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Meeting Trainer

PURPOSE AND SCOPE

The primary purpose behind is to design an application that takes a pipeline approach to include the elements that affect the quality of a meeting including the evaluation.

Meeting trainer application that will be useful to increase meeting quality by using the agenda management, meeting time, meeting facilities and shared feedback (based on research) of formal meeting participant/s which can be either fellow worker, workmate, teammate, co-worker, associate, partner, co-partner, collaborator, ally, comrade or companion.

The application prototype has been created for use on mobile devices with an iOS platform, essentially all of the ‘X’ series of iPhone with at lest OS 12.0.

The user interface will be intuitive and simple to navigate, with 95% of new users being able to use the application without referencing the user manual. A user guide and system administration will be discussed later in this document.

PROJECT ABSTRACT

Meeting Trainer App, initiated from the exploration of existing literature along the core purpose to increase meeting quality by keeping in contrast the agenda management, meeting time, meeting facilities and shared feedback.

The second step was to analyse the concept and finalise the requirements from a technical and psychological perspective by following the modular approach.

The next step was to develop the prototype which better demonstrates the idea/concept. This step was followed by using the entire prototyping cycle as defined by experts (Human Computer Interaction Group at Saarland University, Norman Nielsen Group). Prototype cycle explanation is coming up in upcoming pages. The process was as per the defined rules for usability

  • Efficient and Effective to Use
  • Easy to Learn and Remember
  • Have Good Utility

Nielsen Norman Group

The Nielsen Norman Group (NN/g) is an American computer user interface and user experience consulting firm, founded in 1998 by Jakob Nielsen, Don Norman and Bruce Tognazzini.

Human-Computer Interaction Group

The Human-Computer Interaction group, led by Prof. Dr. Jürgen Steimle, is part of the Department of Computer Science at Saarland University and member of the DFG- Cluster of Excellence “Multimodal Computing and Interaction” at Saarland University.

LITERATURE REVIEW AND IDEATION

Meeting design characteristics and attendee perceptions of staff/team meeting quality

The study is focused on how meetings are designed, which is referred to as meeting design characteristics. Design characteristics have the ability to be identified, measured, and purposefully planned into a meeting. They relate to the following natures of the meeting:

  • Temporal Characteristics (how meeting time is used)
  • Attendee Characteristics (the number of attendees and the presence of a meeting facilitator)
  • Physical Characteristics (the meeting setting and environment)
  • Procedural Characteristics (how the meeting is conducted)

Emotions in Organizations: Joint Laughter in Workplace Meetings

Humor and laughter are emotion-involving activities that can be jointly constructed in interaction. This article analyzes instances of joint laughter in leader-member meetings where laughter may or may not be associated with humor. The method applied is conversation analysis in which the focus lies on laughter's role in the microlevel organization of interaction. The results show that the instances of laughter do not occur in accidental locations but are clearly connected to specific activities.

  • Humor and laughter can be strategically used by team leaders to create collegiality and a good working atmosphere in their teams.
  • Laughing together is connected to closing down a topic or a phase in a meeting in a way that displays mutual understanding.
  • Shared laughter initiated by team members appears to be a resource that can be used to reduce tension in challenging situations such as the accomplishment of difficult tasks or the treatment of delicate topics.
  • Laughing together can be used to do remedial work in problematic or conflicting situations

Ultimately, joint laughter appears to be a resource that can be used to improve the task performance and, through this, the achievement of the goals of the organization

Perceived Meeting Effectiveness: The Role of Design Characteristics

Purpose The aim of this investigation was to test hypotheses about meeting design characteristics (punctuality, chairperson, etc.) in relation to attendees’ perceptions of meeting effectiveness. Two studies were conducted:

  • Study 1 investigated meetings attended in a typical week (N = 958)
  • Study 2 examined the last meeting attended on a particular day (N = 292)

LITERATURE EXTRACT (Factors that influence the meeting quality)

Study 01

  • Starting on time (ß = .27, p < .01)
  • Ending on time (ß = .31, p < .01)
  • Having appropriate meeting facilities (ß = .33, p < .01)

Study 02

  • Providing written agenda before the meeting (ß = .28, p < .01)
  • Agenda completion (ß = .31, p < .01)

The meeting trainer application will use the above influencing factors to increase the meeting quality. A questionnaire will be used at the end of the meeting within the application to cover the above literature extract along with the questions realted to following prespectives after the meeting, where Points 1, 2 & 4 are under the responsibility of application to calculate/analyse automatically. And Points 3 & 5 are under the responsibility of meeting attendee to calculate/analyse automatically.:

  • Use of agenda
  • Agenda completion
  • Facilities
  • Punctuality
  • Perceived Meeting Quality

MIND MAP

A mind map is a diagram used to visually organize information. A mind map is hierarchical and shows relationships among pieces of the whole. It is often created around a single concept, drawn as an image in the centre of a blank page, to which associated representations of ideas such as images, words and parts of words are added.

Mind Map- Meeting Trainer

FLOW MAP

The flow map is the visual representation of the relationship between different modules. It also shows which module is connected to whom along with the dependencies. The flow is representing the relationship of the primary users (facilitator and attendee).

THE DESIGN PROCESS

The design strategy was based on agile model.

PROMO VIDEO

MOCKUPS (Selected:Few of Many)