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Automated Capture and Access of Virtual Meetings in TeamSpace. November 14, 2001 CNRC, Columbia University Werner Geyer, Shahrokh Daijavad, Tom Frauenhofer IBM T.J. Watson Research Heather Richter, Gregory Abowd Georgia Institute of Technology Ludwin Fuchs, Steven Poltrock - PowerPoint PPT Presentation
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Automated Capture and Access of Virtual Meetings in TeamSpace
November 14, 2001CNRC, Columbia University
Werner Geyer, Shahrokh Daijavad, Tom FrauenhoferIBM T.J. Watson Research
Heather Richter, Gregory AbowdGeorgia Institute of Technology
Ludwin Fuchs, Steven PoltrockThe Boeing Company
TeamSpace project
Tasks and work modes
Automated capture and access
TeamSpace system
Initial experiences
Agenda
Inter-Company Collaboration
TeamSpace Project
Investigate how technology can enable teams to work together effectively across time and space
Collaborative, task-oriented workspace system to support inter-company distributed teams (“Team Portal”)
Management of shared work processes and artifacts in a project
Synchronous and asynchronous team interaction
Support virtual meetings as a crucial team activity
Security infrastructures prevent collaboration: - No collaboration without communication
Different places, different companies, different cultures, different work processes: - Design implications
Work filled with rich discussions whose details are difficult to document: - Ubiquitous capture is an opportunity!
Problems and Opportunities
Boeing Studies
Team members spend the majority of their time with articulation work
Team members frequently shift between different work modes and perform different tasks
Individual mode
Meeting mode
Social mode
Work Modes
Work Modes and Tasks
Email Awareness
Conversation
Document
ReviewdocumentRevise
document
SynchronousAsynchronous
Individual: Receive email
Social: Hallway discussion
Individual:Write document sections
Meeting:Review document
Individual:Revise document
People move effortlessly from one mode to another when collocated
Fluidity
Motivation for Capture and Access
Work filled with rich discussions whose details are difficult to document and later access
Virtual meetings are a crucial communication and coordination activity of teams
Ubiquitous capture and access technologies could provide inexpensive capture of these discussions (archiving)
After a decade of research in capture and access systems, we still do not understand the impact on everyday work practices
Research Questions
What is the best way to capture meetings?
How are the users going to utilize captured information?
What are the appropriate browsing and visualization mechanisms for the captured material?
How do these differ depending on the task of the user?
Getting answers ...
... involves putting a system into real use and capture a critical mass of meetings.
User group Contextknowledge
Review horizon
Type ofinformation
Participated High Short Details
Not participated High Short Details
Long-term Significant Long Details, experts, decisions
New person Very low Long High-level, finding experts, details
Historical Very low Long High-level, decisions, rationale
Integration of Capture and Access into a collaborative teamenvironment
Using articulation objects across synchronous and asynchronous types of collaboration
Creating indices based on user interaction with these articulation objects
Benefits:
Automated documentation (archiving)
Help build relevant knowledge of past team activities
Efficient browsing of meeting records
Approach
Work Modes and Tasks
Capture and Access in TeamSpace
General meeting artifacts:
Meetings, Agendas, Action Items, Presentations, People
System Components:
Web UI:Create, view, and edit any object before, during, and after a meeting
MeetingClient:Conduct and automatically record and index distributed meetings
MeetingViewer: Review captured meeting information and use significant events to play back desired portions
Meeting- and application server
List View
Detailed View
Workspace TabsWeb UI
Calendar View
Edit a Meeting
Web UI
Search Parameters
Meeting List
Web UI
Overview Panel
Toolbar
MeetingClient
Main View
MeetingClient
MeetingViewerTimelines
Event Key
Target icon
Information Panels
MeetingViewer
Location of Playback
Event
Event type& color
Show event
MeetingViewer
System Architecture
Used for weekly meetings by TeamSpace development team
since November 2000
Cross firewall communication is difficult!
We shared information using PowerPoint
We reviewed brainstorming, presentations, and action items to some extent
Still problems in awareness of what distributed members are looking at or doing
Led to redesign of MeetingClient and Web Interface – the 2nd prototype was completed early July
Initial Usage
Firewall Firewall
Internet
Firewall Firewall
InternetInternet
SOCKS ServerSametime
Server SOCKS ClientSametimeClient
SOCKS ServerSametimeServer SOCKS ClientSametimeClient
Firewall Firewall
HTTP
Firewall Firewall
HTTP
Cross-Firewall Approaches (1)
Sametime/NetMeeting HTTP Tunneling
Firewall Firewall
TeamSpace
MeetingServer
WebServer HTTPHTTP
SOCKS SOCKS
Firewall Firewall
TeamSpace
MeetingServer
MeetingServer
WebServerWeb
Server HTTPHTTP
SOCKS SOCKS
SOCKS Server
SOCKS Client
SOCKS Server
SOCKS Client
Firewall Firewall
Internet
Firewall Firewall
Internet Internet
TeamSpace
TeamSpace
Reflector
Cross-Firewall Approaches(2)
TeamSpace Future Solution
Conclusion
Meeting capture and access needs to be integrated within the larger context of work
TeamSpace is our first attempt at such an integration Using articulation objects across synchronous and asynchronous types of
collaboration
Create indices based on user interaction with these articulation objects
TeamSpace can now serve as a platform for evaluations to understand the impact of meeting capture and access
Info
http://www.research.ibm.com/teamspace/
Publications: ACM Ubicomp, IEEE WetIce, IBM RC, …