System and Method for Minimizing Redundant Meetings

• US 20090210351A1
• Filed: 02/15/2008
• Published: 08/20/2009
• Est. Priority Date: 02/15/2008
• Status: Abandoned Application

• Current Assignee: International Business Machines Corporation
• Original Assignee: International Business Machines Corporation
• Inventors: Garcia, Didier L., Bush, Christopher L., Nedelka, Joshua F., Rutenburg, Mark
• Application Number:
  US12/031,745
• Publication Number:
  US 20090210351A1
• Time in Patent Office: Days
• US Class Current: 705/80
• CPC Class Codes: G06Q 10/109 Time management, e.g. calendars, reminders, meetings or time accounting
• CPC Class Codes: G06Q 50/188 Electronic negotiation

Abstract

A system and method for minimizing redundant events/meetings is provided. With the system and method, when a meeting request is made, a search of meetings currently in place for the participants involved in the meeting is performed to find potential matches and patterns between them. If a potential match is found, a notification is sent to request that participants join in on a matching currently existing meeting. If that request is declined, a meeting time close to the found meeting is recommended so that preparation time is minimized for these meetings as the preparation has already been completed for the previous meeting. Not only will this maximize the amount of work time people have, it will increase the size of the community that is present within meetings. This will allow for larger collaboration between different, potentially unrelated, parties interested in the meeting topic.

Claims

1. A method, in a data processing system, for consolidating events having similar content in an electronic calendar, comprising:

receiving a request to schedule a new event in the electronic calendar, wherein the request specifies characteristics of the new event, the characteristics being representative of content of the new event;

performing a search of event characteristics to identify existing events in the electronic calendar based on the characteristics of the new event and the characteristics of the existing events;

in response to identifying at least one similar existing event, negotiating consolidation of the new event with the at least one similar existing event into a single consolidated event in the electronic calendar; and

storing the consolidated event in the electronic calendar in place of at least one of the new event and the at least one similar existing event.

2. The method of claim 1, wherein the new event is a meeting having as participants an originator of the new event and at least one invitee, and wherein performing a search of event characteristics to identify existing events is performed on electronic calendars on at least one computing device associated with each participant of the new event.

3. The method of claim 2, wherein performing a search of event characteristics to identify existing events comprises at least one of sending a request, to computing devices associated with each participant in the new event from a computing device associated with the originator of the new event request, that each of the computing devices associated with each participant perform a search of event characteristics for existing events in a local electronic calendar data structure, or sending a request to a central server computing device requesting a search, of event characteristics for existing events, in participant calendar data structures maintained by the server computing device.

4. The method of claim 1, wherein performing a search of event characteristics to identify existing events in the electronic calendar based on the characteristics of the new event and the characteristics of the existing events comprises:

identifying a first candidate set of existing events having a category characteristic matching a category characteristic of the new event; and

identifying a second candidate set of existing events from the first candidate set, the second candidate set of existing events having one or more tag characteristics matching one or more tag characteristics of the new event.

5. The method of claim 4, wherein performing a search of event characteristics to identify existing events in the electronic calendar based on the characteristics of the new event and the characteristics of the existing events further comprises:

calculating a score for each of the existing events in the second candidate set of existing events based on a degree of matching for the one or more tag characteristics of the existing events to the one or more tag characteristics of the new event; and

identifying a highest scoring existing event as an existing event in the second candidate set having a highest score, wherein negotiating consolidation of the new event with the at least one similar existing event into a single consolidated event in the electronic calendar is performed with regard to the identified highest scoring existing event.

6. The method of claim 1, wherein negotiating consolidation of the new event with the at least one similar existing event into a single consolidated event in the electronic calendar comprises:

providing an output to a user via a user interface, the output identifying the at least one similar existing event;

providing an output to the user via the user interface identifying one or more selectable options for selecting a process for performing the negotiation of consolidation of the new event with the at least one similar existing event;

receiving a user selection of an option in the one or more selectable options; and

performing the negotiation of the consolidation of the new event with the at least one similar existing event in accordance with the user selected option.

7. The method of claim 1, wherein negotiating consolidation of the new event with the at least one similar existing event into a single consolidated event in the electronic calendar comprises:

sending a request to an originator of the at least one similar existing event requesting that participants in the new event be added as participants in the at least one similar existing event;

receiving a response from the originator of the at least one similar existing event; and

updating the characteristics of the new event to correspond with the characteristics of the at least one similar existing event if the originator of the at least one similar existing event accepts addition of the participants of the new event as participants in the at least one similar existing event.

8. The method of claim 7, wherein negotiating consolidation of the new event with the at least one similar existing event into a single consolidated event in the electronic calendar further comprises:

scheduling the new event in response to the originator of the at least one similar existing event refusing addition of the participants of the new event as participants of the at least one similar event.

9. The method of claim 8, wherein scheduling the new event further comprises:

determining a time and duration for the new event that is as close to the at least one similar existing event as possible given electronic calendar entries of the electronic calendars of the participants in the new event.

10. The method of claim 1, wherein negotiating consolidation of the new event with the at least one similar existing event into a single consolidated event in the electronic calendar further comprises:

sending one or more requests to computing devices associated with one or more participants of the at least one similar existing event requesting a change in characteristics of the at least one similar existing event based on characteristics of the new event; and

updating characteristics of at least one of the new event and the at least one similar existing event based on responses received from computing devices associated with the one or more participants.

11. A computer program product comprising a computer useable medium having a computer readable program, wherein the computer readable program, when executed on a computing device, causes the computing device to:

receive a request to schedule a new event in the electronic calendar, wherein the request specifies characteristics of the new event, the characteristics being representative of content of the new event;

perform a search of event characteristics to identify existing events in the electronic calendar based on the characteristics of the new event and the characteristics of the existing events;

in response to identifying at least one similar existing event, negotiate consolidation of the new event with the at least one similar existing event into a single consolidated event in the electronic calendar; and

store the consolidated event in the electronic calendar in place of at least one of the new event and the at least one similar existing event.

12. The computer program product of claim 11, wherein the new event is a meeting having as participants an originator of the new event and at least one invitee, and wherein performing a search of event characteristics to identify existing events is performed on electronic calendars on at least one computing device associated with each participant of the new event.

13. The computer program product of claim 12, wherein performing a search of event characteristics to identify existing events comprises at least one of sending a request, to computing devices associated with each participant in the new event from a computing device associated with the originator of the new event request, that each of the computing devices associated with each participant perform a search of event characteristics for existing events in a local electronic calendar data structure, or sending a request to a central server computing device requesting a search, of event characteristics for existing events, in participant calendar data structures maintained by the server computing device.

14. The computer program product of claim 11, wherein performing a search of event characteristics to identify existing events in the electronic calendar based on the characteristics of the new event and the characteristics of the existing events comprises:

identifying a first candidate set of existing events having a category characteristic matching a category characteristic of the new event; and

identifying a second candidate set of existing events from the first candidate set, the second candidate set of existing events having one or more tag characteristics matching one or more tag characteristics of the new event.

15. The computer program product of claim 14, wherein performing a search of event characteristics to identify existing events in the electronic calendar based on the characteristics of the new event and the characteristics of the existing events further comprises:

calculating a score for each of the existing events in the second candidate set of existing events based on a degree of matching for the one or more tag characteristics of the existing events to the one or more tag characteristics of the new event; and

identifying a highest scoring existing event as an existing event in the second candidate set having a highest score, wherein negotiating consolidation of the new event with the at least one similar existing event into a single consolidated event in the electronic calendar is performed with regard to the identified highest scoring existing event.

16. The computer program product of claim 11, wherein negotiating consolidation of the new event with the at least one similar existing event into a single consolidated event in the electronic calendar comprises:

providing an output to a user via a user interface, the output identifying the at least one similar existing event;

providing an output to the user via the user interface identifying one or more selectable options for selecting a process for performing the negotiation of consolidation of the new event with the at least one similar existing event;

receiving a user selection of an option in the one or more selectable options; and

performing the negotiation of the consolidation of the new event with the at least one similar existing event in accordance with the user selected option.

17. The computer program product of claim 11, wherein negotiating consolidation of the new event with the at least one similar existing event into a single consolidated event in the electronic calendar comprises:

sending a request to an originator of the at least one similar existing event requesting that participants in the new event be added as participants in the at least one similar existing event;

receiving a response from the originator of the at least one similar existing event; and

updating the characteristics of the new event to correspond with the characteristics of the at least one similar existing event if the originator of the at least one similar existing event accepts addition of the participants of the new event as participants in the at least one similar existing event.

18. The computer program product of claim 17, wherein negotiating consolidation of the new event with the at least one similar existing event into a single consolidated event in the electronic calendar further comprises:

scheduling the new event in response to the originator of the at least one similar existing event refusing addition of the participants of the new event as participants of the at least one similar event, wherein scheduling the new event as if the at least one similar existing event were not found in the search comprises determining a time and duration for the new event that is as close to the at least one similar existing event as possible given electronic calendar entries of the electronic calendars of the participants in the new event.

19. The computer program product of claim 11, wherein negotiating consolidation of the new event with the at least one similar existing event into a single consolidated event in the electronic calendar further comprises:

sending one or more requests to computing devices associated with one or more participants of the at least one similar existing event requesting a change in characteristics of the at least one similar existing event based on characteristics of the new event; and

updating characteristics of at least one of the new event or the at least one similar existing event based on responses received from computing devices associated with the one or more participants.

20. A system, comprising:

a processor; and

a memory coupled to the processor, wherein the memory comprises instructions which, when executed by the processor, cause the processor to;

receive a request to schedule a new event in the electronic calendar, wherein the request specifies characteristics of the new event, the characteristics being representative of content of the new event;

perform a search of event characteristics to identify existing events in the electronic calendar based on the characteristics of the new event and the characteristics of the existing events;

in response to identifying at least one similar existing event, negotiate consolidation of the new event with the at least one similar existing event into a single consolidated event in the electronic calendar; and

store the consolidated event in the electronic calendar in place of at least one of the new event and the at least one similar existing event.