Remote Meeting Resource Automation via Calendar Availability
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Solution Overview
Problem
Existing network-based communication applications face challenges in efficiently scheduling and updating remote meeting resources and connection information, particularly when users switch from in-person to remote participation, leading to cumbersome processes and limited flexibility for employees working from home.
Innovation Solution
A system and method that automatically reserve and update remote meeting resources and connection information by interfacing with user calendars and communication servers based on availability status, allowing users to indicate their remote work status, and synchronizing in-person meetings with remote meeting data structures, enabling seamless transitions and notifications.
Engineering Contradictions & Design Principles
Engineering Contradiction Analysis
1Adaptability or versatility
If manual processes are used to schedule and update remote meeting resources, then flexibility for remote work is limited, but system complexity and automation requirements are reduced
Solution Approach 1:
The system pre-configures meeting templates with both in-person and remote meeting resources during creation. When a meeting is scheduled, the system automatically determines the appropriate template and pre-populates all necessary connection information and resource allocations, eliminating the need for manual updates when switching between in-person and remote formats.
Solution Approach 2:
The meeting template system allows dynamic adaptation of meeting formats. Organizers can select from multiple pre-configured templates (e.g., all-in-person, all-remote, hybrid) and the system automatically adjusts resource allocations, connection information, and participant assignments based on the selected template, providing flexibility without requiring complex manual reconfiguration.
2Productivity
If automatic remote meeting creation is implemented, then efficiency and convenience are improved, but the complexity of automated scheduling systems increases
Solution Approach 1:
The meeting template serves multiple functions: it stores pre-configured resource information, defines participant roles, specifies connection methods, and guides the automatic creation process. This multi-functional design consolidates what would otherwise require multiple separate systems into a single unified template mechanism, improving efficiency without proportionally increasing complexity.
Solution Approach 2:
The system automatically creates remote meetings by interfacing with communication servers using pre-configured template information. The automation process self-manages resource allocation, generates connection information, and updates meeting invitations without requiring manual intervention, thereby improving productivity while keeping the automation logic contained within standardized template-driven procedures.
3Productivity
If remote meeting resources are pre-scheduled, then last-minute changes are difficult to accommodate, but resource allocation efficiency is improved
Solution Approach 1:
The system maintains pre-scheduled resource allocations through templates but allows dynamic modification when needed. If a meeting format changes from in-person to remote, the system automatically retrieves the appropriate remote resources from pre-configured templates and updates the meeting invitation, thereby maintaining both allocation efficiency and adaptability to last-minute changes.
Solution Approach 2:
By pre-configuring multiple meeting templates with different resource allocations (in-person, remote, hybrid), the system prepares multiple potential resource scenarios in advance. When a meeting is scheduled or modified, the system selects and activates the appropriate pre-configured template, ensuring efficient resource allocation while allowing flexible switching between different meeting formats based on actual needs.
Data Source
AI summary
Disclosed in some examples are methods, systems, and machine-readable media that reserve remote meeting resources and update meetings with remote meeting connection information in response to a user indicating an availability status that signifies that the user is away from a location of the meeting. In response to this indication, the system interfaces with the user's calendar and searches for in-person meetings for the period in which the user is out of the office. For in-person meetings that are found, the system may automatically schedule remote meeting resources for a remote meeting session and update in-person meetings with remote meeting connection information.