GB2406669A - Meeting facilitator using virtual character - Google Patents
Meeting facilitator using virtual character Download PDFInfo
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- GB2406669A GB2406669A GB0413680A GB0413680A GB2406669A GB 2406669 A GB2406669 A GB 2406669A GB 0413680 A GB0413680 A GB 0413680A GB 0413680 A GB0413680 A GB 0413680A GB 2406669 A GB2406669 A GB 2406669A
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- facilitator
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- G—PHYSICS
- G06—COMPUTING; CALCULATING OR COUNTING
- G06Q—INFORMATION AND COMMUNICATION TECHNOLOGY [ICT] SPECIALLY ADAPTED FOR ADMINISTRATIVE, COMMERCIAL, FINANCIAL, MANAGERIAL OR SUPERVISORY PURPOSES; SYSTEMS OR METHODS SPECIALLY ADAPTED FOR ADMINISTRATIVE, COMMERCIAL, FINANCIAL, MANAGERIAL OR SUPERVISORY PURPOSES, NOT OTHERWISE PROVIDED FOR
- G06Q10/00—Administration; Management
- G06Q10/10—Office automation; Time management
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- Tourism & Hospitality (AREA)
- Physics & Mathematics (AREA)
- General Business, Economics & Management (AREA)
- General Physics & Mathematics (AREA)
- Theoretical Computer Science (AREA)
- Management, Administration, Business Operations System, And Electronic Commerce (AREA)
Abstract
A computerised system for managing a business meeting or workshop comprises a virtual character acting as a facilitator. The facilitator leads the participants through a series of processes using verbal and visual instruction. Input devices allow the participants to input information and make use of non verbal signalling, the input information being tagged for future recall. The system has a timing component for timing each process.
Description
Meeting Facilitator
Description
Background
This invention is targeted at improving the effectiveness of business meetings. This description covers both elements of this invention as follows: 1/ automated business process for the purpose of improving meeting effectiveness 2/ an application to guide participants thorough an effective meeting.
Meetings are an essential part of business as they generate great ideas, solve problems, and create solutions. Most are just too lengthy, poorly managed or somehow fail to overcome the barriers that prevent meeting effectiveness. The challenge therefore is to find a way to systematically improve the management of meetings and workshops.
The Meeting Facilitator is a new concept in meeting and workshop management that can dramatically change meeting effectiveness and maximize the potential for human communication in the workplace.
The problem A survey conducted by 3M Corporation shows that among top executives eighty percent of their working day is devoted solely to meetings, participants indicated that twenty-five to fifty percent of that time is wasted.
The U.S. Bureau of Labour Statistics estimates the annual loss to business from unnecessary meetings at $37 billion dollars.
Because in company meetings are so notoriously inefficient the opportunity for improvement is massive. Simply following some basic rules and procedures in a meeting can make a huge deference to the effectiveness and cost of a meeting.
The cost of a meeting can be calculated by following the basic formula below: The total average salary of each individual Multiply by 2 for overheads etc Divide by 200 man/days/year Divide by 7 hours/day Multiple by number of hours the meeting lasted Multiply by the number of attendees Total estimated cost of the meeting Following this formula a two hour meeting of eight mid level managers on an average salary of 35K/anum we can estimate a meeting cost of 800. If the meeting overruns by one hour this cost rises to 1200. This formula does not include the cost to the business of the loss of potential earnings of each meeting participant while in the meeting. - 2
The Concept The Meeting Facilitator is an automated process and interactive computer generated Virtual Facilitator designed to manage the meeting using business logic following the latest thinking in meeting and workshop management, time management, creative process, creative problem solving, project management, action plan generation and persuasive language.
The Meeting Facilitator is an automated virtual process designed to provide the essential process and control for a meeting in order to allow participants to become fully involved in the content The virtual facilitator is a computer generated character and is displayed on a computer monitor or projected on the wall using a data projector. The facilitator's voice will be projected through PC speakers or through additional amplification equipment.
The meeting participants will control the facilitator through a computer based interface using a keyboard and mouse.
A clear and commonly held meeting purpose is essential. Almost any other meeting failure can be overcome by good meeting process and facilitation but if the meeting has no clear purpose it is certain to fail. The meeting facilitator will reinforce this fact through the e-mentor training, meeting setup and throughout the meeting.
The purpose for the meeting will be: Spoken by the facilitator at the start and end of the meeting Displayed at all times on the facilitator screen Introduced by the meeting chair/owner Explored through the meeting participation module The second key element of effective meetings is an awareness of time. This will be reinforced continually visually and audibly as follows.
Agenda item time display (clock & countdown bar format) Main Screen Clock & countdown bar (meeting duration countdown) Dynamic format Reallocate time at start if meeting starts late Reallocate time if over-run or under-run any agenda item This application will use persuasive non obtrusive language patterns. All scripts will include hypnotic language patterns imbedded commands and voice intonation patterns for ease of meeting guidance. - 3
Key Element of Meeting Facilitator Process The meeting Facilitator is a Virtual Computer Generated Character following the underlying business logic for facilitating an effective meeting.
The Meeting Facilitator will be installed on a computer ( or connected to via the internet) connected to a data projector and speakers.
The virtual meeting facilitator will be projected onto a screen and will communicate by voice using a Text to Speech engine.
A keyboard and mouse will be available for text input. Individual wireless devices will be available for each participant for the purpose of anonymous non verbal signals to the group.
The process will guide the meeting organizer through the planning process. The general setup infommation to be input as follows. (This can either be input through the keyboard or can be loaded from a pre-configured file.
Meeting Owner Meeting Purpose Agenda Items Agenda Item owners Time Allocation for each agenda item Meeting Duration Meeting Date and Time Meeting Location Number of participants Name of Participants + small addresses Number and frequency of scheduled breaks The meeting participants will have the option to watch an introduction to the 'meeting facilitator', delivered by a virtual e-reaming mentor, if required.
The Meeting Facilitator will then take the role of facilitator for the meeting and will follow the underlying business logic to lead the participants through a series of processes using verbal and visual instruction.
The Meeting Facilitator will provide instruction and timing for each stage of the meetinglworkshop and will and provide visual and auditory signals for time out.
The participants will type minutes and action plans into pre defined templates throughout the meeting/workshop. This infommation will be stored and tagged so that it can be printed or called up and used again.
The minutes or action plans will be generated from the input information and will be available for distribution at the close of the meeting.
Meeting Facilitator- essential features The meeting Facilitator is a Virtual Computer Generated Character following the underlying business logic for facilitating an effective meeting.
The 'meeting facilitator' is a software application, internet application, machine or automated process that is designed to provide all the benefits of a human facilitator for the purpose of improving meeting effectiveness without the side effects or downside of a person performing this role.
The 'meeting facilitator' will systematically lead the meeting/workshop participants through a series of steps in a predefined process. At each stage of the process the meeting facilitator' will provide accurate, clear easy to follow and conclusive instruction for the participants to follow.
The process will guide the meeting organizer through the planning process. The general setup information to be input as follows. (This can either be input through the keyboard or can be Waded from a pre-configured file.
Meeting Owner Meeting Purpose Agenda Items Agenda Item owners Time Allocation for each agenda item Meeting Duration Meeting Date and Time Meeting Location Number of participants Name of Participants + email addresses Number and frequency of scheduled breaks The 'meeting facilitator' will take the role of facilitator for a meeting/workshop and will lead the participants through a series of processes using verbal and visual instruction.
The 'meeting facilitator' will make use of world class creativity, innovation, NLP, meeting management process and project management process.
The 'meeting facilitator' will have input devices that will allow the participants of the meeting to input information and to make use of non verbal signaling to the group at large. - 5
The 'meeting facilitator' will drive a meeting/workshop so that people can employ creativity using pre defined creative process.
The 'meeting facilitator' will provide timing for each process and will measure time and provide visual and auditory signals for time out.
The 'meeting facilitator' will provide a means for participants to input results and findings.
The input information will be stored and tagged so that they may be called up and used again. - 6
The features of the 'meeting facilitator' will include the following: The meeting Facilitator is a Virtual Computer Generated Character following the underlying business logic for facilitating an effective meeting.
The meeting facilitator will be available via the internet or on a CD/DVD Input will be provided through a keyboard, mouse and/or microphone Visual output can be displayed on a PC screen Visual output can be displayed on a data projector Each participant may have an input device for dynamic fommat (non verbal signals) It will progressively take input information from one stage of the process to the next It may have the option of using music to enhance visualizations or to create a relaxing atmosphere It will use creative process from Or Win Wenger (licensed) these may include: free noting, wind tunnel and dynamic fommat It will use process developed by Mark Faulkner It will use process derived from NLP It will be possible to use across intranet, intemet and video conferencing A workflow process will allow infommation input at one stage in the process to be used or built upon in other parts of the process.
Meeting Facilitator- example Purchase and Setup The product will be purchased (in meeting packs) and delivered over the intemet.
The user will follow a series of steps designed to increase meeting effectiveness right from step one.
The Meeting Facilitator will be installed on a computer connected to the internet a data projector and speakers. A keyboard and mouse will be available for application control and text input.
Training A short e-mentor training (delivered by the virtual facilitator) video will be available. This will cover the key aspects of effective meetings and will also act as a guide to using the meeting facilitator application.
Planning Once a meeting pack has been purchased the user will be guided through the meeting planning process. This will include completing a dynamic fomm with infommation such as Meeting Purpose Agenda Items Time Allocation for each agenda item Meeting Duration Meeting Date and Time Meeting Location Number of participants Name of Participants + email addresses Number and frequency of scheduled breaks The Duration minutes field is calculated dynamically to take into account the choice of a range of facilitator components.
A choice of optional facilitator components will be available and can be selected /deselected using tick boxes.
e-mentor training
Introduction
Dynamic Fommat Rules Meeting Purpose Participation Agenda Item Participation - 8 Meeting Close Participation Action planning Breaks Meeting Information Distribution Meeting information will populate a meeting file template for distribution to meeting participants using either the users internal mail and scheduling system (Outlook/Notes etc..) or by emailing directly from the meeting facilitator web site.
Users will have the ability to edit the agenda before the meeting start if required.
Meeting Facilitation Introduction
Once the meeting has been setup and the participants are in place the live facilitation of the meeting will commence. The Meeting Facilitator will now take the role of facilitator for the meeting/workshop and will follow the underlying business logic and setup choices to lead the participants through a series of processes using verbal and visual instruction.
Screen Layout Meeting Purpose: Agenda Item Time Time Allocated Remaining Virtual Character Meeting clock count down Action Buttons Pause | Stop | Play | Skip | Vdurne | Reallocate | Edit | Problem I Print I Training l I I | | Time | Agenda | Saving | l - 9 - Screen Style The style of the screen layout should be clear, user friendly and functional, follow standard windows or intemet convention and have a modem or futuristic look and feel.
Some examples from WMP are included below.
Introduction (script)
In the first instance the facilitator will introduce itself, the screen layout and basic application controls.
The meeting purpose, agenda and overall time allocation will then be announced
Dynamic Format Introduction
Dynamic Fommat is a set of non-verbal signals to improve meeting effectiveness by unobtrusively managing the following elements of communication flow.
Time out Group focus Individual focus The facilitator will introduce this concept as ground rules for the meeting. Time
Group focus Individual focus Participation Components These components will encourage participation from all and ensure that the meeting purpose, individual agenda items and meeting outcomes are clear.
Participation will be encouraged during the meeting in three Meeting purpose Each person will frame the outcome in their own words. Participants will be asked to complete the following sentence in 30 seconds..
By the end of the meeting I want us to have.......
2 min introduction by meeting owner/coordinator/chair 30s input from each participant - 10 Agenda Item purpose The agenda item ownerwill introduce the subject and then each person will have 30s to voice their understanding of the item to be discussed. Participants will be asked to complete the following sentence in 15s.
My understanding of what we want to achieve here is.....
2 min introduction by item owner
30s input from each participant Meeting Close This will focus attention on the meeting outcome and allow each person to describe their understanding of the outcome. Participants will be asked to complete the following sentence in 30s.
For me the main outcomes from our meeting are.....
2 min summary by meeting owner/coordinator/chair
30s summary of the key meeting outcome from their point of view.
The purpose of individual agenda items will be summarised by Agenda Item owners and explored through the meeting participation module Meeting Facilitator (main loop) The core of the application will be a cyclical loop of the facilitator guiding the meeting participants through a loop until all agenda items have been discussed and action planning has been completed.
Introduce agenda item and time allocated Invoke agenda item participation component Time for discussion Dynamic Fommat signals for time out Invoke action planning screen Introduce next agenda item and time allocated......
Character Functionality The character will use persuasive non obtrusive language pattems. This will require a high degree of control over the text to speech agent. In particular the voice volume, pace and pitch will be programmed.
The character will also make use of several hand signals and body postures. These will include Dynamic Format signals, and positions for the following presentation stances. - 11
Leveller Symmetrical physiology, moving hands, palms down, in a downward movement and spreading Placater Symmetrical open physiology, palms up, moving in an upward direction Blamer Asymmetrical: leaning forward, and pointing the finger Computer Asymmetrical: hand on chin or arms folded, thinker pose, academic lecture stance Distracter Asymmetrical physiology: angular, dispirited and incongruent - 1 2 Creative Business Facilitator A New Concept in Meetng and V\brkshop Management Meeting Facilitator Workflow = FaaOtatror announces Log onto website Agenda item and bme _ _ aBorated 1._ _.
iew, e-mentor\ , :-mel 1 Farhcipa on Component . training training -Agenda Item Furpose :,' _ _ _ = - _ Allocated bme counted down on | Purchase meetng pack _ screen cbck | or prr ede meedug key _ Chime for 5 min remaining - (achon Complete mretng | planning prompt) configurabrJn screen - | _ generate meetng hb | .( disciusson\ _ _ _ < complete ?/: Realloriate Time Email meetng fike to \ / Module attendees or dowabad r for distribution _ _ Chime for 30s _ _ _ ___ _ remaining ( Start mr ebng)| Manual edit mr etng |rconhgurabon srireen ' ' --I I _ _ Achon plan nput screen I -- I -- -- I I displayed - ype in agnsed duabon Scupt: _ I I lactons : . ,-t., I - all agenda ite. _/eetng bod I I Dynamic Fomat I I - . compbte '> bop / L:uclion ' __/ 1 _ I IActon planning 1 1 Facilitator present screen displays durabon and hme 1 | complete acton | J Edd achon pJ: allocated to each agenda | item 1 l | | Pnnt/email action n _ L 1 olan5 I J pabon Component | 9 purpose |Participabon Component | --: I-Meetng Cbse _] / Start mredag \\ y10Op J Meetng Cbse \) .. __. , - 13
Claims (13)
1. The Meeting Facilitator is an automated process and interactive computer generated Virtual Facilitator designed to manage the meeting using business logic following the latest thinking in meeting and workshop management, time management, creative process, creative problem solving, project management, action plan generation and persuasive language.
2. The 'meeting facilitator' will take the role of facilitator for a meeting/workshop or meeting and will lead the participants through a series of processes using verbal and visual instruction.
3. The 'meeting facilitator' will make use of world class creativity, innovation, NLP, and project management process and procedures in an automated fashion.
4. The 'meeting facilitator' will have input devices that will allow the participants of the meeting/workshop to input infommation and to make use of non verbal signaling to the group at large.
5. The 'meeting facilitator' will drive a meeting/workshop so that people can be creative in business with the efficiency, reliability and repeatability of a machine.
6. The 'meeting facilitator' will systematically lead the meeting/workshop participants through a series of steps in a predefined process. At each stage of the process the 'meeting facilitator' will provide accurate, clear easy to follow and conclusive instruction for the participants to follow.
7. The 'meeting facilitator' will provide a means for participants to input minutes and actions. The input information will be stored and tagged so that they may be called up and used again.
8. The process will include a dynamic form for the purpose of meeting planning.
This will include information such as:Meeting purpose, agenda hems, time allocation for each agenda item, meeting duration, meeting date and time, meeting location, number of participants, name of participants, participant small addresses, number and frequency of scheduled breaks.
9. The process will profide a file to use for the distribution of meeting information
10.The screen will display the facilitator, control, meeting purpose, agenda items and time.
11. Dynamic format components will be used to increase meeting effectiveness through non verbal communication. - 14
12. Participation components will be used to encourage participation from all and ensure that the meeting purpose, individual agenda items and meeting outcomes are clear.
13. It will be possible to dynamically reallocate time and edit agenda items throughout the meeting if required.
Applications Claiming Priority (1)
| Application Number | Priority Date | Filing Date | Title |
|---|---|---|---|
| GB0323316A GB0323316D0 (en) | 2003-10-02 | 2003-10-02 | Creative business facilitator |
Publications (2)
| Publication Number | Publication Date |
|---|---|
| GB0413680D0 GB0413680D0 (en) | 2004-07-21 |
| GB2406669A true GB2406669A (en) | 2005-04-06 |
Family
ID=29415567
Family Applications (2)
| Application Number | Title | Priority Date | Filing Date |
|---|---|---|---|
| GB0323316A Ceased GB0323316D0 (en) | 2003-10-02 | 2003-10-02 | Creative business facilitator |
| GB0413680A Withdrawn GB2406669A (en) | 2003-10-02 | 2004-06-18 | Meeting facilitator using virtual character |
Family Applications Before (1)
| Application Number | Title | Priority Date | Filing Date |
|---|---|---|---|
| GB0323316A Ceased GB0323316D0 (en) | 2003-10-02 | 2003-10-02 | Creative business facilitator |
Country Status (1)
| Country | Link |
|---|---|
| GB (2) | GB0323316D0 (en) |
Cited By (1)
| Publication number | Priority date | Publication date | Assignee | Title |
|---|---|---|---|---|
| CN105938491A (en) * | 2016-04-14 | 2016-09-14 | 北京思特奇信息技术股份有限公司 | Signalling-based crowd segmentation system and method |
Citations (3)
| Publication number | Priority date | Publication date | Assignee | Title |
|---|---|---|---|---|
| US5491743A (en) * | 1994-05-24 | 1996-02-13 | International Business Machines Corporation | Virtual conference system and terminal apparatus therefor |
| WO2000004478A2 (en) * | 1998-07-17 | 2000-01-27 | The Franklin Institute | A system containing a multi-user virtual learning environment |
| US20030028498A1 (en) * | 2001-06-07 | 2003-02-06 | Barbara Hayes-Roth | Customizable expert agent |
-
2003
- 2003-10-02 GB GB0323316A patent/GB0323316D0/en not_active Ceased
-
2004
- 2004-06-18 GB GB0413680A patent/GB2406669A/en not_active Withdrawn
Patent Citations (3)
| Publication number | Priority date | Publication date | Assignee | Title |
|---|---|---|---|---|
| US5491743A (en) * | 1994-05-24 | 1996-02-13 | International Business Machines Corporation | Virtual conference system and terminal apparatus therefor |
| WO2000004478A2 (en) * | 1998-07-17 | 2000-01-27 | The Franklin Institute | A system containing a multi-user virtual learning environment |
| US20030028498A1 (en) * | 2001-06-07 | 2003-02-06 | Barbara Hayes-Roth | Customizable expert agent |
Cited By (1)
| Publication number | Priority date | Publication date | Assignee | Title |
|---|---|---|---|---|
| CN105938491A (en) * | 2016-04-14 | 2016-09-14 | 北京思特奇信息技术股份有限公司 | Signalling-based crowd segmentation system and method |
Also Published As
| Publication number | Publication date |
|---|---|
| GB0413680D0 (en) | 2004-07-21 |
| GB0323316D0 (en) | 2003-11-05 |
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Legal Events
| Date | Code | Title | Description |
|---|---|---|---|
| WAP | Application withdrawn, taken to be withdrawn or refused ** after publication under section 16(1) |