Design of an Integrated Meeting Management Information System for Enhancing Team Coordination Effectiveness and Meeting Information Management at PT Ascon Inovasi Data

Abstract

The advancement of information technology has driven digital transformation in organizational coordination processes, particularly in meeting management. However, the use of multiple unintegrated platforms often leads to issues such as scheduling conflicts, data redundancy, and lack of structured documentation. This study aims to design and develop a web-based integrated meeting management information system at PT Ascon Inovasi Data to improve business process efficiency and team coordination. The system is developed using the prototype model, which enables iterative engagement with users. The proposed system implements real API integration with Zoom and Google Calendar services using OAuth 2.0 authentication—fully functional in a local development environment—and provides features such as meeting scheduling, room reservation, digital minutes, and automated notifications. Usability evaluation using the System Usability Scale (SUS) with eight representative employees (44% of the workforce) yielded a score of 77.5, indicating good perceived usability. Although the system has not yet been deployed to a public domain, the functional prototype demonstrates provides a functional foundation for future production deployment into a comprehensive production solution for organizational meeting management.