Notification Robot for Meeting Room Reservation Management

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Solution Overview

Problem

Existing resource reservation systems face issues with empty reservations due to forgotten cancellations or postponements of meetings, leading to unused meeting rooms and missed opportunities for other users.

Innovation Solution

An information processing apparatus that communicates with a reservation management server and a chat system to notify participants of meeting reservations through a network, using a notification robot to remind participants via a chat platform, thereby reducing empty reservations by ensuring timely notifications and automatic cancellation of unused bookings.

Engineering Contradictions & Design Principles

VSEngineering Contradiction Analysis

1Productivity

If a reminder notification system is implemented to notify participants of meeting reservations, then the number of empty reservations is reduced, but the system complexity increases

Engineering Contradiction:

Improvemeeting room utilization rateVSAvoidsystem complexity

Core Design Contradiction:

ProductivityVSDevice complexity

Solution Approach 1:

The patent introduces a notification robot as an intermediary component that operates between the reservation management server and participants. This robot automatically sends notifications via chat applications, eliminating the need for complex direct communication systems while reducing empty reservations through automated reminders

Inventive Principle:

Principle #24Intermediary (Mediator)

Solution Approach 2:

The notification robot operates autonomously to send reminders without requiring manual intervention from participants or administrators. The system self-manages the notification process by automatically querying reservation information and transmitting messages through chat platforms, thereby reducing empty reservations while keeping the system relatively simple

Inventive Principle:

Principle #25Self-service

2Device complexity

If manual cancellation procedures are required for participants, then the system remains simple, but participants may forget to cancel and create empty reservations

Engineering Contradiction:

Improvesystem simplicityVSAvoidmeeting room utilization rate

Core Design Contradiction:

Device complexityVSProductivity

Solution Approach 1:

The notification robot provides feedback to participants by sending automated reminders about their reservations and the need to cancel if they cannot attend. This feedback mechanism increases meeting room utilization by ensuring participants are aware of their reservation obligations without requiring complex automated cancellation systems

Inventive Principle:

Principle #23Feedback

Solution Approach 2:

The system performs preliminary actions by sending advance notifications to participants about their reservations before the meeting date. This allows participants to plan ahead and cancel if necessary, reducing empty reservations while maintaining system simplicity through proactive communication rather than complex automated enforcement

Inventive Principle:

Principle #10Preliminary action

3Reliability

If notification messages are sent to all participants, then awareness of reservations is maximized, but information overload may occur for participants with multiple reservations

Engineering Contradiction:

Improvenotification effectivenessVSAvoidinformation overload

Core Design Contradiction:

ReliabilityVSObject-affected harmful factors

Solution Approach 1:

The patent segments the notification process by sending individualized messages to each participant through their preferred chat application. Each participant receives targeted notifications relevant to their specific reservations rather than a generic bulk message, maximizing awareness while avoiding information overload through personalized communication

Inventive Principle:

Principle #1Segmentation

Solution Approach 2:

The notification system applies local quality by tailoring messages to individual participants based on their reservation details and communication preferences. Each participant receives customized notification content appropriate to their specific situation, ensuring effective communication without overwhelming participants with irrelevant information from multiple reservations

Inventive Principle:

Principle #3Local quality

Data Source

PatentUS11687843B2System and method for reserving resources and notifying group members

Publication Date: 2023.06.27 RICOH CO LTD

AI summary

An information processing apparatus is communicable with a reservation management apparatus and an information providing apparatus via a network. The information processing apparatus includes a memory and circuitry. The memory stores association information associating notification destination information and identification information for reservation with each other. The notification destination information is information used for transmitting notification to one or more target persons belonging to a same group. The circuitry obtains reservation information from the reservation management apparatus, and obtains, from the obtained reservation information, particular identification information for reservation identifying a user who requested a reservation of a resource indicated by the obtained reservation information. The circuitry identifies particular notification destination information used for transmitting the notification information relating to the obtained reservation information. The circuitry requests the information providing apparatus to send the notification information to a group associated with the identified notification destination information.