Live meeting mailing system
Abstract : With the growth of virtual organisations and multinational companies, virtual collaboration tasks are becoming more important for employees because the cost of business travels remains high. In this paper, a proposal is presented to create a virtual meeting system that can use artificial intelligent components to support participants and help to produce effective and better meeting outcomes or to save time by doing tasks in the background for users. A belief that the new age of collaborative environments should consist of intelligent features led to the development of a stable prototype V-ROOM that can be used to test how and if artificial intelligence can facilitate each meeting participant according to her/his formal meeting role and also, if it can facilitate the pre and post meeting tasks. The development is based on previous work, which involved testing the system in a classroom setting and making appropriate improvements. The results of a review and a comparison of virtual meeting systems are presented. The final development of the meeting system will be based on feedback received from professionals in various domains. The findings so far highlight that intelligent systems are needed, especially since information that individuals have to know and process, is vast. One of the main issues that needs to be overcome is that current artificial intelligence is not able to provide totally reliable information, and for this reason in some circumstances, it could hinder a meeting's effectiveness. Thus it is contended that artificial intelligence should be used only as an assisting tool. The survey results showed that meeting summarisation is one of the most important new features that should be added to virtual meeting systems.
? The Teleconference Service Provider (TSP) API is employed to allow integration with existing or new teleconference equipment of a company.
? The majority of it has involved sentence or partial sentence extraction. Statistical techniques are also used, for instance comparing the frequency of terms.
? It supports decision making, brainstorming, some roles, agenda items and a voting tool with a multi-criteria decision support tool.
? Meeting manager worked in the context of an intelligent room were sensors were used to record many aspects of the meeting.
? If presenters perceive that a participant interrupts the session or causes problems to the flow of the meeting, they can abort the participation of that individual.
? An ideal system should be capable of providing the facilitator with information relating to an agenda item, proposing experts in order to resolve a problem and doing tasks after the end of the meeting such as producing the meeting minute summarisation.
? With the advantage of finding experts for resolving a problem, the facilitator will be able to create the meeting in less time.
? The burning issue of the survey was the next question which will guide the future research and development of VROOM.
• The system’s extensibility is granted by allowing users to develop and integrate tools that they wish to use for their purposes of collaboration.
• Other research uses similar methods to provide structure and hence further automation to support virtual meetings.
• In some earlier work, roles, resources and process were appropriately proposed as the three main categories from which to build a model for groupware.
• V-ROOM makes use of agendas of timed items that are presented during the meeting with their available time, only invited participants are allowed to access the meeting space, a facilitator is in charge of moderating the meeting and a document uploading feature can be used for sharing purposes.
? Artificial intelligence systems may need to process masses of data and may have infinite performance possibilities.
? It is important to use artificial intelligence for supporting people rather than with an aim of replacing people because artificial intelligence, whilst helpful, cannot be relied on in the same way as a human brain when faced with infinite potential performance scenarios.
? Meeting Manager takes advantage of the natural structure of the meeting that many organizations practice for an efficient meeting process.
? An efficient methodology for capturing the foundation intelligence needed for a particular class of meetings would be a useful contribution to the field, leaving scope for many research and development projects.
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