Meeting Data Organization Tool for Rapid Document Navigation
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Solution Overview
Problem
Conventional meeting preparation methods are time-consuming and laborious, involving the creation and selection of graphical information such as reports, which can require additional meetings if more information is needed, posing challenges in efficiently managing meeting content and scheduling.
Innovation Solution
A computer-implemented system that generates and manages data structures for meeting preparation, utilizing a processor, data storage, client terminals, and portable devices to collect and organize relevant information, allowing for rapid navigation and presentation of necessary documents through a graphical user interface, facilitating efficient meeting planning.
Engineering Contradictions & Design Principles
Engineering Contradiction Analysis
1Ease of operation
If graphical information is provided as hard copy documents or overhead projector presentations, then the information can be displayed during the meeting, but the preparation time and labor required to obtain, generate and prepare the information increases significantly
Solution Approach 1:
The system creates electronic copies of meeting materials that can be instantly reproduced and distributed. Instead of manually preparing hard copies or overhead projections, the system generates digital replicas of reports, biographical information, and other meeting content that can be rapidly distributed to all participants electronically, eliminating the time-consuming manual copying process
Solution Approach 2:
The system replaces mechanical preparation methods (manual document creation, physical copying, overhead projector setup) with automated computer-based processes. The meeting management system automatically compiles, formats, and distributes meeting materials electronically, substituting the mechanical labor of manual preparation with automated software processes that execute instantly
2Loss of information
If additional information is required during meeting preparation, then the meeting content can be more comprehensive, but additional follow-up meetings are required which extends the scheduling process
Solution Approach 1:
The system performs preliminary actions by automatically gathering, validating, and organizing all necessary meeting information before the meeting occurs. The system proactively identifies missing information, retrieves it from connected data sources, and prepares comprehensive meeting materials in advance, eliminating the need for follow-up meetings to obtain additional information
Solution Approach 2:
The system implements feedback mechanisms that automatically monitor the completeness of meeting information. When information gaps are detected, the system automatically retrieves additional data from connected sources and notifies participants of updates, ensuring comprehensive information is available without requiring manual follow-up meetings to verify completeness
3Loss of information
If multiple documents and reports are selected for inclusion in the meeting presentation, then the meeting content becomes more comprehensive, but the complexity of deciding which documents to include increases
Solution Approach 1:
The system provides universal functionality by automatically performing multiple tasks: identifying relevant documents, retrieving them from various sources, validating their relevance, formatting them appropriately, and distributing them to participants. This multi-functional automation eliminates the need for manual document selection and preparation, reducing the complexity of the document inclusion process while ensuring comprehensive meeting content
Data Source
AI summary
The system, method and computer readable medium that facilitates selection of a meeting participant, and the creation of a first data structure based on the selected meeting participant. Data may be collected in response to the selection of the meeting participant. A second data structure may be generated for the collected data, and the data in the second data structure may be linked to the first data structure and the selected meeting participant.