Learning about meetings

Most people participate in meetings almost every day, multiple times a day. The study of meetings is important, but also challenging, as it requires an understanding of social signals and complex interpersonal dynamics. Our aim in this work is to use a data-driven approach to the science of meetings. We provide tentative evidence that: (i) it is possible to automatically detect when during the meeting a key decision is taking place, from analyzing only the local dialogue acts, (ii) there are common patterns in the way social dialogue acts are interspersed throughout a meeting, (iii) at the time key decisions are made, the amount of time left in the meeting can be predicted from the amount of time that has passed, (iv) it is often possible to predict whether a proposal during a meeting will be accepted or rejected based entirely on the language (the set of persuasive words) used by the speaker.     

Modeling individual and group actions in meetings with layered HMMs

We address the problem of recognizing sequences of human interaction patterns in meetings, with the goal of structuring them in semantic terms. The investigated patterns are inherently group-based (defined by the individual activities of meeting participants, and their interplay), and multimodal (as captured by cameras and microphones). By defining a proper set of individual actions, group actions can be modeled as a two-layer process, one that models basic individual activities from low-level audio-visual (AV) features,and another one that models the interactions. We propose a two-layer hidden Markov model (HMM) framework that implements such concept in a principled manner, and that has advantages over previous works. First, by decomposing the problem hierarchically, learning is performed on low-dimensional observation spaces, which results in simpler models. Second, our framework is easier to interpret, as both individual and group actions have a clear meaning, and thus easier to improve. Third, different HMMs can be used in each layer, to better reflect the nature of each subproblem. Our framework is general and extensible, and we illustrate it with a set of eight group actions, using a public 5-hour meeting corpus. Experiments and comparison with a single-layer HMM baseline system show its validity.     

Participation in videoconferenced meetings: user disposition and meeting context

Although videoconferencing systems are increasingly becoming important in the support of geographically dispersed groups, there are few studies that identify the types of tasks that are most effectively performed within videoconferenced meetings. This study investigates the relationship between (a) technology quality and communication activity during videoconferenced meetings, and (b) the intention of participants to support subsequent meetings. The data consists of a sample (n=295) of participants in a group videoconferencing system trial conducted by twenty government departments and incorporated bodies. Meeting sessions involved real work activities chosen by each of the participating groups. The results show that perceptions about the quality of technology and the communication activity conducted during the session are significantly related to the intentions of participants to support the use of the technology. Contrary to what might have been presumed, the findings also sbow that a significant majority of the participating groups chose communication activities least suited to the processing capabilities of the videoconferencing media.     

Automatic analysis of multimodal group actions in meetings

This paper investigates the recognition of group actions in meetings. A framework is employed in which group actions result from the interactions of the individual participants. The group actions are modeled using different HMM-based approaches, where the observations are provided by a set of audiovisual features monitoring the actions of individuals. Experiments demonstrate the importance of taking interactions into account in modeling the group actions. It is also shown that the visual modality contains useful information, even for predominantly audio-based events, motivating a multimodal approach to meeting analysis.     

Multimodal support for social dynamics in co-located meetings

In this paper, we present a system that employs perceptual technologies (i.e. technologies that perceive the context through sensors such as cameras and microphone) to provide feedback about people’s behaviour in small group meetings. The system measures aspects of behaviour that are relevant to the social dynamics of the meeting, speaking time and gaze behaviour, and provides visual feedback about these aspects to the meeting participants through a peripheral display. We describe the system properties and the perceptual components. Also, we present a study aimed at evaluating the effect of such a system on meeting behaviour. Groups of participants, amounting to 82 participants in all, discussed topics of general interest. Analysis of the data of 58 participants showed that feedback influenced the behaviour of the participants in such a way that it made over-participators speak less and under-participators speak more. Analysis of the micro-patterns of six participants indicated that feedback on gaze behaviour had little effect on the interaction dynamics. We conclude that perceptual technologies can be used to build services that may help people to improve their meeting skills and we consider some ways in which such systems may be deployed in meetings.     

A model of group satisfaction in computer-mediated communication and face-to-face meetings

This study attempts to present a model of member satisfaction with group decision process. Three variables: ease of use (EOU) of the communication medium; participation; and decision confidence (DC), were explored as determinants of member satisfaction. The study offers an explanation of the effects of these variables on group process satisfaction in two communication media: a nearly synchronous text-based computermediated communication (CMC) and traditional face-to-face communication (FTF). Results indicate that these variables were good predictors of member satisfaction. Regression and correlation analyses help to validate the model for the two communication media using the ordering of the predictor variables and the strength of the relationship. Results confirm that ease of use showed the most contribution to satisfaction and that ease of use is lower in CMC than in FTF. The findings also confirm the effect of communication medium on member satisfaction.     

Internet use, happiness, social support and introversion: A more fine grained analysis of person variables and internet activity

The Internet is no longer an advanced technology accessible to a select few. It has become a ubiquitous tool for users ranging from professional programmers to casual surfers and young children. The exponential increase in time online has prompted curiosity and speculation about the interaction between this technology and individual person variables. While general survey data exist regarding broad patterns of Internet use, less is known about the relationship between specific usage and individual personality dimensions, mood variables, or social activity. This study sought to clarify several of these relationships. One hundred eighty-five undergraduate student volunteers completed two detailed measures of Internet use across various domains (for example: work/school, tasks/services, entertainment), as well as measures of happiness, perceived social support, and introversion. Specific types of Internet use, including gaming and entertainment usage, were found to predict perceived social support, introversion and happiness. Use of the Internet for mischief-related activities (for example: downloading without payment, fraud, snooping) was associated with lower levels of happiness and social support. These findings support the utility of and need for specific rather than general Internet research. Directions for future research clarifying the role of the Internet in quality of life and interpersonal relations are suggested.     

Design of a microcomputer-based meetings system

This paper describes the design and implementation of a meetings system using a microcomputer. In this control system, the following achievements were made: counting and checking the voting in a very short time; establishing who is/is not present at the meeting; establishing whether/not the meeting is quorate; and controlling the debate by being able to call various members to speak.The meetings system provides most of the functions of a manual system but significantly reduces the time wastage — and hence the waste of money — by allowing the chairman and the members of the meeting to communicate with each other by way of electronic signals in a controlled manner and by relegating routine counting and listchecking tasks to a microcomputer.     

Robert's rules of order for e-mail meetings

In the excitement of the World Wide Web of hyperlinked multimedia spanning the globe, it's easy to lose sight of ordinary e-mail, which, like the Web, is built on the enabling infrastructure of the Internet. Yet the average person undoubtedly conducts more business by e-mail than by any other Internet service. Considering the importance and ubiquity of e-mail, it's surprising that it is not more widely used for group decision making-that is, structured business meetings, or more formally, deliberative assemblies. In the hope of providing basic guidelines and motivating further work, we offer some considerations regarding rules of order for conducting e-mail meetings     

Understanding the roles of online meetings in a net-based course

Abstract It is argued elsewhere that online learning environments constitute new conditions for carrying out collaborative learning activities. This article explores the roles of a series of online meetings in such an environment. The online meetings are arranged as part of a net-based course on object-oriented programming, and constitute a recurring shared experience for the participants throughout the semester. Through an activity theoretical analysis, we find that the meetings mediate the learners' actions towards the construction and maintenance of a community of practice. Our finding has implications for the standardization of digital learning resources. This is an issue that will challenge designers of research-oriented learning environments, should they attempt to move their systems into wider adoption. We suggest that an awareness of the internal systemic connections among the components of the course design we studied is of importance when considering redesign, with respect to the reuse and standardization of learning resources.     

Virtual team meetings: An analysis of communication and context

We report a simulation study of virtual team meetings. Participants role-played companies collaborating on a design problem while supported by a range of IT tools, such as videoconferencing and shared applications. Meetings were analysed to investigate how sharing computing facilities, operating the technology, and company status, influenced communications. Significantly more talk occurred in larger teams where participants shared I.T. facilities BUT this extra talk was restricted to talk within a single location. No extra talk was shared across the virtual team via the communications link. Where facilities were shared, technology controllers dominated cross-site talk. To encourage free communication across distributed virtual teams we recommend providing each participant with their own communications facility even if this is technologically less advanced than if technology support were shared.     

Global software development: Exploring socialization and face-to-face meetings in distributed strategic projects

Socialization is one means through which globally distributed teams (GDTs) can improve collaboration. However, harnessing socializing processes to support globally distributed collaboration is not easy. In particular, infrequent and limited face-to-face (F2F) contact between remote counterparts might result in difficulties in sharing norms, attitudes and behaviours. In this paper we seek to understand how dispersed teams create socialization in globally distributed settings. Based on data collected at SAP, LeCroy and Baan we conclude that, while F2F meetings are important in socializing remote counterparts, other activities and processes employed before and after F2F meetings are no less important. In particular, the paper highlights the importance of re-socializing remote counterparts throughout a project lifecycle. Re-socializing means supporting the re-acquisition of behaviours, norms and attitudes that are necessary for participation in an organization. We offer a framework in which three phases of creating, maintaining and renewing socialization in GDTs are discussed. The paper concludes by offering managers some guidelines concerning socialization in GDTs.     

Communication and organization: an empirical study of discussion ininspection meetings

This paper describes an empirical study that addresses the issue of communication among members of a software development organization. In particular, data was collected concerning code inspections in one software development project. The question of interest is whether or not organizational structure (the network of relationships between developers) has an effect on the amount of effort expended on communication between developers. The independent variables in this study are various attributes of the organizational structure in which the inspection participants work. The dependent variables are measures of the communication effort expended in various parts of the code inspection process, focusing on the inspection meeting. Both quantitative and qualitative methods were used, including participant observation, structured interviews, generation of hypotheses from field notes, statistical tests of relationships, and interpretation of results with qualitative anecdotes. The study results show that past and present working relationships between inspection participants affect the amount of meeting time spent in different types of discussion, thus affecting the overall inspection meeting length. Reporting relationships and physical proximity also have an effect. The contribution of the study is a set of well-supported hypotheses for further investigation     

The impact of status and audio conferencing technology on business meetings

This field study examining the effects of organizational status and multimedia audio communications technology on communication patterns in business meetings confirms that high status group members verbally dominate discussions and have more control over the flow of the proceedings. However, it reveals a new and surprising finding: multimedia communications technology can in fact exaggerate status constraints in contrast to findings that there is no effect or an equalizing effect on status inequalities of text-based conferencing technology. It appears that in audio conferences, the lack of non-verbal cues that can aid turn-taking combined with (1) the participants' knowledge of the group's status hierarchy and (2) the tendency to compare oneself unfavourably to those of higher status, makes it more difficult for lower status individuals to contribute verbally to discussions than in face-to-face interactions. Such status constraints may have both positive and negative impacts on group communication effectiveness, these and implications for the design and implementation of multimedia communications technology are discussed.