smartspeed: online meeting tools

smartSpeed ©

online meeting tools(Cooperative Information Systems)

Master in Software Engineering & Artificial Intelligence

smartsmartSpeed Speed ©©

online meeting toolsonline meeting tools(Cooperative Information Systems)(Cooperative Information Systems)

Master in Software Engineering & Artificial IntelligenceMaster in Software Engineering & Artificial Intelligence

Juan Antonio Martin-Checa

Computer Science DepartmentUniversity of Malaga, Spain

2011

Juan Antonio MartinJuan Antonio Martin--ChecaCheca


2011

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Index of contentsIndex of contentsIndex of contents

1. Introduction2. Applications3. Online Toolkit4. Technology5. Conclusions

1. Introduction2. Applications3. Online Toolkit4. Technology5. Conclusions

SmartSpeed: online meeting tools CS Dept. University of Malaga, SpainCS Dept. University of Malaga, Spain

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1. Introduction1. Introduction

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1. Wigdor 2010 (Architecting ext-Generation User Interfaces) 1. 1. WigdorWigdor 20102010 (Architecting ext(Architecting ext--Generation User Interfaces) Generation User Interfaces)

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1. Introduction / book definition

“SmartSpeed [is] an everyday tool for managers, professionals and mobile users ...”

“The application is optimised for ease of use.”

“SmartSpeed is employed whenever people get together for barrier-free joint thinking."

TelekomForum Magazine

1. Introduction / book definition

“SmartSpeed [is] an everyday tool for managers, professionals and mobile users ...”

“The application is optimised for ease of use.”

“SmartSpeed is employed whenever people get together for barrier-free joint thinking."

TelekomForum Magazine

1. Introduction1. Introduction 2. Applications 2. Applications 3. Online Toolkit 4. Technology 3. Online Toolkit 4. Technology 5. Conclusions5. Conclusions

smart Speed: online meeting tools CS Dept. University of Malaga, SpainCS Dept. University of Malaga, Spain

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1. Introduction / key idea1. Introduction / key idea


interactive online meetings


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interactive online meetings workshops


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interactive online meetings workshops feedback


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fully documentedsmart Speed: online meeting tools CS Dept. University of Malaga, SpainCS Dept. University of Malaga, Spain

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fully documented audit-proofsmart Speed: online meeting tools CS Dept. University of Malaga, SpainCS Dept. University of Malaga, Spain

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2. Applications2. Applications

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2. Applications

2.1. online meetings2.2. online workshops2.3. asynchronous meetings2.4. action tracking2.5. automatic documentation

2. Applications

2.1. online meetings2.2. online workshops2.3. asynchronous meetings2.4. action tracking2.5. automatic documentation

1. Introduction 1. Introduction 2. Applications2. Applications 3. Online Toolkit 3. Online Toolkit 4. Technology 5. Conclusions4. Technology 5. Conclusions


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2. Applications / 2.1. online meetings

Traditional methods


Traditional methods


phone internet

work fine: small groups / broadcasting

not appropriate for +5 users (workteam, partners, clients...)

uncertainty, desynchronization, information incoherence, etc.smart Speed: online meeting tools CS Dept. University of Malaga, SpainCS Dept. University of Malaga, Spain

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smartSpeed® Connect™

provides the missing online tools for:

brainstormingvotesstructured discussionaction tracking



provides the missing online tools for:

brainstormingvotesstructured discussionaction tracking



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benefits:meetings: moved online no travel required save $$fast: save timemeeting report: instant (click & go), comprehensive meeting templates: reusable save timeflat-rate licencing of the host: no extra cost for meetings or participants



benefits:meetings: moved online no travel required save $$fast: save timemeeting report: instant (click & go), comprehensive meeting templates: reusable save timeflat-rate licencing of the host: no extra cost for meetings or participants



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2. Applications / 2.2. online workshops

Traditional methods


Traditional methods



lack required facilitation tools: facilitation walls and cards or sticky points

telephone conference screensharing

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provides:

high-powered, sophisticated online workshops over the Internetintegrated screensharing & voice conferencing (optional)a separate webconference becomes unneccessary



provides:

high-powered, sophisticated online workshops over the Internetintegrated screensharing & voice conferencing (optional)a separate webconference becomes unneccessary



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benetits:anonymity: overcomes social barriers; provides opennessparallelisation of input: interactivity and participationvotes & discussions: consensus / fault linesresults charts: joint analysis of votes on multiple criteriaautomatic report: ensures the bindingness of the workshop's findings



benetits:anonymity: overcomes social barriers; provides opennessparallelisation of input: interactivity and participationvotes & discussions: consensus / fault linesresults charts: joint analysis of votes on multiple criteriaautomatic report: ensures the bindingness of the workshop's findings



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2. Applications / 2.3. asynchronous meetings

context

"What do you think of the following ideas for naming product X?“

"What should we discuss in our next team meeting?“

"Please assess the following tasks by urgency and importance!“

"The data for X and Y are in conflict. Any ideas why?“

"Your progress reports by Thursday, 18:00h, please."


context

"What do you think of the following ideas for naming product X?“

"What should we discuss in our next team meeting?“

"Please assess the following tasks by urgency and importance!“

"The data for X and Y are in conflict. Any ideas why?“

"Your progress reports by Thursday, 18:00h, please."



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as simple as setting a time frame for the task at handfreedom to work to one's own schedule reduces stressall tools can be used asynchronouslyunlike email, results come structuredunlike classic online surveys, no questionnaires need to be pre-designed or programmedresults require no further processingresults are available in real time; exportable to Excel



as simple as setting a time frame for the task at handfreedom to work to one's own schedule reduces stressall tools can be used asynchronouslyunlike email, results come structuredunlike classic online surveys, no questionnaires need to be pre-designed or programmedresults require no further processingresults are available in real time; exportable to Excel



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2. Applications / 2.4. action tracking

context

"Where exactly are we?"

"Didn't we take a decision on this two months ago?"

"Thank you, I've got the minutes. But where is the budget passed in that meeting?"


context

"Where exactly are we?"

"Didn't we take a decision on this two months ago?"

"Thank you, I've got the minutes. But where is the budget passed in that meeting?"



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smartSpeed® Connect™– project repository: accessible for all members of the team– audit-proof decision and report logs for each action or task– decisions / progress reports: can be complemented by attached files– entries: versioned– those charged with a task: post their reports asynchronously– other members: post comments in the discussion for that task– synchronous (online) meeting: freed from routine; focus on problem

solving / decision making– automatic meeting report: includes complete decision, report and

discussion histories, sorted by action


smartSpeed® Connect™– project repository: accessible for all members of the team– audit-proof decision and report logs for each action or task– decisions / progress reports: can be complemented by attached files– entries: versioned– those charged with a task: post their reports asynchronously– other members: post comments in the discussion for that task– synchronous (online) meeting: freed from routine; focus on problem

solving / decision making– automatic meeting report: includes complete decision, report and

discussion histories, sorted by action



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2. Applications / 2.5. automatic documentation


all tools are self-documenting

meeting report is generated instantly at the press of a button

comprehensive, transparent and audit-proof

2. Applications / 2.5. automatic documentation


all tools are self-documenting

meeting report is generated instantly at the press of a button

comprehensive, transparent and audit-proof



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3. Online Toolkit3. Online Toolkit

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3. Online Toolkit

smartSpeed® Connect™web application: users access the portal via the Internetportal: presents all meetings to which a user is invited / hosthosts: may create participants as needed graphical agenda: meeting is structured by agenda items and the tools that support participantsagenda: can be created in advance or spontaneously, from scratch or from a templateresults: of one activity are copied to the follow-up activity (tool) or exported to Excel

3. Online Toolkit

smartSpeed® Connect™web application: users access the portal via the Internetportal: presents all meetings to which a user is invited / hosthosts: may create participants as needed graphical agenda: meeting is structured by agenda items and the tools that support participantsagenda: can be created in advance or spontaneously, from scratch or from a templateresults: of one activity are copied to the follow-up activity (tool) or exported to Excel


1. Introduction 2. Applications 1. Introduction 2. Applications 3. Online Toolkit3. Online Toolkit 4. Technology 5.4. Technology 5. ConclusionsConclusions

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3. Online Toolkit

smartSpeed® Connect™Brainstorming: electronic flip-chart for anonymous brainstorming, collection of suggestions, categorisationDiscussion: discussing several topics in parallel with categorisation (anonymous, team, named)Vote: structured assessment of ideas, proposals, alternatives;results tables / charts; multi-criteria analysis (anonymous, team)Notebook: joint authoring of texts; taking notes Actions: planning / tracking actions (decision and report logs, attachments, versioning)Presentation: presenting over the Internet

3. Online Toolkit

smartSpeed® Connect™Brainstorming: electronic flip-chart for anonymous brainstorming, collection of suggestions, categorisationDiscussion: discussing several topics in parallel with categorisation (anonymous, team, named)Vote: structured assessment of ideas, proposals, alternatives;results tables / charts; multi-criteria analysis (anonymous, team)Notebook: joint authoring of texts; taking notes Actions: planning / tracking actions (decision and report logs, attachments, versioning)Presentation: presenting over the Internet



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3. Online Toolkit


Portal

3. Online Toolkit


Portal



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3. Online Toolkit


Meeting Setup

3. Online Toolkit


Meeting Setup



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3. Online Toolkit


Building an Agenda

3. Online Toolkit


Building an Agenda



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3. Online Toolkit


Brainstorming

3. Online Toolkit


Brainstorming



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3. Online Toolkit


Online Discussion

3. Online Toolkit


Online Discussion



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3. Online Toolkit


Online Voting

3. Online Toolkit


Online Voting



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3. Online Toolkit


Notebook

3. Online Toolkit


Notebook



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3. Online Toolkit


Action Tracking

3. Online Toolkit


Action Tracking



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3. Online Toolkit


Presentations

3. Online Toolkit


Presentations



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3. Online Toolkit


Automatic Report

3. Online Toolkit


Automatic Report



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4. Technology4. Technology

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4. Technology

4.0. system architecture4.1. web client4.2. server4.3. connectivity4.4. security4.5. web-conferencing services (opt)

4. Technology

4.0. system architecture4.1. web client4.2. server4.3. connectivity4.4. security4.5. web-conferencing services (opt)

1. Introduction 2. Applications 1. Introduction 2. Applications 3. Online Toolkit 3. Online Toolkit 4. Technology4. Technology 5. Conclusions5. Conclusions


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4. Technology / 4.1. web client

Adobe® Flash®/Flex® (Actionscript 3)

Browser with a Flash plug-in (ver: +9)

Pop-ups: enabled

Java script: enabled

TCP Port : 80 (HTTP) 443 (HTTPS)

Adobe® Connect™: screen sharing and voice services (optional)

4. Technology / 4.1. web client

Adobe® Flash®/Flex® (Actionscript 3)

Browser with a Flash plug-in (ver: +9)

Pop-ups: enabled

Java script: enabled

TCP Port : 80 (HTTP) 443 (HTTPS)

Adobe® Connect™: screen sharing and voice services (optional)



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4. Technology / 4.2. server

Operation modes: on-premise / hosted service

OS: (virtualised) Linux, Solaris or Windows

Hardware: 32- or 64-bits architecture

Java: JDK 6

A server supports up to 10 tenant portals, each with a separate database

Database:Embedded (Apache Derby)Customer-installed database server (IBM DB2, MS-SQL-Server, MySQL, Oracle, PostgreSQL)

Maintenance: manually /automatically (CSV-Batch or LDAP import)

4. Technology / 4.2. server

Operation modes: on-premise / hosted service

OS: (virtualised) Linux, Solaris or Windows

Hardware: 32- or 64-bits architecture

Java: JDK 6

A server supports up to 10 tenant portals, each with a separate database

Database:Embedded (Apache Derby)Customer-installed database server (IBM DB2, MS-SQL-Server, MySQL, Oracle, PostgreSQL)

Maintenance: manually /automatically (CSV-Batch or LDAP import)



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4. Technology / 4.3. connectivity

Traffic: optimised low bandwith

Connections: robust

Connection failure no loss of data (always "writes through" to the server; simply log in again and carry on)

Firewalls: not a problem (use of standard ports / protocols)

Optional Adobe® Acrobat® Connect™ services for screen sharing and voice conferencing: also provided via TCP 443 (HTTPS)

4. Technology / 4.3. connectivity

Traffic: optimised low bandwith

Connections: robust

Connection failure no loss of data (always "writes through" to the server; simply log in again and carry on)

Firewalls: not a problem (use of standard ports / protocols)

Optional Adobe® Acrobat® Connect™ services for screen sharing and voice conferencing: also provided via TCP 443 (HTTPS)



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4. Technology / 4.4. securitySecurity: requirements of businesses / government.Encryption: 256-Bit SSLPassword: requirements customisable

Validation: multi layer validation of user entries prevents code injectionSQL: only predefined SQL-queries permittedDoS: protection against denial of service (DoS) attacks

No installation, no data storage on the client computer (browser only)Information: in the portal, on need-to-know basis (user / role)No accessing of other systems (possible exception: LDAP directory server)

4. Technology / 4.4. securitySecurity: requirements of businesses / government.Encryption: 256-Bit SSLPassword: requirements customisable

Validation: multi layer validation of user entries prevents code injectionSQL: only predefined SQL-queries permittedDoS: protection against denial of service (DoS) attacks

No installation, no data storage on the client computer (browser only)Information: in the portal, on need-to-know basis (user / role)No accessing of other systems (possible exception: LDAP directory server)



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4. Technology / 4.5. web conferencing (opt)

Screen sharing / voice / web-conferencing: not integrated use of existing web-conferencing solutions. 2 methods:

External provider: the host of a meeting separately books a telephone and/or web conference and provides participants with access information

Adobe Connect voice & screen-sharing services: smartSpeed controls voice-conferencing / screen-sharing automatically and transparently to the user

4. Technology / 4.5. web conferencing (opt)

Screen sharing / voice / web-conferencing: not integrated use of existing web-conferencing solutions. 2 methods:

External provider: the host of a meeting separately books a telephone and/or web conference and provides participants with access information

Adobe Connect voice & screen-sharing services: smartSpeed controls voice-conferencing / screen-sharing automatically and transparently to the user



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5. Conclussions5. Conclussions

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5. Conclussions / smartSpeed® Connect™

Objective: barrier-free joint thinking

Targeted users: managers, professionals & mobile users

Usability: ease of use

Features: interactive online meetings workshopsfeedback fully documented audit-proof


Objective: barrier-free joint thinking

Targeted users: managers, professionals & mobile users

Usability: ease of use

Features: interactive online meetings workshopsfeedback fully documented audit-proof

1. Introduction 2. Applications 1. Introduction 2. Applications 3. Online Toolkit 4. Te3. Online Toolkit 4. Technology chnology 5. Conclusions5. Conclusions


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Applications:

Online meetingsOnline workshopsAsynchronous meetingsAction trackingAutomatic documentation


Applications:

Online meetingsOnline workshopsAsynchronous meetingsAction trackingAutomatic documentation



Toolkit:

BrainstormingDiscussionVoteNotebookActionsPresentation

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Owner:

smartSpeed GmbH & Co. KGWandsbeker Marktstrasse 16322041 HamburgGermanyT: +49 175 825 1406F: +49 4534 291127sales(at)smartspeed.com


Owner:

smartSpeed GmbH & Co. KGWandsbeker Marktstrasse 16322041 HamburgGermanyT: +49 175 825 1406F: +49 4534 291127sales(at)smartspeed.com



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Personal Reflections:

Functionality: complete set of functionalities for online meetingsUsability: easy to use (no installation, etc.)Technologies: adecuatePartners: alliance with AdobeWeb site: trial versions, documentation, etc.Customers: + 20 companies (e.g. Lufthansa)Present: mainly focused in GermanyFuture: may keep market niche / expand targeted marketCompetitors: seveval online meeting tools (some, free)


Personal Reflections:

Functionality: complete set of functionalities for online meetingsUsability: easy to use (no installation, etc.)Technologies: adecuatePartners: alliance with AdobeWeb site: trial versions, documentation, etc.Customers: + 20 companies (e.g. Lufthansa)Present: mainly focused in GermanyFuture: may keep market niche / expand targeted marketCompetitors: seveval online meeting tools (some, free)



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ReferencesReferences

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http://www.smartspeed.com..

http://blogs.sitepoint.com/online-meeting-tools..

http://www.makeuseof.com/tag/6-free-online-meeting-tools-collaborate-team/.....

http://www.smartspeed.com..

http://blogs.sitepoint.com/online-meeting-tools..

http://www.makeuseof.com/tag/6-free-online-meeting-tools-collaborate-team/.....

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You might be thinking...You might be thinking...You might be thinking...

Now you can impress your friends talking about...

smartSpeedplease, ask!

Now you can impress your friends talking about...

smartSpeedplease, ask!


smartSpeed ©

online meeting tools(Cooperative Information Systems)

Master in Software Engineering & Artificial Intelligence

smartsmartSpeed Speed ©©

online meeting toolsonline meeting tools(Cooperative Information Systems)(Cooperative Information Systems)

Master in Software Engineering & Artificial IntelligenceMaster in Software Engineering & Artificial Intelligence

Juan Antonio Martin-Checa


2011

Juan Antonio MartinJuan Antonio Martin--ChecaCheca


2011

smartspeed: online meeting tools

Technology

online toolkit4

online meetings2

online toolkit3

online workshops2

online meeting tools

missing online tools

online meetings smartspeed

facilitation tools