Virtual Receptionist System with Segmented Video Conferencing

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Solution Overview

Problem

Existing virtual receptionist systems are cumbersome, limited in capability, and difficult to use, especially in large campuses where they struggle to manage visitor navigation and security efficiently, often requiring extensive human staff and limited to single interfaces like telephone interactions.

Innovation Solution

A virtual receptionist system with independent video conferencing capabilities that separates the management of virtual receptionists and video conferencing sessions, allowing for efficient resource use, queueing of requests, and remote actions such as unlocking doors, while supporting multiple interfaces and entities.

Engineering Contradictions & Design Principles

VSEngineering Contradiction Analysis

1Productivity

If virtual receptionist systems are implemented to reduce human staff, then labor cost is reduced, but the system becomes cumbersome and limited in capability

Engineering Contradiction:

Improvevisitor management efficiencyVSAvoidsystem complexity

Core Design Contradiction:

ProductivityVSDevice complexity

Solution Approach 1:

The system separates video conferencing management from virtual receptionist management into independent components. The video conferencing system handles video sessions independently while the virtual receptionist system manages visitor interactions, allowing each to be optimized separately and reducing overall system complexity.

Inventive Principle:

Principle #1Segmentation

Solution Approach 2:

The virtual receptionist system supports multiple interfaces including video conferencing, telephone, and digital interfaces, making it versatile enough to handle various visitor interaction scenarios without requiring separate specialized systems for each interface type.

Inventive Principle:

Principle #6Universality (Multi-functionality)

2Adaptability or versatility

If video conferencing is integrated with virtual receptionist system, then interaction capability is improved, but computing resource and bandwidth usage increases

Engineering Contradiction:

Improveinteraction capabilityVSAvoidcomputing resource usage

Core Design Contradiction:

Adaptability or versatilityVSUse of energy by moving object

Solution Approach 1:

Video conferencing is implemented as a separate system from the virtual receptionist core, allowing video resources to be independently managed and allocated only when needed for visitor interactions, rather than being permanently integrated and consuming resources continuously.

Inventive Principle:

Principle #1Segmentation

Solution Approach 2:

The system uses an intermediary architecture where the video conferencing system acts as a separate component that interfaces with the virtual receptionist system only when video interactions are required, reducing permanent resource consumption while maintaining interaction capability.

Inventive Principle:

Principle #24Intermediary (Mediator)

3Ease of operation

If staff are deployed at each building location, then visitor service quality is improved, but operational cost increases

Engineering Contradiction:

Improvevisitor service qualityVSAvoidoperational cost

Core Design Contradiction:

Ease of operationVSProductivity

Solution Approach 1:

The system enables visitors to interact with virtual receptionists through self-service kiosks and digital interfaces at building locations, allowing visitors to receive direction, security, and amenity information without requiring physical staff presence at each location.

Inventive Principle:

Principle #25Self-service

Solution Approach 2:

A centralized virtual receptionist system provides universal service capabilities across multiple building locations through a single platform, eliminating the need for separate staff at each location while maintaining consistent service quality.

Inventive Principle:

Principle #6Universality (Multi-functionality)

4Adaptability or versatility

If existing virtual receptionist systems are used, then basic reception functions are provided, but the systems are difficult to use and have limited capability

Engineering Contradiction:

Improvereception function capabilityVSAvoiduser ease of use

Core Design Contradiction:

Adaptability or versatilityVSEase of operation

Solution Approach 1:

The system integrates multiple interaction interfaces including video conferencing, telephone, and digital kiosk interfaces into a single unified virtual receptionist platform, providing comprehensive reception functions while maintaining consistent ease of use across all interface types.

Inventive Principle:

Principle #6Universality (Multi-functionality)

Data Source

PatentUS10489791B2Virtual receptionist system

Publication Date: 2019.11.26 RICOH CO LTD

AI summary

A method and apparatus for providing a synchronous communication session comprising a customer service session and a video conferencing session are provided. The customer service session is established by a distribution service in response to a request received from a cabinet application that is geographically remote from a virtual receptionist application. The request includes a computer identifier of the cabinet application that is then used by the virtual receptionist application to request a video conferencing session from a video conferencing service that is separate from the distribution service. During the synchronous communication session, the virtual receptionist can cause a display at the cabinet application to display a screen at the virtual receptionist application.