smartSpeed: online meeting tools

©
©

smart
Speed
online meeting tools
(Cooperative Information Systems)
Master in Software Engineering & Artificial Intelligence

Juan Antonio Martin-Checa
Martin-Checa

Computer Science Department
University of Malaga, Spain
2011
2011

Index of contents
Index of contents

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

SmartSpeed: online meeting tools CS Dept. University of Malaga, Spain 2

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

4

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


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
smart Speed: online meeting tools CS Dept. University of Malaga, Spain 5



1. Introduction / key idea

interactive online meetings





interactive online meetings workshops





interactive online meetings workshops feedback






fully documented





fully documented audit-proof



2. Applications

2.1. online meetings
2.2. online workshops
2.3. asynchronous meetings
2.4. action tracking
2.5. automatic documentation




2. Applications / 2.1. online meetings

Traditional methods

phone internet
work fine: small groups / broadcasting
not appropriate for +5 users (workteam, partners, clients...)
uncertainty, desynchronization, information incoherence, etc.




smartSpeed® Connect™

provides the missing online tools for:
brainstorming
votes
structured discussion
action tracking






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




2. Applications / 2.2. online workshops

Traditional methods

telephone conference screensharing

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





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






benetits:
anonymity: overcomes social barriers; provides openness
parallelisation of input: interactivity and participation
votes & discussions: consensus / fault lines
results charts: joint analysis of votes on multiple criteria
automatic report: ensures the bindingness of the
workshop's findings



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."




2. Applications / 2.3. asynchronous meetings

as simple as setting a time frame for the task at hand
freedom to work to one's own schedule reduces stress
all tools can be used asynchronously
unlike email, results come structured
unlike classic online surveys, no questionnaires need to be
pre-designed or programmed
results require no further processing
results are available in real time; exportable to Excel



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?"




2. Applications / 2.4. action tracking

– 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



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

3. Online Toolkit

24



3. Online Toolkit

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




3. Online Toolkit

Brainstorming: electronic flip-chart for anonymous brainstorming,
collection of suggestions, categorisation
Discussion: 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

Portal



28


29



3. Online Toolkit

Meeting Setup



31


32



3. Online Toolkit

Building an Agenda



34


35



3. Online Toolkit

Brainstorming



37


38



3. Online Toolkit

Online Discussion



40


41



3. Online Toolkit

Online Voting



43


44



3. Online Toolkit

Notebook



46



3. Online Toolkit

Action Tracking



48


49



3. Online Toolkit

Presentations



51


52


53



3. Online Toolkit

Automatic Report



55



4. Technology

4.0. system architecture
4.1. web client
4.2. server
4.3. connectivity
4.4. security
4.5. web-conferencing services (opt)


58


59


60


61


62



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 / 4.2. 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)
Embedded (Apache Derby)
Customer-installed database server (IBM DB2, MS-SQL-Server, MySQL,
Customer-installed database server (IBM DB2, MS-SQL-Server, MySQL,
Oracle, PostgreSQL)
Oracle, PostgreSQL)
Maintenance: manually /automatically (CSV-Batch or LDAP import)



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 / 4.4. security
Security: requirements of businesses / government.
Encryption: 256-Bit SSL
Password: requirements customisable

Validation: multi layer validation of user entries prevents code injection
SQL: only predefined SQL-queries permitted
DoS: 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 / 4.5. 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


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


5. Conclussions / smartSpeed® Connect™

Objective: barrier-free joint thinking

Targeted users: managers, professionals & mobile users

Usability: ease of use

Features:
interactive online meetings
workshops
feedback
fully documented
audit-proof





Applications: Toolkit:

Online meetings Brainstorming
Discussion
Online workshops
Vote
Asynchronous meetings Notebook
Action tracking Actions
Automatic documentation Presentation





Owner:

smartSpeed GmbH & Co. KG
Wandsbeker Marktstrasse 163
22041 Hamburg
Germany
T: +49 175 825 1406
F: +49 4534 291127
sales(at)smartspeed.com





Personal Reflections:

Functionality: complete set of functionalities for online meetings
Usability: easy to use (no installation, etc.)
Technologies: adecuate
Partners: alliance with Adobe
Web site: trial versions, documentation, etc.
Customers: + 20 companies (e.g. Lufthansa)
Present: mainly focused in Germany
Future: may keep market niche / expand targeted market
Competitors: seveval online meeting tools (some, free)

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

76

You might be thinking...
You might be thinking...
Now you can
Now you can
impress your
impress your
friends talking
friends talking
about...
about...
smartSpeed
smartSpeed
please, ask!
please, ask!

smartSpeed: online meeting tools

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