Patent Publication Number: US-2005131714-A1

Title: Method, system and program product for hierarchically managing a meeting

Description:
BACKGROUND OF THE INVENTION  
      1. Technical Field  
      The invention relates generally to managing meetings, such as online meetings, and more specifically to a method, system and program product that manage a meeting using a hierarchical meeting document.  
      2. Background Art  
      As meetings in which participants may be located at diverse locations have become more popular, such as meetings conducted over a network (e.g., online meetings), the need to effectively manage these meetings has become increasingly important. As a result, many solutions have been provided to address some or all of the issues regarding meetings in general, and these types of meetings in particular. For example, some solutions allow for an online meeting to be readily scheduled. In particular, all participants are notified electronically, the schedules of the participants can be automatically checked, and a time can be scheduled. Other solutions allow for the content of the meeting to be stored and/or indexed for future access. Still other solutions allow the various participants to participate in defining the content of the agenda.  
      However, many of the current solutions for managing meetings do not provide all of the functions that may be desired. For example, some solutions provide tools for planning the meeting, but do not provide any support when conducting the meeting. Further, other solutions can be used to conduct the meeting, but do not provide easy access to later retrieve selected information about the meeting. In any event, no known solution defines and stores an agenda for a meeting in such a manner that the planning, conducting, and indexing of the meeting can be effectively performed.  
      As a result, a need exists for an improved solution for managing meetings. In particular, a need exists for a method, system and program product that can manage all aspects of the meeting, including planning the meeting, conducting the meeting, and obtaining results of the meeting using a hierarchical meeting document.  
     SUMMARY OF THE INVENTION  
      The invention provides an improved solution for managing a meeting. Specifically, under the present invention, a hierarchical meeting document is created that can be used to conduct the meeting. For example, the meeting document can include a set of agenda items that are to be discussed during the meeting. An agenda item can further include one or more references to documents regarding the agenda item, tools that can be used during the discussion, actions that need to be performed, etc. The meeting document can also include a set of participants that are invited to the meeting. The participants can be notified of the meeting, and their attendance can be tracked during the meeting. The meeting document can further be used to generate minutes of the meeting and/or index a meeting log. As a result, the invention provides an improved solution for managing the planning, conducting, data storage, data retrieval, etc. for a meeting.  
      A first aspect of the invention provides a method of managing a meeting, the method comprising: creating a meeting document for the meeting; creating at least one agenda item for the meeting; and hierarchically linking the at least one agenda item to the meeting document.  
      A second aspect of the invention provides a method of managing a meeting, the method comprising: creating a meeting document for the meeting; creating at least one agenda item for the meeting; hierarchically linking the at least one agenda item to the meeting document; obtaining a set of participants for the meeting; hierarchically linking the set of participants to the meeting document; and conducting the meeting using the meeting document.  
      A third aspect of the invention provides a system for managing a meeting, the system comprising: an agenda system for creating a meeting document for the meeting, wherein the meeting document includes at least one hierarchically linked agenda item; and a display system for displaying the meeting document during the meeting.  
      A fourth aspect of the invention provides a program product stored on a recordable medium for managing a meeting, which when executed comprises: program code for creating a meeting document for the meeting; program code for creating at least one agenda item for the meeting; and program code for hierarchically linking the at least one agenda item to the meeting document.  
      The illustrative aspects of the present invention are designed to solve the problems herein described and other problems not discussed, which are discoverable by a skilled artisan. 
    
    
     BRIEF DESCRIPTION OF THE DRAWINGS  
      These and other features of this invention will be more readily understood from the following detailed description of the various aspects of the invention taken in conjunction with the accompanying drawings that depict various embodiments of the invention, in which:  
       FIG. 1  shows an illustrative system for managing a meeting;  
       FIG. 2  shows an illustrative hierarchical meeting document;  
       FIG. 3  shows an illustrative interface for viewing and/or defining an agenda for the meeting;  
       FIG. 4  shows an illustrative electronic message notifying participants of a meeting;  
       FIG. 5  shows an illustrative interface for displaying the meeting document during a meeting;  
      FIGS.  6 A-B show alternative interfaces for voting at a location; and  
       FIG. 7  shows an illustrative interface for creating an action item. 
    
    
      It is noted that the drawings of the invention are not to scale. The drawings are intended to depict only typical aspects of the invention, and therefore should not be considered as limiting the scope of the invention. In the drawings, like numbering represents like elements between the drawings.  
     DETAILED DESCRIPTION OF THE INVENTION  
      As indicated above, the invention provides an improved solution for managing a meeting. Specifically, under the present invention, a hierarchical meeting document is created that can be used to conduct the meeting. For example, the meeting document can include a set of agenda items that are to be discussed during the meeting. An agenda item can further include one or more references to documents regarding the agenda item, tools that can be used during the discussion, actions that need to be performed, etc. The meeting document can also include a set of participants that are invited to the meeting. The participants can be notified of the meeting, and their attendance can be tracked during the meeting. The meeting document can further be used to generate minutes of the meeting and/or index a meeting log. As a result, the invention provides an improved solution for managing the planning, conducting, data storage, data retrieval, etc. for a meeting.  
      Turning to the drawings,  FIG. 1  shows an illustrative system  10  for managing a meeting. In particular, a user, such as user  14 A, can schedule a meeting with users  14 B-C and create an agenda for the meeting. The meeting can comprise a traditional face to face meeting, a meeting conducted over a network (e.g., online meeting), or the like. In the latter case, users  14 A-C can conduct the meeting by using computers  12 A-C to communicate with one another. Communications can comprise audio, video, data, or any combination thereof, and can occur over a network  16 . To this extent, network  16  can comprise any type of communications link. For example, network  16  can comprise an addressable connection in a client-server (or server-server) environment that may utilize any combination of wireline and/or wireless transmission methods. In this instance, computers  12 A-C may utilize conventional network connectivity, such as Token Ring, Ethernet, WiFi or other conventional communications standards. Further, network  16  can comprise any type of network, including the Internet, a wide area network (WAN), a local area network (LAN), a virtual private network (VPN), etc. Where computers  12 A-C communicate via the Internet, connectivity could be provided by conventional TCP/IP sockets-based protocol, and one or more computers  12 A-C could utilize an Internet service provider to establish connectivity.  
      As shown, computer  12 A generally includes a central processing unit (CPU)  18 , a memory  20 , an input/output (I/O) interface  22 , a bus  24 , external I/O devices/resources  26 , and a storage unit  28 . CPU  18  may comprise a single processing unit, or be distributed across one or more processing units in one or more locations, e.g., on a client and server. Memory  20  may comprise any known type of data storage and/or transmission media, including magnetic media, optical media, random access memory (RAM), read-only memory (ROM), a data cache, a data object, etc. Storage unit  28  may comprise any type of data storage for providing storage for information necessary to carry out the invention as described below. As such, storage unit  28  may include one or more storage devices, such as a magnetic disk drive or an optical disk drive. Moreover, similar to CPU  18 , memory  20  and/or storage unit  28  may reside at a single physical location, comprising one or more types of data storage, or be distributed across a plurality of physical systems in various forms. Further, memory  20  and/or storage unit  28  can include data distributed across, for example, a LAN, a WAN or a storage area network (SAN) (not shown).  
      I/O interface  22  may comprise any system for exchanging information to/from one or more external I/O devices  26 . I/O devices  26  may comprise any known type of external device, including speakers, a CRT, LED screen, handheld device, keyboard, mouse, voice recognition system, speech output system, printer, monitor/display, facsimile, pager, communication hardware/software, etc. Bus  24  provides a communication link between each of the components in computer  12 A and likewise may comprise any known type of transmission link, including electrical, optical, wireless, etc. In addition, although not shown, additional components, such as system software, may be incorporated into computer  12 A.  
      It is understood that computers  12 B-C typically include the same elements as shown in computer  12 A (e.g., CPU, memory, I/O interface, etc.). These have not been separately shown and discussed for brevity. Further, it is understood that each computer  12 A-C comprises any type of computing device capable of communicating with one or more other computing devices, such as a server, a desktop computer, a laptop, a handheld device, a mobile phone, a pager, a personal data assistant, etc. However, it is understood that if a computer  12 A-C is a handheld device or the like, a display could be contained within the computer  12 A-C, and not as an external I/O device  26  as shown for computer  12 A.  
      Computer  12 A is shown including a meeting system  30  for managing a meeting. In particular, a user, such as user  14 A, can operate meeting system  30  to plan, conduct, store, and obtain data about a meeting. To this extent, meeting system  30  is shown including an agenda system  32  for creating a meeting document for the meeting and a participant system  34  for obtaining a set of participants for the meeting. To assist in conducting and retrieving information about the meeting, meeting system  30  is shown including a display system  36  for displaying the meeting document, a minutes system  38  for generating a minutes document using the meeting document, and a log system  40  for generating a log of the meeting.  
      While system  10  is shown implemented using a peer-to-peer network architecture (e.g., users  14 B-C connect to computer  12 A operated by user  14 A in order to use meeting system  30 ), it is understood that system  10  could be implemented using any type of network architecture. For example, system  10  could comprise a client-server network architecture in which meeting system  30  executes on the server, and all users  14 A-C connect to the server using their respective computers  12 A-C. In any event, it is understood that some of the various systems shown in  FIG. 1  can be implemented independently, combined, duplicated, and/or stored in memory for one or more separate computers  12 A-C. For example, meeting system  30  could be implemented on each computer  12 A-C, and the functions available to each user  14 A-C can be varied based on the meeting document and the particular user  14 A-C. Further, it is understood that some of the systems and/or functionality may not be implemented, or additional systems and/or functionality may be included as part of system  10 .  
      As previously noted, the invention provides an improved solution for managing a meeting by creating and storing meeting data in a hierarchical structure. For example,  FIG. 2  shows an illustrative meeting document  50  for a meeting. As shown, meeting document  50  comprises a hierarchically structured document. As used in hierarchies, meeting document  50  can include one or more “nodes.” A “root” node, e.g., meeting attributes  52 , comprises the node in meeting document  50  that does not have a “parent” node, and can be used as the initial node used to locate data in meeting document  50 . As shown, meeting attributes  52  can include one or more “child” nodes, e.g., agenda items  54 . Further, each child node can itself include one or more child nodes, e.g., documents  56 . While meeting document  50  is shown having a particular number of nodes and levels, it is understood that meeting document  50  is only illustrative, and alternative meeting documents  50  can include any number of nodes and/or levels.  
      The various nodes in meeting document  50  are hierarchically linked to other parent and/or child nodes. In one embodiment, a node comprises an object, such as a document or a file. For example, meeting attributes  52  can comprise a document that includes a link to a unique document for each child node, e.g., agenda item  54 . Alternatively, meeting document  50  can comprise a document that has various hierarchically linked subordinate documents (e.g., child nodes) stored within it. Still further, a node in meeting document  50  can comprise one or more entries in a database. In this case, entries and/or objects for other nodes in meeting document  50  can be linked in a hierarchical manner through references to other entries in the database. In any event, meeting document  50 , including all the corresponding hierarchical documents and/or database entries, can be stored in storage unit  28  ( FIG. 1 ) or the like.  
      Continuing with  FIGS. 1 and 2 , user  14 A can set up a new meeting by creating a meeting document  50  using agenda system  32 . For example, user  14 A can initially define meeting attributes  52 . Meeting attributes  52  can include various attributes of the meeting such as a name, an owner for the meeting (e.g., user  14 A), a purpose for the meeting, an associated project, a desired date/time, a predicted length, etc. When the meeting comprises an online meeting, a telephonic meeting, or the like, meeting attributes can further include a call in number, a passcode, a web address, etc.  
      User  14 A can define the content of the meeting by defining one or more agenda items  54  using agenda system  32 . Each agenda item  54  comprises a topic that is scheduled to be discussed during the meeting. For example,  FIG. 3  shows an illustrative interface  70  for defining, editing, and/or displaying an agenda for a meeting. As shown, interface  70  can include an attribute area  72  that displays various attributes defined and stored in meeting attributes  52 . Further, interface  70  is shown including an agenda item area  74  for defining, editing, and/or viewing agenda item  54 , an agenda list area  76  that displays the set (zero or more) of agenda items  54  currently defined for meeting document  50 , and/or a proposed agenda item area  78  for displaying a set of proposed agenda items as discussed further below. As shown, each agenda item  54  can be assigned a descriptive title and a proposed duration of discussion during the meeting.  
      Returning to  FIGS. 1 and 2 , participant system  34  can be used to obtain a set of participants  62  for the meeting and hierarchically link the set of participants  62  to meeting attributes  52 . Set of participants  62  can include, for example, all users  14 A-C that are invited to attend all or a portion (e.g., one or more agenda items  54 ) of the meeting. By including set of participants  62  in meeting document  50 , privileges for all or portions of meeting document  50  can be regulated. As used herein, the term “privileges” means the set of operations that a user  14 A-C is allowed to perform. Illustrative operations include reading (viewing) all or some of meeting document  50 , adding new nodes to meeting document  50 , modifying and/or deleting a node in meeting document  50 , etc. For example, any user  14 A-C not included as a participant  62  can be prevented from viewing meeting document  50 , while users  14 A-C in set of participants  62  can be provided read access to meeting document  50 . Further, when a user  14 A-C is invited to participate in a limited amount of the meeting, access granted to the user  14 A-C can be limited to those agenda item(s)  54  in which user  14 A-C can participate.  
      Additional privileges to modify meeting document  50  can also be managed based on participants  62 . For example, a node can be assigned one or more “owners.” As indicated in meeting attributes  52 , user  14 A can comprise the owner of meeting document  50 . As the owner, user  14 A can be allowed to create, modify, and delete nodes in meeting document  50 . Further, user  14 A can assign an alternative owner to one or more nodes. For example, user  14 B could be a participant  62  that is responsible for agenda item  54 , and therefore is assigned its owner. In this case, user  14 B could have the ability to edit some or all of agenda item  54 , but not delete agenda item  54  or edit other agenda items  54 .  
      Participants  62  could also be given limited privileges to modify meeting document  50  without being an owner. For example, meeting document  50  can include a set of proposed agenda items  64 . As shown in  FIG. 3 , for example, a participant  62  ( FIG. 2 ) could use interface  70  to obtain read only access to agenda items  54  ( FIG. 2 ), and to create and submit a proposed agenda item  64  ( FIG. 2 ) that can be included in meeting document  50  ( FIG. 2 ) and displayed in proposed agenda item area  78 . Subsequently, the owner of the meeting, user  14 A ( FIG. 1 ), can decide whether a proposed agenda item  64  is included as an agenda item  54 .  
      The owner of the meeting can notify all participants  62  of the meeting using participant system  34 . In one embodiment, the owner, e.g., user  14 A, can use participant system  34  to request that all participants  62  be notified of the meeting agenda. As shown in  FIG. 4 , participants  62  can be notified of the meeting and meeting agenda using an electronic message  80 . Electronic message  80  can include a purpose of the meeting, a listing of each agenda item  54  ( FIG. 2 ), an estimated time (e.g., limit), details on how to join the meeting, etc. Electronic message  80  could also include a link to meeting document  50  ( FIG. 2 ) to allow a participant  62  to readily obtain additional information about the meeting. When requested by user  14 A, electronic message  80  can be generated by agenda system  32  and provided to participant system  34 , which can send electronic message  80  to each participant  62 .  
      Returning to  FIGS. 1 and 2 , as previously noted, a participant  62  (e.g., users  14 A-C) could desire additional information about an agenda item  54 . To this extent, agenda item  54  can also include one or more hierarchically linked (e.g., attached) nodes. For example, agenda item  54  could include one or more hierarchically linked documents  56 . Each document  56  can comprise, for example, a report that is being developed by user  14 B and is scheduled for discussion during the meeting. Further, document  56  could comprise data that provides background information or a context for agenda item  54 , another agenda item  54  from a previous meeting that includes information from a previous discussion for the same subject matter, or the like.  
      Once the meeting is to be held, meeting system  30  can include various systems for conducting the meeting using meeting document  50 . For example, display system  36  can be used to display meeting document  50  to each user  14 A-C participating in the meeting. In one embodiment, each user  14 A-C joins the meeting by, for example, accessing a private network page (e.g., a web site) using a computer  12 A-C. The network page can require each user  14 A-C to provide identification (e.g., user name) and/or a passcode in order to join the meeting. The information provided can be checked against set of participants  62  and/or meeting attributes  52  to ensure that the information is valid. Once validated, user  14 A-C can be shown as present in the meeting and meeting document  50  can be displayed to user  14 A-C using the corresponding computer  12 A-C. It may be desired that multiple users  14 A-C located at a single location share a single computer  12 A-C. As a result, participant system  34  can further obtain a location for each participant  62 , and allow one or more additional users  14 A-C to be specified as present after one user  14 A-C has successfully joined the meeting from the location (e.g., using a computer  12 A-C).  
       FIG. 5  shows an illustrative interface  82  for displaying meeting document  50  ( FIG. 2 ). As shown, interface  82  can include an agenda item area  84  that lists agenda items  54  ( FIG. 2 ) for the meeting and highlights an active agenda item. Further, interface  82  is shown including a participants area  86  that displays all participants  62  ( FIG. 2 ), an indication as to whether each participant  62  is present or not (e.g., a check box), and a location from which each participant  62  is to attend the meeting.  
      Returning to  FIGS. 1 and 2 , display system  36  can limit control of the meeting to the meeting owner, e.g., user  14 A. To this extent, display system  36  can only accept commands to commence the meeting, move to a new agenda item  54 , etc. from the location at which user  14 A is located (e.g., computer  12 A). Further, user  14 A could yield control of the meeting to another user  14 B-C, and that user can subsequently be allowed to control the meeting from his/her location (e.g., computer  12 B-C). In any event, once the meeting is started or a new agenda item  54  is selected, display system  36  can update interface  82  ( FIG. 5 ) at each location to reflect the current status of the meeting.  
      During the discussion of an agenda item  54 , one or more tools  60  could be used. As a result, agenda item  54  can include one or more tools  60  that are hierarchically linked. Tools  60  can comprise any type of program/system that supports functionality that may be desired before and/or during a meeting. Common tools include a brainstorming tool for allowing participants  62  to enter thoughts and/or suggestions regarding a particular agenda item  54 , an outlining tool for placing a list of items (e.g., suggestions) into an outline, a diagram tool for diagramming information, a voting tool for voting on a particular agenda item  54  and/or action, and the like. For example, as part of the discussion for agenda item  54 , participants  62  could be required to come to a decision as to which of several alternative options to pursue. In this case, a voting tool  60  can be hierarchically linked to agenda item  54  and invoked by the meeting owner  14 A. Display system  36  can display voting tool  60  at each location to allow each participant  62  to select one of the options.  
      As noted previously, one or more participants  62  could be located at a single location, and be sharing a single computer  12 A-C. As a result, display system  36  can adjust an interface displayed for tool  60  based on the number of participants  62  at the location. For example, FIGS.  6 A-B show alternative interfaces  90 A-B for a voting tool  60 . As shown, interface  90 A shown in  FIG. 6A  allows one vote to be cast using radio buttons, while interface  90 B shown in  FIG. 6B  allows a number to be entered next to each selection, thereby allowing multiple votes to be cast. Alternatively, tool  60  could comprise a tool for implementing a “round robin” discussion whereby each participant  62  is given an opportunity to provide input once before any participant  62  provides input a second time. In this case, each location can be allowed to provide sufficient input for each participant  62  at the location. In any event, display system  36  can ensure that the total of all numbers entered is equal to or less than the number of participants  62  at a particular location. To this extent, a status (e.g., present or absent) of each participant  62  can be determined for each location, and the interface can further be adjusted based on the status of each participant  62 .  
      Still further, as shown in  FIG. 2 , agenda item  54  could include one or more hierarchically linked action items  58  that are to be completed. An action item  58  could be added before or during a meeting by a user  14 A-C, and require completion before, during, or after the meeting. For example, action item  58  could comprise a vote that is to be performed before the meeting takes place. In this case, a voting tool  60  can be hierarchically linked to action item  58 , and each participant  62  can be allowed to invoke the voting tool  60  to vote on the action item  58  before the meeting takes place. Alternatively, an action item  58  could be added during the meeting. For example,  FIG. 7  shows an illustrative interface  92  for adding an action item  58  during the meeting. As shown, during the discussion of the second agenda item (e.g., “Functional Spec decision”), it may be determined that a new specification template needs to be prepared. As a result, the owner of the meeting can create a new action item  58  using interface  92 . Further, the new action item  58  can be assigned to one or more participants  62  (e.g., “Toni Smith”) for completion.  
      In  FIG. 1 , meeting system  30  is also shown including a minutes system  38 . Minutes system  38  can generate a minutes document  66  shown in  FIG. 2  for the meeting using meeting document  50 . In particular, each time display system  36  detects an event, an entry can be added to minutes document  66 . An event can comprise any action performed during the meeting, e.g., a new agenda item  54  is selected, a tool  60  is invoked, a new action item  58  is added, etc. Further, an event can be detected by participant system  34 , such as when a participant  62  joins/leaves the meeting. In any case, when an event is detected, a timestamp for the event can be obtained. The event identification and timestamp can be stored in minutes document  66 . Once the meeting has concluded, minutes document  66  can be accessed to obtain data about the meeting.  
      As with the other nodes in meeting document  50 , minutes document  66  can also include one or more hierarchically linked nodes. For example, a node corresponding to an event can be linked to minutes document  66 . Additionally, informal comments or the like could be linked to minutes document  66 . Still further, minutes document  66  is shown having a hierarchically linked meeting log  68 . Log system  40  ( FIG. 1 ) can generate meeting log  68  during the meeting. Meeting log  68  can comprise a streaming log (e.g., audio, video, text) that was recorded during the meeting. Meeting log  68  can be indexed using the timestamp generated by each event. For example, an event may be detected when a new agenda item  54  is selected and a timestamp can be obtained for the event. Further, the meeting log can be analyzed to determine the size of data/amount of time that has been recorded to that point. This location can be indexed, and the index can be stored in meeting document  50 .  
      After the meeting concludes, meeting system  30  can store meeting document  50  in, for example, storage unit  28 . Further, participant system  34  can send, via an electronic message or the like, a link to the stored meeting document  50  and/or a portion of the stored meeting document  50  (e.g., minutes document  66 ). Still further, additional users  14 A-C that may be interested in the meeting document  50  can be notified. For example, meeting document  50  could include one or more users  14 A-C that have an interest in the outcome of some or all of the meeting, but are not invited to the meeting (e.g., stakeholders). These users could be hierarchically linked in a manner similar to participants  62 . Upon completion of the meeting, the stakeholders could be informed of the location of meeting document  50 . In either case, meeting document  50  can be used for individual reference by users  14 A-C and/or stored for organizational memory.  
      To this extent, meeting document  50  includes information on the meeting that can be efficiently searched. For example, a participant  62  could search for all action items  58  that have been assigned to him/her, a stakeholder can search for all agenda items  54  on a particular topic, etc. Further, the search results can be limited based on the privileges of the searching user  14 A-C. Still further, a user  14 A-C can perform knowledge management using a set of meeting documents  50 . For example, user  14 A-C could determine a user  14 A-C that is an expert for a particular topic, a work group that has addressed a particular problem, etc. While various illustrative searches have been discussed, it is understood that numerous types of searched can be conducted.  
      It is understood that the present invention can be realized in hardware, software, or a combination of hardware and software. Any kind of computer/server system(s)- or other apparatus adapted for carrying out the methods described herein—is suited. A typical combination of hardware and software could be a general-purpose computer system with a computer program that, when loaded and executed, carries out the respective methods described herein. Alternatively, a specific use computer (e.g., a finite state machine), containing specialized hardware for carrying out one or more of the functional tasks of the invention, could be utilized. The present invention can also be embedded in a computer program product, which comprises all the respective features enabling the implementation of the methods described herein, and which—when loaded in a computer system—is able to carry out these methods. Computer program, software program, program, or software, in the present context mean any expression, in any language, code or notation, of a set of instructions intended to cause a system having an information processing capability to perform a particular function either directly or after either or both of the following: (a) conversion to another language, code or notation; and/or (b) reproduction in a different material form.  
      The foregoing description of various aspects of the invention has been presented for purposes of illustration and description. It is not intended to be exhaustive or to limit the invention to the precise form disclosed, and obviously, many modifications and variations are possible. Such modifications and variations that may be apparent to a person skilled in the art are intended to be included within the scope of the invention as defined by the accompanying claims.