Automated Meeting Digest for Outstanding Request Identification
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Solution Overview
Problem
In videoconferencing and meeting preparation, outstanding requests and responses in emails often go unnoticed due to high email volumes, leading to uncompleted tasks and reduced meeting productivity.
Innovation Solution
A system that identifies and organizes outstanding requests and responses by filtering relevant emails, generating tasks, and providing a meeting digest interface to ensure users are prepared for meetings by highlighting and linking communications that need attention.
Engineering Contradictions & Design Principles
Engineering Contradiction Analysis
1Loss of information
If participants manually review all emails to identify outstanding requests before meetings, then they can ensure complete awareness of all tasks, but the time and effort required increases significantly due to high email volumes
Solution Approach 1:
The patent introduces an automated system that acts as an intermediary between the email system and meeting participants. This system automatically analyzes emails, identifies outstanding requests using natural language processing, and presents them to participants in a consolidated format, eliminating the need for manual review of all emails while ensuring no requests are missed
Solution Approach 2:
The patent replaces the mechanical manual review process with an automated computational system. The system uses software algorithms to scan, analyze, and extract outstanding requests from emails, substituting human manual effort with automated processing that is both faster and more reliable
2Reliability
If participants manually track and complete tasks from emails before meetings, then they can ensure thorough preparation, but the complexity of managing multiple emails and requests increases
Solution Approach 1:
The patent extracts outstanding requests from the overwhelming volume of emails and presents them in a simplified, consolidated view. The system separates the essential task information from the noise of regular email communication, allowing participants to focus only on what needs to be done without managing the complexity of all emails
Solution Approach 2:
The patent segments the email management process into distinct automated functions: scanning emails, identifying requests, extracting tasks, and presenting them in an organized format. This segmentation transforms a complex monolithic process into manageable automated steps, reducing perceived complexity for users
3Productivity
If no automated system is used to identify outstanding requests, then the system remains simple, but requests and tasks are lost or overlooked reducing meeting productivity
Solution Approach 1:
The system enables self-service by automatically performing the task identification and organization functions that would otherwise require manual effort. The automated system serves itself by scanning, analyzing, and preparing meeting preparation materials without human intervention, thereby improving productivity while maintaining simplicity for the user
Data Source
AI summary
A method for meeting management that includes receiving an indicator of a user access of a meeting digest of a meeting, filtering communications of the user to identify communications received from a participant of the meeting, identifying at least one outstanding request from the participant or at least one unanswered communication from the participant, and generating a task for the meeting digest for the identified at least one outstanding request or the identified at least one unanswered communication.