31 also adds the schedules of the participants in the meeting in the schedule database 32 according to the meeting schedule set by the coordination device 11. This allows the management device 31 to incorporate the scheduled meeting time of the meeting set by the coordination device 11 into the schedules of each participant in that meeting.
[0015] The conference room management system 14 is a system for managing conference room reservation information. For example, the conference room management system 14 is mainly composed of computers such as server devices. In the configuration example shown in Figure 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, and communication interfaces. The management device 41 processes information by executing programs stored in memory by the processor and communicates with devices such as the adjustment device 11.
[0016] Furthermore, the meeting room management database 42 stores reservation information showing the reservation status for each meeting room. The meeting room management database 42 only needs to be configured to be accessible from the management device 41. For example, the meeting room management database 42 may be stored in a storage device provided by the computer acting as the management device 41. Alternatively, the meeting room management database 42 may be stored in a storage device provided by a device such as a server that is configured to communicate with the computer acting as the management device 41.
[0017] 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 the reservation information in the conference room or time zone specified by the adjustment device 11 from the conference room management database 42 and transfers it to the adjustment device 11. Further, the management device 41 updates the reservation information in the conference room management database 42 according to the meeting schedule set by the adjustment device 11. Thereby, the management device 41 can reserve the conference room in the meeting schedule set by the adjustment device 11 according to the meeting scheduled time.
[0018] Next, the configuration of the adjustment device 11 in the meeting 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.
[0019] The processor 21 performs various processes by executing a program. The processor 21 is, for example, a CPU, an MPU, or a DSP. Further, the processor 21 may be a combination of a plurality of, such as a CPU, an MPU, or a DSP. The processor 21 executes a program (system program, application program, or firmware) stored in the ROM 22 or the NVM 24 or the like. For example, a program (meeting adjustment program) executed by the processor 21 to realize the processes (functions) described later is stored in the NVM 24 or the ROM 22.
[0020] The ROM 22 is a non-volatile memory used for reading data. The ROM 22 stores a program executed by the processor 21. Further, the ROM 22 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. The RAM 23 is used as a working memory or the like that stores data temporarily used by the processor 21 to perform various processes.
[0021] NVM24 is a non-volatile memory that allows data to be written to and rewritten. NVM24 is used as data memory to store various types of data. NVM24 may also store programs executed by the processor 21 or various configuration data. Furthermore, NVM24 may store data generated by processing performed by the processor 21.
[0022] The first interface 25 is an interface for communicating with the schedule management system 13. In the configuration example shown in Figure 1, the first interface 25 is an interface that connects to the 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.
[0023] The second interface 26 is an interface for communicating with the conference room management system 14. In the configuration example shown in Figure 1, the second interface 26 is an interface for communicating with the 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.
[0024] The third interface 27 is an interface for communicating with the user terminal 12. In the configuration example shown in Figure 1, the third interface 27 is an interface that connects to each user's user terminal 12 for communication. For example, the third interface 27 may also be a network interface for communicating with each user terminal 12 via a network.
[0025] The first, second, and third interfaces 25, 26, and 27 may consist of one or two interfaces. For example, the first and second interfaces 25 and 26 may be configured as 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 as a LAN network that communicates with the user terminal 12 via a local area network (LAN).
[0026] Next, the schedule database 32 of the schedule management system 13, which is referenced by the adjustment device 11 according to this embodiment, will be described. Figure 2 shows an example of a schedule database 32 referenced by the adjustment device 11 according to this embodiment. As shown in Figure 2, the schedule database 32 stores information (schedule information) indicating the schedule of each user who may be a participant in the meeting. In the example shown in Figure 2, employee A's schedule for Month X, Day Y shows that they have an appointment from 9:30 to 10:30, and no appointments outside of that time slot.
[0027] Furthermore, in the example shown in Figure 2, the schedule database 32 shows an example where schedules are registered with a predetermined time unit as one time slot. In other words, the schedule management system 13 manages each user's schedule in predetermined time units. In the example shown in Figure 2, as a specific example, each user's schedule is managed with 15 minutes, which is 1 / 4 of an hour, as the predetermined time unit (one time slot). The management device 31 of the schedule management system 13 reflects (registers or updates) each user's schedule for each predetermined time slot in the schedule database 32.
[0028] For example, when the scheduling device 11 adjusts the meeting schedule in response to a request from the user terminal 12, it selects candidate time slots in which the meeting can be scheduled from the schedule information of the meeting participants. Furthermore, once the scheduling device 11 has set (confirmed) the meeting, it adds the scheduled meeting time slot to the schedules of the meeting participants. This allows the scheduling device 11 to update the schedule information of the meeting participants in the schedule database 32.
[0029] Next, the conference room management database 42 of the conference room management system 14, which is referenced by the adjustment device 11 according to this embodiment, will be described. Figure 3 shows an example of a conference room management database 42 referenced by the adjustment device 11 according to this embodiment. As shown in Figure 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 meetings that can be set by the adjustment device 11. In the example shown in Figure 3, the conference room management database 42 stores the capacity and the reserved time slots for each conference room. In the example shown in Figure 3, conference room B has a capacity of 20 people, and on Month X, Day Y, the time slot from 11:00 to 11:45 is reserved, while the rest of the time slot is available.
[0030] Furthermore, in the example shown in Figure 3, the meeting room management database 42 shows an example where reservations for each meeting room are registered with a predetermined time unit of one time slot. In other words, the meeting room management system 14 manages the reservation status of each meeting room in predetermined time units. In the example shown in Figure 3, as a specific example, the reservation status of each meeting room is managed with a predetermined time unit (one time slot) of 15 minutes, which is 1 / 4 of an hour. The management device 41 of the meeting room management system 14 reflects (registers or updates) the reservation status of each meeting room for each predetermined time slot in the meeting room management database 42.
[0031] For example, when scheduling a meeting, the scheduling device 11 selects candidate meeting rooms and time slots from the reservation information of each meeting room in the meeting room management database 42, for which meeting time is available. Furthermore, once the scheduling device 11 has set (confirmed) a meeting, it marks the scheduled time slot as reserved in the reservation information of the meeting room where the meeting is scheduled to be held. This allows the scheduling device 11 to update the reservation information of the meeting room in the meeting room management database 42.
[0032] The following describes the processing of the adjustment device 11 in the meeting setting system 1 according to the embodiment. First, a first example of processing as a reset (change) process for a pre-set meeting by the adjustment device 11 according to the embodiment will be described. Figures 4 and 5 are flowcharts illustrating a first processing example as a meeting rescheduling process by the adjustment device 11 according to this embodiment. When a user reschedules a meeting using the meeting scheduling system 1, they input the meeting rescheduling conditions on the user terminal 12.
[0033] The conditions for rescheduling a meeting include, for example, information indicating the meeting to be rescheduled (e.g., meeting ID), the participants of the meeting to be rescheduled, the meeting time (scheduled time), and information specifying the period during which the meeting can be held. The conditions for rescheduling a meeting may also include information to limit the meeting room to be rescheduled, such as the size (capacity) of the meeting room. The user terminal 12 sends a meeting rescheduling request specifying the meeting rescheduling conditions entered by the user to the adjustment device 11.
[0034] The adjustment device 11 communicates with the user terminal 12, which the user instructs to request a meeting rescheduling via the third interface 27. The processor 21 of the adjustment device 11 receives (acquires) a meeting rescheduling request (ACT 11) from the user terminal 12, which includes the meeting rescheduling conditions specified by the user.
[0035] When the processor 21 of the adjustment device 11 receives a request to reschedule a meeting, it retrieves the schedule information of each participant in the meeting to be rescheduled, which is stored in the schedule database 32 (ACT 12). The processor 21 identifies the participants in the meeting, the meeting time, and the period during which the meeting can be held, as specified in the meeting rescheduling conditions. The processor 21 retrieves the schedule information of each participant in the meeting during the period during which the meeting can be held, as specified in the meeting rescheduling conditions, from the schedule management system 13.
[0036] When processor 21 obtains the schedule information of each participant, it selects candidate times (dates and times) for the rescheduled meeting that are available to all participants as candidate dates and times (candidate meeting times) (ACT13). For example, processor 21 selects candidate dates and times for the duration of the meeting within the period in which the meeting can be held, in which the schedules of all participants are free. Here, the number of selected candidate dates and times is N, and these N candidate dates and times are expressed as candidate dates and times A1 to An (n≦N). Processor 21 stores the selected candidate dates and times A1 to An in memory such as RAM23 or NVM24.
[0037] The processor 21 may also acquire information as scheduling information indicating the amount of time available for each participant within the period during which the meeting can be held (available time). In this case, the processor 21 can select candidate dates and times for the meeting that are available for all participants from the information indicating the availability of each participant.
[0038] When the processor 21 of the adjustment device 11 selects a candidate date and time, it initializes a variable n (n=n+1) to select one candidate date and time from N candidates (ACT14). After initializing or updating the variable n, the processor 21 determines whether there is an available meeting room at the date and time indicated by the candidate date and time An (ACT15). The processor 21 selects a meeting room that is available at the candidate date and time An from the meeting rooms limited by the number of participants or the conditions of the meeting rooms specified in the reset conditions.
[0039] For example, the processor 21 specifies the reset conditions and queries the meeting room management system 14 for information indicating meeting rooms that are available for the candidate date and time An. The management device 41 of the meeting room management system 14 searches the meeting room management database 42 for meeting rooms that are available for the candidate date and time An according to the reset conditions. The management device 41 supplies the reservation information (reservation information for the candidate date and time and the predetermined time before and after it) selected from the meeting room management database 42 to the adjustment device 11.
[0040] If there are no available conference rooms for the candidate date and time An (ACT15, NO), the processor 21 of the adjustment device 11 increments the variable n (n=n+1) (ACT19). If the variable n does not exceed the number of candidate date and time (N) (ACT20, NO), the processor 21 selects an available conference room for the next candidate date and time An (n=n+1), returns to ACT15, and executes the process described above.
[0041] If the variable n exceeds the number of candidate dates and times (N) (ACT20, YES), processor 21 notifies the user who requested the meeting to be rescheduled that it is not possible to reschedule the meeting (ACT21), and proceeds to ACT25. Here, since there are no available meeting rooms for candidate dates and times that all participants can attend, processor 21 may also advise that an online meeting be recommended. Furthermore, if an online meeting is recommended, processor 21 may also suggest dates and times that all participants can attend (candidate dates and times) as candidates for an online meeting.
[0042] Furthermore, if there are available conference rooms for the candidate date and time An (ACT15, YES), the processor 21 of the adjustment device 11 selects one conference room from the available conference rooms for the candidate date and time An (ACT16). If there are multiple conference rooms selected, the processor 21 may select a conference room randomly, or it may select conference rooms in order according to specific conditions. For example, the processor 21 may select conference rooms from the available conference rooms for the candidate date and time An in order that matches the number of participants. As a specific example, if the number of participants is 5, the processor 21 may select conference rooms in order from the fewest capacity rooms, starting with those with a capacity of 5 or more people.
[0043] When the processor 21 of the adjustment device 11 selects a conference room, it determines whether the selected conference room is available for a predetermined margin time immediately before (or immediately after) the candidate date and time in the reservation information (ACT 17). Here, the conference setting system 1 sets a predetermined margin time immediately before (or immediately after) the scheduled time of the conference to be set (meeting time). The margin time is the time required to set the conference in a way that allows for the conference to be extended to a predetermined length. In other words, the adjustment device 11 of the conference setting system 1 sets the conference to allow for an extension of the margin time. For example, the margin time is set to about 15 minutes, which is 1 / 4 of an hour.
[0044] The processor 21 of the adjustment device 11 determines whether there is an available room in another room for candidate date and time An if the selected room is not available for the margin time immediately preceding the candidate date and time (ACT 17, NO). The processor 21 selects one room from the available rooms for candidate date and time An. Therefore, the processor 21 determines whether there is another room that has not been selected among the available rooms for candidate date and time An.
[0045] If there is another available conference room for candidate date and time An (ACT18, NO), processor 21 returns to ACT16, selects another conference room, and executes the process described above. If there is no other available conference room for candidate date and time An (ACT18, NO), processor 21 proceeds to ACT19.
[0046] The processor 21 of the scheduling device 11 reserves the selected meeting room for candidate date and time An (ACT 22) if the selected meeting room is available for the margin time immediately preceding the candidate date and time (ACT 17, YES). For example, the processor 21 issues a meeting ID for the meeting to be rescheduled and requests the meeting room management system 14 to reserve the meeting room to be used for the meeting with that meeting ID for the candidate date and time. The management device 41 of the meeting room management system 14 adds the meeting time reservation to the meeting room reservation information for that meeting in the meeting room management database 42 in response to the request from the scheduling device 11.
[0047] Furthermore, the processor 21 of the adjustment device 11 performs a process to update the schedules of each participant in the meeting to be rescheduled (ACT 23). For example, the processor 21 requests the schedule management system 13 to add the meeting schedule to the schedules of all participants in the meeting to be rescheduled. The management device 31 of the schedule management system 13 adds the meeting time to the schedule information of all participants in the meeting to be rescheduled in the schedule database 32 in response to the request from the adjustment device 11.
[0048] The processor 21 of the adjustment device 11 reserves a meeting room and updates the schedules of participants for the meeting to be rescheduled, and then notifies each participant of the meeting to be rescheduled (ACT 24). For example, the processor 21 creates a message (e.g., a text message) that includes information about the rescheduled meeting (meeting rescheduling notice), such as the date and time of the rescheduled meeting, the meeting room, participant names, and meeting ID. The processor 21 then notifies each participant of the message it has created as a meeting rescheduling notice.
[0049] Furthermore, if the meeting is rescheduled, or if the meeting cannot be rescheduled, the processor 21 of the adjustment device 11 deletes the schedule of the original meeting for which rescheduling was requested (the meeting before rescheduling) (ACT 25). In other words, the processor 21 deletes the meeting room reservation information and the schedule information of each participant for the meeting before rescheduling.
[0050] For example, the processor 21 identifies the meeting before rescheduling using a meeting ID or similar method, and identifies the meeting room and meeting time of the meeting before rescheduling. The processor 21 specifies the meeting room of the meeting before rescheduling and requests the meeting room management system 14 to delete the meeting time from the reservation information of that meeting. The management device 41 of the meeting room management system 14 deletes the reservation for the meeting time of that meeting from the reservation information of the specified meeting room in the meeting room management database 42. However, if the management device 41 of the meeting room management system 14 manages meeting rooms and meeting times using meeting IDs, the processor 21 may also request deletion by specifying the meeting ID. In this case, the management device 41 should delete the reservation of the meeting room for the meeting with the specified meeting ID (the meeting ID of the meeting before rescheduling).
[0051] Furthermore, the processor 21 identifies the participants and meeting time of the meeting before it was rescheduled. The processor 21 requests the schedule management system 13 to delete the schedule for the duration of the meeting, specifying the participants of the meeting before it was rescheduled. The management device 31 of the schedule management system 13 deletes the schedule for the duration of the meeting from the schedule information of the specified participants in the schedule database 32. However, if the management device 31 of the schedule management system 13 manages participants and meeting time by meeting ID, the processor 21 may also request deletion by specifying the meeting ID. In this case, the management device 31 should delete the schedule for the meeting from the schedule of each participant for the meeting with the specified meeting ID (the meeting ID of the meeting before it was rescheduled).
[0052] According to the first processing example described above, the scheduling device, acting as a meeting scheduling device, reschedules a meeting that meets the rescheduling conditions in response to a request to reschedule a previously scheduled meeting. After executing the process of rescheduling the meeting, the scheduling device deletes the meeting room reservation and participant schedules that were reserved for the meeting before the rescheduling.
[0053] As a result, the scheduling device according to the embodiment can delete not only the rescheduled meeting but also the meeting room reservation and other related information for the meeting before the rescheduling when the meeting is rescheduled. Consequently, the scheduling device according to the embodiment eliminates the possibility of forgetting to cancel the meeting before the rescheduling when the meeting is rescheduled. Furthermore, the scheduling device according to the first processing example of the embodiment deletes the schedule for the meeting before the rescheduling after the process of rescheduling the meeting is completed. Therefore, in the first processing example, the schedule for the meeting before the rescheduling can be retained until the process of rescheduling the meeting is completed.
[0054] Next, a second example of processing as a reset (change) process for a meeting already set by the adjustment device 11 according to the embodiment will be described. Figures 6 and 7 are flowcharts illustrating a second processing example as a meeting rescheduling process by the adjustment device 11 according to the embodiment. The processor 21 of the adjustment device 11 receives a meeting rescheduling request (ACT 31) that includes the meeting rescheduling conditions specified by the user using the user terminal 12.
[0055] The processor 21 of the adjustment device 11 deletes the scheduled meeting (the meeting before rescheduling) that is subject to rescheduling in response to the rescheduling request (ACT 32). That is, the processor 21 deletes the meeting room reservation information and the schedule information of each participant for the meeting before rescheduling. For example, the processor 21 can delete the scheduled meeting before rescheduling from the meeting room management database 42 in the manner described in the first processing example.
[0056] When the processor 21 of the adjustment device 11 deletes the scheduled meeting before rescheduling, it obtains the schedule information of each participant in the meeting to be rescheduled according to the rescheduling conditions (ACT33). The processor 21 identifies the participants, meeting time, and possible period for holding the meeting as specified in the rescheduling conditions. The processor 21 obtains the schedule information of each participant during the possible period for holding the meeting as specified in the rescheduling conditions from the schedule management system 13.
[0057] When processor 21 obtains the schedule information of each participant, it selects candidate dates and times (candidate meeting times) in which all participants of the rescheduled meeting are available (ACT34). For example, processor 21 selects candidate dates and times that correspond to the meeting duration in which all participants' schedules are free within the meeting's available period. Here, the number of selected candidate dates and times is N, and these N candidate dates and times are represented as candidate dates and times B1 to Bn (n ≤ N). Processor 21 stores the selected candidate dates and times B1 to Bn in memory such as RAM23 or NVM24.
[0058] The processor 21 may also acquire information as scheduling information indicating the amount of time available for each participant within the period during which the meeting can be held (available time). In this case, the processor 21 selects a candidate date and time for the meeting time when all participants' schedules are available, based on the information indicating the availability of each participant.
[0059] The processor 21 of the adjustment device 11, after selecting N candidate dates and times, initializes a variable n (n=1) for selecting one candidate date and time from the N candidates (ACT35). After initializing or updating the variable n, the processor 21 determines whether or not there is an available meeting room at the date and time indicated by candidate date and time Bn (ACT36). The processor 21 selects a meeting room that is available at candidate date and time Bn from the meeting rooms limited by the number of participants or the conditions of the meeting rooms specified in the reset conditions.
[0060] For example, the processor 21 specifies the reset conditions and queries the meeting room management system 14 for information indicating meeting rooms that are available for the candidate date and time Bn. The management device 41 of the meeting room management system 14 searches the meeting room management database 42 for meeting rooms that are available for the candidate date and time Bn based on the reset conditions. The management device 41 supplies the reservation information (reservation information for the candidate date and time and the predetermined time before and after it) selected from the meeting room management database 42 to the adjustment device 11.
[0061] If there are no available conference rooms for the candidate date and time Bn (ACT36, NO), the processor 21 of the adjustment device 11 increments the variable n (n=n+1) (ACT40). If the variable n does not exceed the number of candidate date and time (N) (ACT41, NO), the processor 21 selects an available conference room for the next candidate date and time as described above, returns to ACT36, and executes the process described above.
[0062] If the variable n exceeds the number of candidate dates and times (N) (ACT41, YES), the processor 21 notifies the user who requested the meeting to notify them that the meeting cannot be rescheduled (ACT42), and terminates the series of processes. At this point, the processor 21 may also provide guidance recommending an online meeting. Furthermore, if the processor 21 recommends an online meeting, it may also provide a list of dates and times (candidate dates and times) that all participants can attend as candidates for an online meeting.
[0063] Furthermore, if there are available conference rooms for the candidate date and time Bn (ACT36, YES), the processor 21 of the adjustment device 11 selects one conference room from among the available conference rooms for the candidate date and time Bn (ACT37). If there are multiple conference rooms available for the candidate date and time Bn, the processor 21 may select a conference room randomly, or it may select conference rooms in order according to specific conditions. For example, the processor 21 may select conference rooms from among the available conference rooms for the candidate date and time Bn in an order that matches the number of participants.
[0064] When the processor 21 of the adjustment device 11 selects a conference room, it determines whether the margin time immediately before (or immediately after) the candidate date and time Bn in the reservation information of the selected conference room is available (ACT38). Here, the conference setting system 1, similar to the first processing example, sets a predetermined margin time immediately before (or immediately after) the scheduled time of the conference to be set.
[0065] The processor 21 of the adjustment device 11 determines whether there is another conference room that is available for the candidate date and time Bn if the selected conference room is not available for the margin time immediately preceding the candidate date and time Bn (ACT38, NO). Since the processor 21 has selected one conference room from the conference rooms that are available for the candidate date and time Bn, it determines whether there is another conference room that has not been selected for the candidate date and time Bn.
[0066] If there is another conference room available for candidate date and time Bn (ACT39, NO), processor 21 returns to ACT37, selects another conference room, and executes the process described above. If there is no other conference room available for candidate date and time Bn (ACT39, YESS), processor 21 proceeds to ACT40.
[0067] Furthermore, if the selected conference room is available for the margin time immediately preceding the candidate date and time Bn (ACT38, YES), the processor 21 of the adjustment device 11 reserves the selected conference room for the candidate date and time Bn (ACT43). For example, the processor 21 issues a conference ID for the conference to be rescheduled and requests the conference room management system 14 to reserve the conference room to be used for the conference with that conference ID for the candidate date and time. The management device 41 of the conference room management system 14 adds the conference time reservation to the conference room reservation information for that conference in the conference room management database 42 in response to the request from the adjustment device 11.
[0068] Furthermore, the processor 21 of the adjustment device 11 performs a process to update the schedules of each participant in the meeting to be rescheduled (ACT44). For example, the processor 21 requests the schedule management system 13 to add the meeting schedule to the schedules of all participants in the meeting to be rescheduled. The management device 31 of the schedule management system 13 adds the meeting time of the meeting to be rescheduled to the schedule information of all participants in the meeting to be rescheduled in the schedule database 32 in response to the request from the adjustment device 11.
[0069] The processor 21 of the adjustment device 11 reserves the meeting room for the meeting to be rescheduled and updates the schedules of each participant, and then notifies each participant of the meeting to be rescheduled (ACT45). For example, the processor 21 creates a message (e.g., a text message) that includes information about the rescheduled meeting (meeting rescheduling notice), such as the date and time of the rescheduled meeting, the meeting room, participant names, and the meeting ID. The processor 21 then notifies each participant of the message it has created as a meeting rescheduling notice.
[0070] According to the second processing example described above, the scheduling device, acting as a meeting scheduling device, deletes the schedule of the meeting to be rescheduled in response to a request to reschedule a scheduled meeting. After deleting the schedule of the meeting to be rescheduled, the scheduling device executes the process of rescheduling the meeting according to the rescheduling conditions.
[0071] As a result, the adjustment device according to the embodiment can reschedule a meeting while ensuring that the meeting room reservation and other information related to the meeting before the rescheduling are deleted. Consequently, when a request to reschedule a meeting is received, the schedule of the meeting before the rescheduling is deleted immediately, allowing unnecessary reservation information that is subject to rescheduling to be quickly deleted and made available to other users. Furthermore, because the reservation information and schedule information related to the meeting before the rescheduling are deleted before the rescheduling, the meeting can be smoothly rescheduled even if the rescheduling conditions partially overlap with the meeting before the rescheduling.
[0072] The above-described embodiment assumes that the functions for implementing the invention are pre-recorded within the device. However, the invention is not limited to this; similar program functions may be downloaded to the device from a network, or similar functions may be stored on a recording medium and installed on the device. The recording medium can be any form as long as it is capable of storing programs and is readable by the device, such as an optical disc. Furthermore, functions obtained through such pre-installation or download may work in cooperation with the device's internal OS (operating system) to realize their functions.
[0073] While several embodiments of the present invention have been described, these embodiments are presented as examples only and are not intended to limit the scope of the invention. These novel embodiments can be carried out in a variety of other forms, and various omissions, substitutions, and modifications can be made without departing from the spirit of the invention. These embodiments and their variations are included in the scope and spirit of the invention, as well as in the claims of the invention and its equivalents. The following is an appendix to the claims originally filed for this application. [1] A first interface for obtaining the schedule information of meeting participants, A second interface for obtaining meeting room reservation information, A third interface for obtaining rescheduling conditions to reschedule a booked meeting, A processor that reserves a rescheduled meeting that meets the rescheduling conditions based on the schedule information of the participants of the rescheduled meeting and the reservation information of the meeting room, and deletes the reservation information for the meeting that was to be rescheduled before the rescheduling. A conference coordination device equipped with the following features. [2] The processor deletes the reservation information for the meeting before the reset after it has finished the process of rescheduling a meeting that meets the reset conditions. [1] The conference coordination device described above. [3] The processor deletes the reservation information for the meeting before the rescheduling, and then reserves a rescheduled meeting that meets the rescheduling conditions. [1] The conference coordination device described above. [4] The processor selects candidate dates and times from the schedule information of each participant in the rescheduled meeting, and reserves the rescheduled meeting time in a meeting room that is available for a period of time equal to the selected candidate dates and times plus a predetermined margin time. [1] The conference coordination device described above. [5] On the computer, A function to retrieve the schedule information of meeting participants, A function to retrieve meeting room reservation information, A function to retrieve the rescheduling conditions for rescheduling a booked meeting, A function that reserves a rescheduled meeting that meets the rescheduling conditions based on the schedule information of the participants of the rescheduled meeting and the reservation information of the meeting room, and deletes the reservation information for the meeting that was to be rescheduled before the rescheduling. A meeting coordination program to achieve this goal. [6] After the process of scheduling a rescheduled meeting that meets the aforementioned rescheduling conditions is completed, the reservation information for the meeting before the rescheduling is deleted. The meeting scheduling program described in [5]. [Explanation of Symbols]
[0074] 1...Meeting setting system, 11...Adjustment device (meeting adjustment device), 12...User terminal (PC), 13...Schedule management system, 14...Meeting 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...Meeting room management database.
Claims
1. A first interface for obtaining the schedule information of meeting participants, A second interface for obtaining meeting room reservation information, A third interface for obtaining rescheduling conditions to reschedule a scheduled meeting, A processor that reserves a rescheduled meeting that meets the rescheduling conditions based on the schedule information of the participants of the rescheduled meeting and the reservation information of the meeting room, and deletes the reservation information related to the meeting that is to be rescheduled, including the reservation of the meeting room before the rescheduling. A conference coordination device equipped with the following features.
2. The processor deletes the reservation information for the meeting before the reset after it has finished the process of rescheduling a meeting that meets the reset conditions. The conference coordination device according to claim 1.
3. The processor deletes the reservation information for the meeting before the rescheduling, and then reserves a rescheduled meeting that meets the rescheduling conditions. The conference coordination device according to claim 1.
4. The processor selects candidate dates and times from the schedule information of each participant in the rescheduled meeting, and reserves the rescheduled meeting time in a meeting room that is available for a period of time equal to the selected candidate dates and times plus a predetermined margin time. The conference coordination device according to claim 1.
5. On the computer, A function to retrieve the schedule information of meeting participants, A function to retrieve meeting room reservation information, A function to retrieve the rescheduling conditions for rescheduling a booked meeting, A function to schedule a rescheduled meeting that meets the rescheduling conditions based on the schedule information of the participants of the rescheduled meeting and the reservation information of the meeting room, and to delete the reservation information related to the meeting that is being rescheduled, including the reservation of the meeting room before the rescheduling. A meeting coordination program to achieve this goal.
6. After the process of scheduling a rescheduled meeting that meets the aforementioned rescheduling conditions is completed, the reservation information for the meeting before the rescheduling is deleted. The meeting scheduling program according to claim 5.