Conference coordination device and conference coordination 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] Embodiments of the present invention relate to a meeting adjustment apparatus and a meeting adjustment program. [[Background Art]]

[0002] Conventionally, there is a meeting setting system that sets a meeting satisfying meeting conditions such as meeting participants and meeting time by referring to the schedules of meeting participants and the reservation status of meeting rooms. A conventional meeting setting system sets a meeting that satisfies the meeting conditions based on the participants' schedules and the reservation status of the meeting room, and notifies the participants of the meeting date, time and meeting room.

[0003] However, if a meeting room reservation is set without an interval between adjacent scheduled meetings, there is a problem that when an actual meeting ends up exceeding the set time, it is necessary to handle the situation by either ending the current meeting or delaying the next meeting. [[Prior Art Documents]] [[Patent Documents]]

[0004] [[Patent Document 1]] Japanese Unexamined Patent Publication No. 2023-038016 [[Summary of the Invention]] [[Problem to be Solved by the Invention]]

[0005] In order to solve the above problem, the present invention provides a meeting adjustment apparatus and a meeting adjustment program capable of adjusting a meeting so that the meeting can be held as scheduled. [[Means for Solving the Problem]]

[0006] According to the embodiment, the conference coordination device has a first interface, a second interface, a third interface, and a processor. The first interface acquires the schedule information of the conference participants. The second interface acquires the reservation information of the conference room. The third interface acquires the conference setting conditions, including the scheduled time of the conference. The processor acquires the reservation information of the conference room and the schedule information When there is a predetermined margin time gap on both sides, Among the meeting candidates that meet the above setting conditions, the scheduled time for the meeting will be The aforementioned The meeting is scheduled based on candidate meetings that have a predetermined margin of time. [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 of a meeting scheduling process using the adjustment device according to the embodiment. [Figure 5] Figure 5 is a flowchart illustrating a first processing example of a meeting scheduling process using the adjustment device according to the embodiment. [Figure 6] Figure 6 is a flowchart illustrating a first processing example of a meeting coordination process using the coordination device according to the embodiment. [Figure 7] Figure 7 is a flowchart illustrating a second processing example of a meeting scheduling process using the adjustment device according to the embodiment. [Figure 8] Figure 8 is a flowchart illustrating a second processing example as a meeting coordination process using the coordination device according to the embodiment. [Figure 9] Figure 9 is a flowchart illustrating a third example of processing for canceling a scheduled meeting using 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 is used to schedule 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 coordination device 11 is a device for scheduling meetings. The coordination 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 include information such as participants, meeting time, and the period during which the meeting can be scheduled. The coordination device 11 schedules the meeting by coordinating the participants' schedules and the meeting room reservation status according to the specified meeting conditions. The coordination device 11 also notifies the participants of the scheduled meeting (meeting announcement) with information indicating the scheduled meeting.

[0010] 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.

[0011] 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.

[0012] 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.

[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, from the schedule database 32, the schedule information of users who are participants of a meeting specified by the coordination device 11, and transfers the information to the coordination device 11. Furthermore, the management device 31 additionally writes the meeting schedule set by the coordination device 11 to the schedules of the meeting participants stored in the schedule database 32. Accordingly, the management device 31 can incorporate the scheduled meeting time set by the coordination device 11 into the schedule of each participant of the meeting.

[0014] The conference room management system 14 is a system that manages reservation information of conference rooms. For example, the conference room management system 14 is mainly configured with a computer such as a server device. In the configuration example shown in FIG. 1, the conference room management system 14 includes a management device (conference room management device) 41 serving as an information processing device, and a conference room management database 42 provided in a storage device. The management device 41 is configured by a computer including a processor, a memory, a communication interface, and the like. The management device 41 processes information by causing the processor to execute a program stored in the memory, and communicates with devices such as the coordination device 11.

[0015] Furthermore, the conference room management database 42 stores reservation information indicating the reservation status for each conference room. The conference room management database 42 only needs to 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 included in a computer serving as the management device 41. Furthermore, the conference room management database 42 may be provided in a storage device included in a device such as a server device configured to be capable of communicating 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, from the conference room management database 42, reservation information for a conference room or time period specified by the coordination device 11, and transfers the acquired reservation information to the coordination device 11. In addition, the management device 41 updates the reservation information in the conference room management database 42 according to the conference schedule set by the coordination device 11. Accordingly, the management device 41 can reserve the conference room for the conference schedule set by the coordination device 11 in accordance with the scheduled conference time.

[0017] Next, the configuration of the coordination device 11 in the conference setting system 1 according to the embodiment will be described. As shown in FIG. 1, the coordination 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 performs various processes by executing programs. 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 elements such as a CPU, an MPU, and a DSP. The processor 21 executes programs (system programs, application programs, or firmware) stored in the ROM 22, the NVM 24, or the like. For example, a program (conference coordination program) executed by the processor 21 to implement processes (functions) described later is stored in the NVM 24 or the ROM 22.

[0019] The ROM 22 is a non-volatile memory used for reading data. The ROM 22 stores programs executed by the processor 21. In addition, the ROM 22 stores data, various setting values, and the like 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, for example, a working memory that stores data temporarily used by the processor 21 when performing various processes.

[0020] 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.

[0021] 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.

[0022] 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.

[0023] 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.

[0024] 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).

[0025] 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.

[0026] 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.

[0027] 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.

[0028] 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.

[0029] 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.

[0030] 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.

[0031] 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 a meeting adjustment (setting) process by the adjustment device 11 according to the embodiment will be described. Figures 4, 5, and 6 are flowcharts illustrating a first processing example of a meeting coordination process performed by the coordination device 11 according to this embodiment. First, when a user sets up a meeting using the meeting setting system 1, they input the meeting setting conditions at the user terminal 12. The meeting setting conditions include information specifying the meeting participants, meeting time, and the period during which the meeting can be held. The meeting setting conditions may also include information to limit the meeting room in which the meeting can be held (set up), such as the size (capacity) of the meeting room. The user terminal 12 transmits a meeting setting request with the meeting setting conditions entered by the user to the adjustment device 11.

[0032] The adjustment device 11 communicates with the user terminal 12, which the user instructs to request the setting up of a meeting, via the third interface 27. The processor 21 of the adjustment device 11 receives (acquires) the meeting setting request (ACT 11) from the user terminal 124, which includes the meeting setting conditions specified by the user.

[0033] When the processor 21 of the adjustment device 11 receives a meeting setting request, it retrieves the schedule information of each user who will be a participant in the meeting 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 setting 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 setting conditions, from the schedule management system 13.

[0034] Processor 21 obtains the schedule information of each participant during the period in which the meeting can be held, and selects a time slot in which all participants are available as a candidate meeting time (ACT13). For example, within the period in which the meeting can be held, Processor 21 selects a time slot in which all participants are free as a candidate meeting time. As a concrete example, if the meeting is available on Month X, Day Y, lasts 1.5 hours, and involves employees A, D, E, and F, then, according to the schedule information shown in Figure 2, possible meeting times would be 1.5 hours between 14:00 and 18:00 (e.g., 13:00-14:30, 13:15-15:00, ...). Here, the number of selected event time candidates is A, and these A event time candidates are represented as event time candidates A1 to Aa (a ≤ A). The processor 21 stores the selected event time candidates A1 to Aa in memory such as RAM 23 or NVM 24.

[0035] The processor 21 may also acquire information as scheduling information indicating the time slots (available time) within the period during which a meeting can be held for each participant. In this case, the processor 21 can select a time slot that is available for all participants from the information indicating each participant's available time slot as a candidate meeting time.

[0036] Furthermore, the processor 21 of the adjustment device 11 obtains reservation information for meeting rooms during the period in which the meeting can be held, as specified in the meeting setting conditions, from the meeting room management system 14 (ACT 14). Here, the processor 21 obtains reservation information for meeting rooms from the meeting room management system 14 for meeting rooms whose capacity is greater than or equal to the number of participants. The processor 21 may also obtain information from the meeting room management system 14 indicating the time slots within the period in which the meeting can be held that are available for the duration of the meeting, as reservation information for each meeting room.

[0037] Processor 21 selects candidate meeting rooms from the meeting room reservation information, combining meeting rooms and time slots that are available for the duration of the meeting within the period in which the meeting can be held (ACT15). Processor 21 selects candidate meeting rooms that are available for the duration of the meeting within the period in which the meeting can be held, and that have available time slots for the duration of the meeting as specified in the settings. For example, Processor 21 selects candidate meeting rooms that are available for the duration of the meeting in the reservation information of all meeting rooms where a meeting can be held. Here, let the number of selected candidate meeting rooms be B, and let the B candidate meeting rooms be expressed as candidate meeting rooms B1 to Bb (b ≤ B). Processor 21 stores the selected candidate meeting rooms B1 to Bb in memory such as RAM23 or NVM24.

[0038] The processor 21 may also obtain information as meeting room reservation information indicating the amount of time available for each meeting room within the meeting period that is free for the duration of the meeting. In this case, the processor 21 selects a candidate meeting room from the information indicating the availability of each meeting room.

[0039] The processor 21 of the adjustment device 11, after selecting candidate meeting times and candidate meeting rooms, selects a candidate meeting from the combination of candidate meeting times and candidate meeting rooms (ACT 16). For example, the processor 21 selects a candidate meeting room that includes a time that matches the time slot of each candidate meeting time. Here, it is assumed that candidate meeting rooms C1 to Cn (n ≤ N) are selected from candidate meeting times A1 to Aa and candidate meeting rooms B1 to Bb. The processor 21 stores the selected candidate meeting rooms C1 to Cn in memory such as RAM 23 or NVM 24.

[0040] The processor 21 of the adjustment device 11 initializes a variable n for selecting one meeting candidate (n=n+1) (ACT17). After initializing or updating the variable n, the processor 21 identifies a margin time to be set immediately before the start time of the meeting indicated by the meeting 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 extension of the meeting time as part of the operation of the meeting setting system 1. The margin time is never set longer than the scheduled meeting time, for example, one time slot of the basic reservation unit. Also, the margin time is not two or three minutes, which would prevent the discussion from continuing in the meeting.

[0041] In the first processing example, the margin time is a blank (margin) period of time set immediately before the start time of the meeting to be scheduled. In the first processing example, the margin time may be set by the administrator of the meeting setting system 1, or it may be specified by the user requesting the meeting to be scheduled. For example, if the standard meeting duration is assumed to be 30 minutes, the margin time could be set to 15 minutes. This is an example of setting the margin time to be half the length of the standard meeting duration. In this case, if the meeting start time is 14:00 and the margin time is 15 minutes, the processor 21 will set the margin time to the period from 13:45 to 14:00.

[0042] As another example, the meeting scheduling system 1 may manage time by defining a predetermined time unit as one session and set a margin time in that predetermined time unit. In other words, the meeting scheduling system 1 may manage meeting room reservations and user schedule management in predetermined time units and set a margin time in that predetermined time unit. Specifically, the meeting scheduling system 1 may define a predetermined time unit (one session) as 15 minutes, which is 1 / 4 of an hour, and set the margin time to be 15 minutes, which is one session.

[0043] The processor 21 of the adjustment device 11 identifies the margin time (time slot) for the meeting indicated by the meeting candidate Cn, and then checks the availability of the meeting room, including the margin time. In other words, the processor 21 obtains the reservation information of the meeting room indicated by the meeting candidate Cn, including the margin time (ACT 19).

[0044] For example, the processor 21 obtains reservation information, including margin time, for the meeting room indicated by the meeting candidate Cn from the meeting room management system 14. Once the processor 21 obtains the reservation information for the meeting room during the margin time, it determines from the obtained information whether the meeting room is available, including the margin time for the meeting candidate Cn (ACT20).

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

[0046] If the conference room is not available, including the margin time for 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 process described above.

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

[0048] For example, the processor 21 obtains schedule information, including margin time for participants of the meeting indicated by the meeting candidate Cn, from the schedule management system 13. Once the processor 21 obtains the schedule information for each participant, including margin time, it determines from the obtained information whether the schedule is free or not, including the margin time for all participants (ACT 24).

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

[0050] If the schedules of all participants, including margin time, are not free (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 of meeting candidates (N) (ACT22, YES), the processor 21 determines that it is not possible to set up a meeting and proceeds to ACT29, which will be described later. If the variable n does not exceed the number of meeting candidates (N) (ACT22, NO), the processor 21 returns to ACT16 and executes the process described above.

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

[0052] When the processor 21 of the coordination device 11 issues a meeting ID, it reserves a meeting room to be used for the meeting with that meeting ID (ACT 26). For example, the processor 21 requests the meeting room management system 14 to reserve a meeting room to be used for the meeting with that meeting ID. 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 coordination device 11.

[0053] Furthermore, when the processor 21 of the coordination device 11 issues a meeting ID, it performs a process to update the schedules of each participant taking part in the meeting with that meeting ID (ACT 27). For example, the processor 21 requests the schedule management system 13 to add the meeting appointment to the schedules of all participants taking part in the meeting with that meeting ID. The management device 31 of the schedule management system 13 adds the meeting time to the schedule information of all participants in the meeting in the schedule database 32 in response to the request from the coordination device 11.

[0054] When the processor 21 of the adjustment device 11 has reserved a meeting room and updated the participants' schedules, it notifies each participant of the meeting of the set meeting announcement (ACT 28). For example, the processor 21 creates a message (e.g., a text message) that includes information about the set meeting (meeting announcement), such as the date and time of the meeting, the meeting room, participant names, and the meeting ID. The processor 21 then notifies each participant of the meeting of the message it has created as a meeting announcement.

[0055] Furthermore, if the setting of a meeting for which a setting request has been received is not possible, the processor 21 of the adjustment device 11 identifies the reason why the meeting could not be set up (ACT 29). The processor 21 notifies the user who made the meeting setting request of a message containing information indicating the reason why the meeting could not be set up (ACT 30).

[0056] For example, if the participants' schedules are confirmed and no meeting rooms are available, the processor 21 creates a message (e.g., a text message) containing information about the meeting (meeting announcement), such as the date and time of the meeting, the meeting room, the names of the participants, and the meeting ID. The processor 21 then notifies each participant of the meeting of the created meeting announcement message.

[0057] For example, if processor 21 cannot schedule a meeting time that is available to all participants (i.e., cannot select a suitable meeting time), it will notify participants that they will not be able to attend the meeting. Also, if processor 21 does not have a meeting room available for the duration of the meeting (i.e., cannot select a suitable meeting room), it will notify participants that there are no available meeting rooms. Furthermore, if there are no available meeting rooms at a time that is available to all participants (i.e., cannot select a suitable meeting room), it will notify participants that there are no available meeting rooms that fit their schedules.

[0058] Furthermore, if the time including the margin time makes it impossible for all participants to attend the meeting (i.e., if there is no availability in the participants' schedules including the margin time), the processor 21 may notify the participants that there is no availability including the margin time. Also, if the time including the margin time makes it impossible for all participants to attend the meeting (i.e., if there is no availability in the meeting room reservation information including the margin time), the processor 21 may notify the participants that there is no availability including the margin time.

[0059] Furthermore, if there are no meeting rooms available at a time when all participants can attend (including cases where the meeting room reservation information does not show availability including margin time), the processor 21 may also send a message recommending an online meeting. In addition, if an online meeting is recommended, the processor 21 may also suggest times (dates and times) when all participants can attend as possible dates and times for the online meeting.

[0060] In addition, the processing examples shown in Figures 4, 5, and 6 describe an example where a predetermined margin time is set immediately before the meeting time, but this is not the only example. For example, a predetermined margin time may be set immediately after the meeting time, or immediately before and after the meeting time. Furthermore, the processing procedures shown in Figures 4, 5, and 6 are examples, and some parts may be omitted or the processing order may be changed. For example, the execution order of ACT12-13 and ACT14-15 may be changed. Also, the execution order of ACT26, 27, and 28 may be changed.

[0061] According to the first processing example described above, the scheduling device, acting as a meeting scheduling device, sets up a meeting if there is a margin of time immediately before the meeting time (the time the meeting will be held). The scheduling device also adds the meeting time to each participant's schedule and adds a reservation for the meeting time to the reservation information of any available meeting rooms during that time.

[0062] As a result, the adjustment device according to this embodiment can not only match the meeting setting conditions but also set up meetings with a predetermined margin of time immediately before the meeting time. Consequently, meetings set up by the adjustment device will not be affected by the start time of the meeting even if the previous meeting held in the same meeting room is slightly extended due to heated discussion.

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

[0064] When the processor 21 initializes or updates the variable n, it identifies a margin time to be set immediately after the end of the meeting indicated by the meeting candidate Cn (ACT 18). In the second processing example, the margin time is a blank (margin) period set immediately after the end time of the meeting indicated by the meeting candidate Cn. That is, in the second processing example, the margin time is set assuming a time that allows the meeting time of the meeting to be set to be extended.

[0065] In the second processing example, the margin time, as in the first processing example, shall be a predetermined length, including the margin time set immediately after the meeting. Furthermore, the margin time in the second processing example may be specified by the administrator or the user requesting the meeting, as in the first processing example.

[0066] The processor 21 of the adjustment device 11 identifies the margin time for the meeting indicated by the meeting candidate Cn, and then acquires reservation information including the margin time for the meeting room indicated by the meeting candidate Cn (ACT 42). After acquiring the reservation information including the margin time for the meeting room, the processor 21 determines from the acquired information whether or not the meeting room is available, including the margin time for the meeting candidate Cn (ACT 43). Alternatively, the processor 21 may acquire information from the meeting room management system 14 indicating whether or not the meeting room is available, including the margin time, and then determine the availability of the meeting room, including the margin time.

[0067] If the conference room is not available, including 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 exceeds the number of conference candidates (N) (ACT46). If the variable n exceeds the number of conference candidates (ACT46, YES), the processor 21 determines that the conference cannot be scheduled and proceeds to ACT54, which will be described later. If the variable n does not exceed the number of conference candidates (ACT46, NO), the processor 21 returns to ACT42 and executes the process described above.

[0068] The processor 21 of the adjustment device 11 checks each participant's schedule, including margin time, if the meeting room is available, including margin time (ACT 44, YES). The processor 21 retrieves the schedule information of the participants of the meeting indicated by the meeting candidate Cn stored in the schedule database 32 (ACT 47).

[0069] For example, processor 21 obtains schedule information from the schedule management system 13, including margin time for the meeting participants indicated by meeting candidate Cn. After obtaining the schedule information for each participant, including margin time, processor 21 determines from the obtained information whether the schedules of all participants, including margin time, are free or not (ACT48). Here, processor 21 may also obtain information from the schedule management system 13 indicating whether the schedules of all meeting participants, including margin time, are free or not. In this case, processor 21 determines whether the schedules of all participants, including margin time, are free or not based on the information obtained from the schedule management system 13.

[0070] If the schedules of all participants, including margin time, are not free, the processor 21 of the adjustment device 11 increments the variable n (n = n + 1) (ACT 46). If the variable n exceeds the number of meeting candidates (N) (ACT 46, YES), the processor 21 determines that it is not possible to set up a meeting and proceeds to ACT 29, which will be described later. If the variable n does not exceed the number of meeting candidates (N) (ACT 46, NO), the processor 21 returns to ACT 42 and executes the process described above.

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

[0072] Furthermore, when the processor 21 of the coordination device 11 issues a meeting ID, it performs a process to update the schedules of each participant taking part in the meeting with that meeting ID (ACT 50). For example, the processor 21 requests the schedule management system 13 to add the meeting appointment to the schedules of all participants taking part in the meeting with that meeting ID. The management device 31 of the schedule management system 13 adds the meeting time to the schedule information of all participants in the meeting in the schedule database 32 in response to the request from the coordination device 11.

[0073] Furthermore, the processor 21 of the adjustment device 11 calculates a reservation time by adding a margin time to the meeting time in order to reserve a meeting room to be used for the meeting with the relevant meeting ID (ACT 51). Once the processor 21 has calculated the reservation time by adding a margin time to the meeting time, it reserves a meeting room to be used for the meeting with the relevant meeting ID for the reservation time by adding a margin time to the meeting time (ACT 52). For example, the processor 21 requests the meeting room management system 14 to reserve a meeting room to be used for the meeting with the relevant meeting ID for the reservation time by adding a margin time to the meeting time. The management device 41 of the meeting room management system 14 adds the reservation time by adding a margin time to the reservation information of the meeting room in the meeting room management database 42 in response to the request from the adjustment device 11.

[0074] When the processor 21 of the adjustment device 11 updates the participants' schedules and reserves a meeting room, it notifies each participant of the meeting of the set meeting announcement (ACT 53). For example, the processor 21 creates a message (e.g., a text message) that includes information about the set meeting (meeting announcement), such as the meeting date and time, meeting room, participant names, and meeting ID. The processor 21 may also create a message in the meeting announcement that includes a note to reserve the meeting room for the scheduled meeting time plus a margin of time. The processor 21 then notifies each participant of the meeting of the message it has created as a meeting announcement.

[0075] Furthermore, if the setting of a meeting for which a setting request has been received is not possible, the processor 21 of the adjustment device 11 identifies the reason why the meeting could not be set up (ACT 29). The processor 21 notifies the user who made the meeting setting request of a message containing information indicating the reason why the meeting could not be set up (ACT 30).

[0076] For example, if processor 21 cannot schedule a meeting time that is available to all participants (i.e., cannot select a suitable meeting time), it will notify participants that they will not be able to attend the meeting. Also, if processor 21 does not have a meeting room available for the required meeting time (i.e., cannot select a suitable meeting room), it will notify participants that there are no available meeting rooms that fit their schedules. Furthermore, if there are no available meeting rooms during a time slot that is available to all participants (i.e., cannot select a suitable meeting room), it may also notify participants that there are no available meeting rooms that match their schedules.

[0077] Furthermore, if the time allotted by adding a margin to the meeting time makes it impossible for all participants to attend (i.e., if there is no available time in the participants' schedules that includes the margin), the processor 21 may notify the participants that there is no available time (leeway) that includes the margin. Also, if the time allotted by adding a margin to the meeting time makes it impossible for all participants to attend (i.e., if there is no available time in the meeting room reservation information that includes the margin), the processor 21 may notify the participants that there is no available time (leeway) that includes the margin.

[0078] Furthermore, if there are no meeting rooms available at a time when all participants can attend (including cases where the meeting room reservation information does not show availability including margin time), the processor 21 may also send a message recommending an online meeting. In addition, if an online meeting is recommended, the processor 21 may also suggest times (dates and times) when all participants can attend as possible dates and times for the online meeting.

[0079] In the processing examples shown in Figures 7 and 8, an example of adding a predetermined margin time immediately after the meeting time is described, but the method is not limited to this. For example, a predetermined margin time may also be added immediately before the meeting time. In this case, the scheduling device can reserve the meeting room for the time obtained by adding the margin time immediately before the scheduled meeting time.

[0080] Furthermore, the processing procedures shown in Figures 7 and 8 are examples, and some steps may be omitted or the processing order may be changed. For example, the execution order of ACT42-43 and ACT47-48 may be changed. Also, the execution order of ACT50 and ACT51-52 may be changed.

[0081] According to the second processing example described above, the scheduling device according to the embodiment sets up a meeting if there is a margin of time immediately following the meeting time (the time the meeting is to be held). The scheduling device updates the schedule information to add the meeting time of the meeting to each participant's schedule. The scheduling device also reserves a meeting room for a time that is the sum of the meeting time of the meeting to be set and the margin time added to it.

[0082] As a result, the adjustment device according to the embodiment not only sets up a meeting that matches the meeting setting conditions, but also allows for the reservation of a meeting room with a margin time added immediately after the meeting time. Consequently, a meeting set up using the adjustment device according to the embodiment can be allowed to have its meeting time extended by the margin time. In other words, even if the discussion becomes heated and exceeds the original meeting end time which does not include the margin time, the discussion can continue without being interrupted.

[0083] Next, a third processing example will be described in which the adjustment device 11 according to the embodiment cancels the meeting set in the second processing example. Figure 9 is a flowchart illustrating the process of canceling a meeting set by the adjustment device 11 according to the embodiment as a third example of processing.

[0084] The processor 21 of the adjustment device 11 receives cancellation (cancellation) requests for scheduled meetings from user terminals 12 and the like. For example, the user terminal 12 sends a cancellation request for a meeting to the adjustment device 11, specifying the meeting ID of the meeting designated by the user. When the processor 21 receives a cancellation request for a scheduled meeting (ACT 61), it determines whether or not margin time is included in the reservation time of the meeting room for the meeting that is instructed to be canceled (ACT 62).

[0085] Here, it is assumed that the meetings to be canceled include those for which a meeting room has been reserved with an additional margin time, as shown in the second processing example in Figures 7 and 8. Therefore, the processor 21 of the adjustment device 11 determines whether or not the meeting to be canceled has been reserved with an additional margin time added to the meeting time.

[0086] For example, when setting up a meeting, the processor 21 may store information in the NVM24 or similar device that includes whether or not a reservation has been made for margin time as part of the meeting setting information. In this case, the processor 21 can determine whether or not a meeting room has been reserved for the time including margin time based on the meeting setting information. Alternatively, the processor 21 may assume that the participants' schedules do not include margin time and determine whether or not a meeting room has been reserved for the time including margin time based on the difference between the meeting room reservation information and the participants' schedule information.

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

[0088] Furthermore, if the reservation time of the conference room for the meeting to be canceled does not include margin time (ACT62, NO), the processor 21 of the adjustment device 11 deletes the reservation for the duration of the meeting (ACT64). For example, the processor 21 specifies the conference room for the meeting to be canceled and requests the conference room management system 14 to delete the reservation for the duration of the meeting. The management device 41 of the conference room management system 14 deletes the reservation for the specified duration 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 meeting room reservation and removes the meeting appointment from the schedules of the participants of the canceled meeting (ACT65). For example, the processor 21 specifies the participants of the canceled meeting and requests the schedule management system 13 to delete the reservation for the duration of the meeting. The management device 31 of the schedule management system 13 deletes the appointment for the duration of the specified meeting from the schedule information of each participant in the schedule database 32.

[0090] The processor 21 of the adjustment device 11, after reserving a meeting room and updating the participants' schedules, notifies each participant of the meeting of a message informing them of the meeting's cancellation (ACT66). For example, the processor 21 sends an email to all participants of the meeting to be canceled, containing a message informing them of the meeting's cancellation.

[0091] Note that the processing procedure shown in Figure 9 is just one example, and some steps may be omitted or the processing order may be changed. For example, if it is assumed that all scheduled meetings are booked with a time that includes margin time, then the processes of ACT62 and ACT64 may be omitted. Also, the execution order of the processes of ACT62-64, ACT65, and ACT66 may be changed.

[0092] According to the third processing example described above, the conference scheduling device deletes the reservation time including the margin time for the meeting in response to the meeting cancellation instruction. The conference scheduling device deletes the reservation including the margin time from the reservation information of the meeting room that was reserved for a time equal to the meeting time of the canceled meeting plus the margin time.

[0093] This allows the meeting scheduling system to delete the reservation for the margin time in addition to the meeting time when a meeting room has been booked for that duration. As a result, the meeting scheduling system can avoid forgetting to delete the reservation for the margin time added to the meeting time when a meeting is canceled.

[0094] 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.

[0095] 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 meeting settings, including the scheduled meeting time, A processor that sets up a meeting based on meeting candidates that satisfy the setting conditions selected from the meeting room reservation information and the schedule information, and which have a predetermined margin time of a certain length set for the scheduled meeting time. A conference coordination device equipped with the following features. [2] The processor sets up a meeting based on a candidate meeting in which a predetermined margin time is provided immediately before the scheduled start time of the meeting. [1] The conference coordination device described above. [3] The processor sets up a meeting based on a candidate meeting in which a predetermined margin time is provided immediately after the scheduled end time of the meeting. [1] The conference coordination device described above. [4] The processor reserves a meeting room for the scheduled meeting time plus the margin time when setting up a meeting reservation, and when canceling a meeting reservation, it deletes the reservation for the time added to the scheduled meeting time from the reservation information of the meeting room to be canceled. [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 meeting settings, including participants and meeting time, A function to set up a meeting based on meeting candidates that satisfy the setting conditions selected from the meeting room reservation information and the schedule information, and which have a predetermined margin time of a certain length set aside before the scheduled start time of the meeting. A meeting coordination program to achieve this goal. [6] Schedule meetings based on candidate meetings that have a predetermined margin of time immediately following the scheduled end time of the meeting. The meeting scheduling program described in [5]. [Explanation of Symbols]

[0096] 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 meeting settings, including the scheduled meeting time, A processor that sets up a meeting based on meeting candidates that satisfy the selected setting conditions and have a predetermined margin of time available in both the meeting room reservation information and the schedule information, and which have a predetermined margin of time available in the scheduled meeting time. A conference coordination device equipped with the following features.

2. The processor sets up a meeting based on a candidate meeting in which a predetermined margin time is provided immediately before the scheduled start time of the meeting. The conference coordination device according to claim 1.

3. The processor sets up a meeting based on a candidate meeting in which a predetermined margin time is provided immediately after the scheduled end time of the meeting. The conference coordination device according to claim 1.

4. The processor reserves a meeting room for the scheduled meeting time plus the margin time when setting up a meeting reservation, and when canceling a meeting reservation, it deletes the reservation for the time added to the scheduled meeting time from the reservation information of the meeting room to be canceled. 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 meeting settings, including participants and meeting time, A function to set up a meeting based on meeting candidates that meet the selected setting conditions and have a predetermined margin of time available between the reservation information of the meeting room and the schedule information, where the predetermined margin of time is available between the scheduled meeting time and the meeting reservation information of the meeting room reservation information and the schedule information of the meeting reservation information, A meeting coordination program to achieve this goal.

6. Schedule meetings based on candidate meetings that have a predetermined margin of time immediately following the scheduled end time of the meeting. The meeting scheduling program according to claim 5.

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