Share the agenda with your colleagues so that everyone can add their own topics and take note of the content.

Collaborative agendas 

Write up your minutes during the meeting and bring everyone up to date straight afterwards.


Transcription of discussions

Synchronize your events with Outlook, Gmail, iCal and all other ICS-compatible calendars.

Calendar sync

This feature enables you to prepare your agenda in advance and automate its structure for future meetings. Topics to be reviewed or postponed are programmed.

Recurring topics

Keep control over the duration of your meetings by setting the time allocated to each topic on your agenda.

Meeting time management

Include the documents to be presented or approved during the meeting on your agenda.

Add files to the agenda

WEDO enables you to digitally sign all your reports with legal validity. You can choose from 3 standards - SES, AES and QES (equivalent to handwritten signature).

Qualified electronic signature

Our Voting module makes it easy to collect votes and pass decisions at your meetings.

Digital voting

Instantly see which tasks have been completed and which remain to be done from one meeting to the next.

Follow-up on tasks during meetings

From your mailbox, transfer a message to WEDO to deal with the subject in a meeting.


Email to topic

View a meeting's history to retrace all the actions carried out during the meeting.

Meeting history

Delegate tasks to your team members, specifying deadlines, attaching files and any other relevant information.

Delegate tasks

Save checklist templates for your recurring processes, then track their progress in real time.

Checklist templates

Find all your tasks in List view or Kanban view.

Kanban view

Convert your emails into tasks, so you can unclutter your inbox and deal efficiently with all the requests you receive.

Email to task

Create customized task filters for a clear, selective view.

Custom filters

Synchronize tasks with Outlook, Gmail, iCal and all other ICS-compatible calendars.

This feature provides a visual and temporal projection of your tasks, as well as the progress of the various activities that make up a project. 

Gantt chart

Manage your customer or project portfolio in a structured way. 

Project portfolio

Collaborate with your customers and external service providers by inviting them to join your WEDO network, free of charge. 

External users

Search for a file with keywords based on file name or text content.

File search

WEDO manages conflicts between different versions of the same file. Versions can be downloaded, restored or deleted.

Versioning

Optimize your filing system by creating folders to organize your files.

Folder tree

Create your own custom integrations using our public API.

Our experts will help you set up your network and provide training to help your team get to grips with WEDO.

Set-up & training

WEDO is hosted by Exoscale, a Swiss-based hosting provider. The datacenters are located in Zurich and Geneva. They are ISO/IEC 27001 certified.

Hosted in Switzerland

Subtasks allow you to split up your tasks. You can assign individual steps to different members of your team.

Advanced subtasks

Horizontal management: visualize the distribution of roles in your organization with the governance module.

Circles and Roles

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Every day, we juggle a series of tasks, from answering emails and attending meetings all the way to cooking dinner or finally folding that pile of laundry staring us down for days. Task management is everywhere around us, whether we realize it or not. 

But here's the catch: managing tasks is more than checking boxes. It's making sure the right boxes are checked at the right time, by the right people.

For individuals, good task management can mean less stress and more time to spend on what matters most to them. For teams and organizations, it's the difference between controlled chaos and seamless collaboration. When done well, task management becomes a superpower, moving businesses toward growth and ensuring projects are delivered on time (and with fewer sleepless nights).

In this guide, we're going to explore strategies, tools, and best practices that turn task management into a fine-tuned system. Whether you're wrangling your own to-do list or leading a team toward big goals, this can be your roadmap to staying on top of your game. 

Let's get started!


The Ultimate Guide to Task Management: Strategies, Tools, and Best Practices

Most people don’t have a problem finding things to do. The real challenge is figuring out which tasks actually deserve their time and energy.

You might start the day planning to focus on something important, only to get pulled into last-minute requests, quick emails, or meetings that weren’t even on your radar. Before you know it, the day’s gone, and the work that mattered most is still untouched.

This is where the Eisenhower Matrix can help. Named after Dwight D. Eisenhower, former President of the United States, this classic method helps you sort your task list based on urgency and importance. His often-quoted insight sums it up nicely: “What is important is seldom urgent, and what is urgent is seldom important.”

In this article, we’ll walk through how the Eisenhower Method works, why it’s still one of the best tools for better time management, and how WEDO makes it easy to apply the matrix directly to your daily workflow.

## What Is the Eisenhower Matrix?

The Eisenhower Matrix, also known as the Eisenhower Method or the urgent important matrix, is a simple framework for sorting tasks based on two key questions:

- Is it urgent?
- Is it important?

The idea is to separate what truly matters from what just demands your attention in the moment. The matrix gives you a visual way to do that. It’s a 2x2 grid that helps you place every task into one of four categories:

- **Urgent and Important**: Do it now
- **Important but Not Urgent**: Schedule it
- **Urgent but Not Important**: Delegate it
- **Not Urgent and Not Important**: Eliminate it

![Eisenhower Matrix for Task Prioritization with four quadrants: 'Do Now,' 'Delegate,' 'Schedule for Later,' and 'Defer or Ignore,' representing task urgency and importance.](https://wedo-assets.sos-ch-gva-2.exo.io/blog_task_organisation_eisenhower_matrix_en_6371fef608.png)

While this method was inspired by a quote from Dwight D. Eisenhower, a five-star general and former President of the United States, Stephen Covey popularized it in his book The 7 Habits of Highly Effective People, and it’s stuck around for good reason; it works.

At its core, the task prioritization matrix is about clarity. It helps you focus on the right things, avoid distractions, and make smarter decisions about where your time goes.

## Why the Eisenhower Matrix Works

When you think about it, most task lists or tools treat every task as equally important. A deadline, a quick reply, and a strategic project all sit next to each other, and without a clear system, it’s easy to default to whatever feels most urgent. That’s how important work gets buried under a pile of quick wins and interruptions.

The Eisenhower Matrix works because it gives you a way to step back and evaluate tasks based on actual value, not just time pressure. It turns a long to-do list into something you can act on with more intention.

By separating urgent tasks from important tasks, you start to see how much of your time goes toward solving immediate problems versus making meaningful progress. This is especially helpful when your day fills up with time-sensitive work that isn’t actually important; things like inbox triage, unnecessary meetings, or chasing updates that could have been automated.

It’s also a great tool for managing time and energy. Not every task deserves your full attention. When you focus on the right things, especially the important but not urgent ones, you avoid the constant cycle of crisis mode and start creating more room for strategic work.

Over time, the matrix helps you shift away from reactive habits and toward a more proactive approach to time management. And once you start seeing where your time is going, you can make clearer decisions about how to adjust it.

## A Closer Look at the Four Quadrants

The power of the Eisenhower Matrix comes from how simple it is, and how honest it forces you to be about what actually needs your attention. Here’s how each quadrant works, and how to use them to make better decisions.

### Quadrant 1: Urgent and Important

These are the tasks that require immediate attention. Deadlines, crises, time-sensitive deliverables, anything that can’t wait and has clear consequences if ignored.

You want to **do these tasks right away**. That said, if your day is constantly spent in this quadrant, something’s off. You’re likely spending too little time in Quadrant 2, where the real long-term work happens.

Examples: submitting a report due today, resolving a critical bug, or responding to a client issue that affects delivery.

### Quadrant 2: Important but Not Urgent

This is where the real progress happens. These tasks don’t have a deadline breathing down your neck, but they’re directly tied to your goals. Strategic planning, relationship-building, learning, and long-term projects live here.

The challenge? These tasks are easy to postpone. They don’t shout for your attention. But they’re the ones that prevent future emergencies and create real impact over time.

You want to **schedule and protect time** for this quadrant.

Examples: preparing a new proposal, mentoring a team member, or building out a roadmap for next quarter.

### Quadrant 3: Urgent but Not Important

These are the tasks that feel pressing, but don’t really require your involvement. They’re often interruptions disguised as priorities, things that are urgent but not important in the bigger picture.

You want to **delegate or minimize** these when possible. Just because something is loud or time-sensitive doesn’t mean it’s worth your direct attention.

Examples: meeting requests that don’t need you, messages asking for info someone else has, or last-minute tasks that could be automated.

### Quadrant 4: Not Urgent and Not Important

These are distractions. They don’t contribute to your goals, and they’re not time-sensitive. That doesn’t mean you can never scroll social media or decompress, but these tasks shouldn't be mixed into your workday as if they belong there.

You want to **eliminate or heavily limit** these when you’re trying to get meaningful work done.

Examples: checking social media out of habit, clicking through irrelevant notifications, or spending time on tasks that exist mostly to look busy.

## Common Pitfalls When Using the Eisenhower Matrix

The Eisenhower Matrix looks simple, and it is. But like any prioritization tool, it only works if you use it consistently and honestly. A few small missteps can make the whole thing less effective, especially when you're juggling a lot or working across a team.

Here are some common mistakes to watch out for.

### 1. Mistaking urgency for importance

This is probably the most common issue. Urgency creates pressure. It makes something feel important, even when it’s not. That’s how you end up treating minor requests or last-minute asks as top priorities, while the work that actually matters keeps getting pushed back.

To avoid this, slow down for a second. Ask yourself: is this just time-sensitive, or is it truly impactful? If it’s not tied to a goal or outcome you care about, it might belong in Quadrant 3 — or not on your plate at all.

### 2. Letting other people’s priorities define yours

It’s easy to fill your day reacting to what others ask of you, especially if you’re working in a collaborative environment. But not every task that feels urgent to someone else needs to land in your Quadrant 1.

A shared sense of urgency doesn’t always equal shared importance. If the task isn’t aligned with your own role or responsibilities, look for ways to delegate, redirect, or push back politely.

### 3. Ignoring Quadrant 2

This is the quadrant most people struggle with, not because it’s hard, but because it’s quiet. Important but not urgent tasks are easy to postpone because they don’t feel immediate. But they’re the ones that drive long-term progress.

If you’re constantly overloaded with urgent tasks, chances are you haven’t spent enough time in Quadrant 2. Things like planning, learning, relationship-building, or preventive work get ignored, and then eventually show up in Quadrant 1 as a fire drill.

Protect time for these tasks before everything else crowds them out.

### 4. Using the matrix as a one-time exercise

The matrix isn’t just something you use once and forget. Priorities shift. New work appears. What was “important but not urgent” two days ago might now be both.

That’s why it helps to revisit your matrix regularly, even just a quick weekly review. If you’re using a task management tool, update priorities as part of your ongoing workflow instead of relying on memory or guesswork.

### 5. Automating everything but still ignoring priorities

Even in teams using automation or productivity tools, prioritization still matters. Just because a task shows up in your system doesn’t mean it’s worth doing right now, or at all. Automation saves time, but it doesn’t replace judgment.

The matrix helps you apply that judgment more consistently.

## Using the Eisenhower Matrix in WEDO

The Eisenhower Matrix is something you can actively use in WEDO to organize and prioritize your work with less friction. Instead of juggling tasks in your head or relying on manual labels in spreadsheets, WEDO makes it easy to sort, update, and manage your priorities directly inside your workspace.

Here’s how it works.

### Prioritize any task using built-in matrix labels

Every task in WEDO can be tagged using the matrix logic:

- Urgent and Important
- Important but Not Urgent
- Urgent but Not Important
- Not Urgent and Not Important

To assign a priority, just click on the task to open the detail pane, or use the small icon to the right of the task if a priority has already been set. This makes it easy to identify what needs your attention and what can wait, or be removed entirely.

![Diagram of the Eisenhower Matrix with four colored quadrants to distinguish urgency and importance.](https://wedo-assets.sos-ch-gva-2.exo.io/EN_1_69e86183ea.png)

### Batch prioritize tasks with the Organize tool

When you’ve got a long list of tasks to sort through, WEDO helps you move faster. Just click the three vertical dots in the top right, select Organize, then choose Prioritize. From there, you can quickly move through your list and apply the correct priority to each task.

![Example of using the matrix in WEDO with integrated priority tags.](https://wedo-assets.sos-ch-gva-2.exo.io/EN_2_52cc598424.png)

This is especially useful when setting up a new project or reviewing overdue tasks that may need to be reclassified.

### Use the magic wand for quick section-level prioritization

Inside your personal or shared spaces, you’ll see a magic wand icon at the end of each time section (like Today, Tomorrow, or Coming). This lets you jump straight into a prioritization view for that section — no need to open each task one by one.

![View of the WEDO interface using the organize tool to batch prioritize tasks.](https://wedo-assets.sos-ch-gva-2.exo.io/EN_3_a187e93c52.png)

It’s a small detail, but it makes keeping your priorities updated a lot more realistic on a fast-moving day.

### Make the matrix part of your daily routine

Because WEDO keeps everything visible and up to date across your workspace, it’s easier to build regular prioritization into your workflow. You don’t need a separate tool or template to use the Eisenhower Matrix, it’s built into how you already manage your tasks.

The result? Less time spent deciding what to do next, and more confidence that your time is going toward the right things.

**Ready to put the matrix into action?**

[Start your free trial today](https://wedo.com/signup) and see how easy it is to sort tasks, stay focused, and take control of your day.

Learn how to use the Eisenhower Matrix to prioritize tasks, manage time better, and stay focused with built-in tools from WEDO.

Image showing the text “The Eisenhower Matrix: How to Prioritize Tasks with This Classic Method” alongside a diagram of a four-quadrant matrix with directional arrows.

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The Eisenhower Matrix: How to Prioritize Tasks with This Classic Method

Most teams aren’t missing deadlines because they’re not working hard. In fact, it’s usually the opposite, everyone’s busy, tasks are moving, and there’s a lot of activity. But somehow, the project still falls behind.

Often, it’s not a work ethic problem. It’s a visibility problem.

When you don’t have a clear system for tracking what’s being worked on, who’s responsible, and how things are progressing, even the most important tasks can slip through the cracks. That’s where solid project tracking comes in. It’s what connects your team’s effort to actual outcomes and keeps deadlines from becoming a moving target.

In this article, we’ll break down what effective project tracking really looks like, why so many teams get it wrong, and how [WEDO](https://wedo.com/features) helps you stay ahead of deadlines without losing control of your workflow.

## What Is Project Tracking, Really?

Project tracking means knowing what’s happening with your work: what’s done, what’s in motion, and what’s at risk of falling behind. It gives you a structured way to follow progress, spot issues early, and keep everything moving in the right direction.

At its core, project tracking helps you connect the dots across tasks, people, and timelines. It lets you see:

- Which tasks are completed
- What’s still in progress
- Who’s responsible for what
- Whether your team is on pace to meet upcoming deadlines

A long task list might look impressive, but without tracking, it’s just a collection of items with no clear path forward. You need to see more than just what needs to be done. You need to know how that work is unfolding across your team.

Project tracking gives structure to your task management process. It prevents important tasks from getting buried, ensures team members are aligned, and makes it easier to complete actual tasks rather than just check boxes.

Done well, project tracking creates transparency. Everyone knows what they’re working on, what’s coming next, and how it contributes to a shared outcome.

## Why Deadlines Get Missed (Even When Everyone’s Busy)

You’ve probably seen it before. A project kicks off with energy, tasks start moving, and updates are flying. But as the days go by, things start to slip. A few tasks go quiet. A handoff gets delayed. And then, out of nowhere, the deadline passes, and the project isn’t done.

This doesn’t usually happen because people aren’t working. It happens because no one has a clear view of what’s happening when.

Here are a few common reasons deadlines get missed:

![Infographic titled “Why Projects Miss Deadlines – Even When Everyone’s Working”. On the left: four reasons for delays (no clear task ownership, constant priority changes, scattered task lists, no real-time visibility). On the right: suggested solutions.](https://wedo-assets.sos-ch-gva-2.exo.io/why_projects_miss_deadlines_en_d8ced546ac.png)

### 1. Task ownership is unclear

One of the fastest ways for work to stall is when it’s not clear who owns what. If a task is assigned to a group or left unassigned, no one feels fully responsible for it. It sits in the system, waiting.

Clear ownership is the foundation of successful task completion. Every task should have a specific team member accountable for moving it forward, not “the team” not “someone,” but a name. This avoids confusion, reduces follow-ups, and helps everyone stay focused.

### 2. Priorities keep shifting

Projects evolve, and that’s normal. But when priorities are constantly changing and there’s no way to clearly prioritize tasks, teams end up reacting instead of planning. Something important gets pushed aside for something louder, not necessarily more urgent.

Without a shared understanding of what matters most, even important tasks can get overlooked. That’s why [consistent prioritization](https://wedo.com/blog/guide-to-managing-and-prioritizing-your-daily-tasks), ideally visible to everyone, helps keep focus where it belongs.

### 3. The task list is scattered

When tasks are split across email threads, sticky notes, documents, and separate apps, it’s nearly impossible to track what’s really happening. Things fall through the cracks because no one can see the full picture.

Centralizing your task list in one place is critical for effective project tracking. It makes it easier to review progress, reassign work, and prevent overlap, especially when multiple people are involved.

### 4. Progress is hard to track

You might have [tasks with deadlines](https://wedo.com/blog/how-to-stay-on-top-of-task-deadlines-and-due-dates), but unless you’re tracking progress in real time, it’s hard to know if you’re actually on schedule. And by the time someone notices a task is behind, the deadline’s already blown.

That’s where active [task management](https://wedo.com/blog/how-to-choose-the-right-task-management-tool-for-your-team) comes in, not just assigning work, but keeping a live view of how things are progressing. You don’t need hourly updates, but you do need enough visibility to step in before things get off track.

## How to Build a Project Tracking System That Works — with Help from WEDO

Project tracking works best when it’s part of how your team already operates, not something you try to bolt on after the fact. When your tools support the way your team thinks, plans, and communicates, staying on top of projects becomes a whole lot easier.

Here’s a step-by-step approach to building that kind of system, with a look at how [WEDO](https://wedo.com/features) helps you make it happen.

### Step 1: Centralize your task list

If your team is juggling notes in one tool, tasks in another, and updates in a third, something’s going to fall through the cracks. A shared, structured task list keeps everyone looking in the same direction.

**How WEDO helps:**

![View of a WEDO meeting topic showing a description, task list, and suggestions to improve a Google Ads campaign, with icons for time management and checklists](https://wedo-assets.sos-ch-gva-2.exo.io/screen_meeting_topic_en_9f74d74519.png)

WEDO brings your entire task list into one place, organized by workspace, project, or meeting. You can create tasks during planning sessions or live meetings and attach them directly to the conversation they came from. No scattered action items. No digging through emails. Just one source of truth your whole team can work from.

### Step 2: Assign every task to a specific team member

When a task doesn’t have a name next to it, it usually doesn’t move. Clear ownership prevents the “I thought someone else was on it” problem.

**How WEDO helps:**

Every task in WEDO has a clearly assigned team member, visible to everyone. You can set due dates, add instructions and attachments, and loop others into the task when needed. As updates are made, assignees get notified in real time, so there is no need to check in manually or guess where things stand.

### Step 3: Prioritize with intention

Without prioritization, everything starts to feel urgent and your team ends up reacting instead of focusing. A strong tracking system keeps the real priorities front and center.

**How WEDO helps:**

WEDO lets you prioritize tasks using customizable tags or sort tasks into the Eisenhower Matrix to separate important tasks from the noise. You can filter your view to focus only on top-priority items so your team isn’t wasting time on low-impact work.

### Step 4: Track progress before it becomes a problem

A task that’s late isn’t the problem; it’s the symptom. The earlier you catch slowdowns, the easier it is to fix them.

**How WEDO helps:**

With WEDO, you can see progress in real time. Overdue tasks automatically rise to the top of your workspace’s open task list, so nothing urgent gets buried. You can also view tasks by deadline and keep track of what’s moving, stalled, or done, all without waiting for a meeting or manual report. That makes it easier to catch bottlenecks before they become missed deadlines.

### Step 5: Use visual timelines to stay ahead of schedule shifts

Sometimes even with strong task tracking, timelines shift, a blocker delays one task, and suddenly everything downstream is affected. That’s where a visual planning tool like a Gantt chart can make a difference.

**How WEDO helps:**

![Screenshot of WEDO’s Gantt view showing a task hierarchy with durations and coloured bars tracking progress across quarters](https://wedo-assets.sos-ch-gva-2.exo.io/screen_task_and_checklists_gantt_view_en_8061ab942b.png)

WEDO includes a built-in Gantt chart that gives you a real-time visual of your entire project timeline. You can [map task dependencies](https://wedo.com/features/tasks), track progress, and spot delays before they affect delivery.

You also get control over how date changes ripple through your plan, thanks to [three smart buffer options](https://wedo.com/features/project-management):

- **Maintain Buffer:** Keeps the gap between dependent tasks consistent
- **Consume Buffer:** Uses the built-in gap only when needed to absorb delays
- **Disable Automatic Shifting:** Lets you adjust one task without moving others

It’s a fast, flexible way to keep projects on track and your deadlines intact, even when plans evolve.

### Step 6: Keep updates where the work happens

If your team has to hunt down context in a Slack thread or email chain, momentum slows. Communication should be part of the work, not something that happens on the side.

**How WEDO helps:**

In WEDO, every task includes space for comments, notes, and file attachments. That means the full history of a task, from the original ask to the final outcome, stays in one place. It’s easier to ask follow-up questions, give feedback, or hand off work when everything is already there.

### Step 7: Make project tracking part of your weekly rhythm

It’s not enough to set things up once and hope for the best. Project tracking only works when it becomes a habit, something your team checks, updates, and trusts.

**How WEDO helps:**

WEDO makes that habit easier to stick to. You can review tasks from your own dashboard, filter by what’s due soon, or scan your workspace to see how things are moving. During weekly meetings, you can review projects live, update statuses as you talk, and create new tasks without switching tools.

When each of these steps becomes part of your everyday workflow and your tools are designed to support them, project tracking stops being an extra task and becomes the engine that drives your team forward.

## Conclusion

The most successful teams aren’t just organized; they’re aligned. They know what needs to be done, who’s doing it, and what’s getting in the way.

That level of clarity comes from having a system that supports real project tracking, making it easier to manage tasks, prioritize work, and adapt when things change.

[WEDO](https://wedo.com/features) gives your team that system. It connects the dots between planning and progress so you can deliver on time without the usual chaos.

Ready to stay on top of every task, project, and deadline? Start your [WEDO free trial today](https://wedo.com/signup).

Discover how to improve project tracking, manage tasks effectively, and meet deadlines with ease using WEDO’s collaborative work platform.

Purple background visual with white text: “How to Master Project Tracking Without Losing Sight of Deadlines”, featuring a gear icon with a clock and a timeline with progress indicators

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Master Project Tracking Without Missing Deadlines

In the fast-paced world of administrative management, executive assistants play a crucial role. The Swiss army knives of any organization juggle many tasks and deadlines while supervising those of others. Faced with these challenges, they often find themselves overwhelmed by routine, repetitive responsibilities. We immersed ourselves in the daily lives of 6 executive assistants who use the WEDO platform to understand the workings of their organization, the challenges they face, and the tools they have put in place to facilitate their management.

According to our study, the most time-consuming tasks for executive assistants revolve mainly around administrative functions. These activities, while necessary, tend to monopolize a significant proportion of their working time, preventing them from concentrating fully on more crucial aspects of their role, such as operational and strategic development.

Among the most time-consuming tasks in their job descriptions, the executive assistants surveyed identify the following:

**1. Meeting preparation:** preparing agendas and presentation documents, taking and sharing minutes, following up on decisions and tasks delegated at meetings,

**2. Diary management and meeting organization:** planning and coordination of appointments, team meetings, and conferences, taking care to avoid scheduling conflicts,
**3. Document preparation and management:** drafting, proofreading, and organizing important documents such as reports, presentations, correspondence and contracts,

**4. Project coordination:** managing and following up on specific projects, liaising between different departments, and meeting deadlines.

Internal and external communications, administrative support, and human resources management closely follow those.

## How to lighten the administrative load for an executive assistant?

When asked what tools were used to monitor collaboration before WEDO was integrated, the most common programs were Outlook, Word (for taking minutes), and Excel. However, these tools had significant limitations. Respondents reported difficulties related to the cross-functionality of information between different team members. For example, these tools were not conducive to **active, real-time collaboration when taking PVs**, making this task often cumbersome and time-consuming, and necessitating numerous round-trips. The systematic use of e-mail to distribute these documents wasted considerable time without guaranteeing effective communication.

Furthermore, the limited nature of these tools prevented efficient tracking of tasks and projects. Users faced significant challenges maintaining a clear, up-to-date overview of projects. In short, although these tools are widespread and familiar, their use in team collaboration and project management needs to be improved.

This situation underlines the importance of cross-functional tools and solutions to lighten the administrative workload. With the implementation of WEDO, the executive assistants surveyed were able to optimize their administrative processes.

### 1. Meeting preparation and management

![computerized agenda for real-time note-taking](https://wedo-assets.sos-ch-gva-2.exo.io/reunion_ENEN_aad2ef7f0e.png)

One of the most time-consuming aspects of the job is the preparation of meetings. With WEDO, executive assistants benefit from automated management and considerable time savings in preparation and follow-up. The platform enables uniform management of minutes, clear distribution of post-meeting tasks, and automatic tracking of topics from one session to the next. Users report an average time saving of 55% for these tasks.

![save time spent on meetings](https://wedo-assets.sos-ch-gva-2.exo.io/55_ENEN_83c8604c19.png)

WEDO's meeting module lets you integrate blocks of paragraphs, tasks, file attachments, personal notes, votes and signatures, among others.

![testimonial Regula Oberdorfer](https://wedo-assets.sos-ch-gva-2.exo.io/Regula_Oberdorfer_ENEN_1a54d3c30f.png)

### 2. Project management and task tracking

![efficient task management](https://wedo-assets.sos-ch-gva-2.exo.io/tasks_ENEN_be99588a59.png)

Project management and tracking represent another major challenge. WEDO simplifies this task by offering clear delegation possibilities, the creation of checklist templates to standardize processes, and real-time task tracking. This leads to better prioritization and more efficient day-to-day management.

![testimonials Aline Volery and Nicole Thalmann](https://wedo-assets.sos-ch-gva-2.exo.io/testimonials_Aline_et_Nicole_ENEN_11a8dc6cff.png)

### Use case: facilitating HR processes and the transmission of specifications

When executive assistants are involved in HR processes, the integration of WEDO proves to be a major asset. The platform makes it possible to standardize on-boarding and off-boarding procedures by means of specific checklists. These checklists, drawn up for each stage of the process, automatically assign the relevant tasks to the team members concerned. This method ensures structured, efficient management of personnel transitions, eliminating the operational uncertainties often associated with the question "What steps should I take?".

By simplifying these processes, WEDO not only eases the workload for HR managers, but also contributes to a clear, documented handover of tasks and knowledge from one employee to the next.

![simplified hr processes](https://wedo-assets.sos-ch-gva-2.exo.io/Modeles_checklists_ENEN_fdf58af70f.png)

One of the decisive advantages of WEDO, highlighted by our management assistants, is the ease with which recruitment interviews can be documented in real time. Each exchange can be recorded directly in a standardized (and customized if required) agenda, enabling these interactions to be saved methodically and instantaneously.

### 4. Transmission of information

WEDO lets you link documents to tasks or meetings, ensuring that all the necessary information is in the right place. Global search makes it easy to retrieve documents, and to find a specific file based on a keyword found in the PDF file.

In terms of communication, WEDO users particularly appreciate the immediate visibility of entries and the ability to restrict access to certain information.

![Alexandra Locher](https://wedo-assets.sos-ch-gva-2.exo.io/Alexandra_locher_ENEN_e53527e95c.png)

**We asked our users to rate the platform on a scale of 1 to 10, to qualify the positive impact WEDO has on their daily tasks.**

![Best collaborative software for executive assistant productivity and organizations](https://wedo-assets.sos-ch-gva-2.exo.io/preparation_reunion_note_ENEN_1_d92c7629a1.png)

![Alicia Aubert](https://wedo-assets.sos-ch-gva-2.exo.io/Alicia_Aubert_ENEN_5d3644b8f7.png)

Executive assistants can greatly ease their workload by equipping themselves with a collaborative platform. Do you have any questions or doubts about WEDO's compatibility with your needs? We'll be happy to give you a short 30-minute demonstration.

::button-primary[Try WEDO for free]{link="/signup"}

::button-primary[Schedule a live demo]{link="/demo"}

In the fast-paced world of administrative management, executive assistants play a crucial role. The Swiss army knives of any organization juggle many tasks and deadlines while supervising those of others

An executive assistant speaking on the phone with colleagues blurred in the background, overlaid with the text “How to make an executive assistant’s daily life easier” and “Use case”

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Making daily life easier for executive assistants

Held once a month, quarter, or half-year, as required, these privileged meetings provide a confidential and open communication space, encouraging in-depth discussion of individual and collective objectives. They create a valuable opportunity to discuss each employee's specific challenges and needs, fostering better mutual understanding. Moreover, these meetings provide a framework for recognizing individual achievements and contributions, reinforcing a sense of accomplishment and belonging to the team. Thanks to these personalized exchanges, bilateral meetings contribute to more effective personnel management, more focused professional growth, and solid, fulfilling working relationships.

## Key topics for a bilateral meeting

During a bilateral meeting between a team leader and an employee, several key topics must be addressed to ensure effective communication and optimal management. Here are some of these topics:

### 1. Ongoing assessment
Discuss objectives for the current period and assess progress and results achieved. Identify successes and areas requiring further attention.

### 2. Professional Development
Explore opportunities for employee development, training, and professional growth. Identify skills to be strengthened and possible progression paths.

### 3. Feedback
Exchange constructive feedback on work performed, highlighting strengths and addressing areas for improvement. Encourage open dialogue to stimulate continuous learning.

### 4. Needs and Challenges
Allow employees to express their needs regarding resources, assistance, or support to accomplish their tasks. Discuss possible obstacles and find solutions together.

### 5. Work-Life Balance
Address workload-related issues, stress levels, and work-life balance. Identify measures to support employee well-being.

### 6. Projects and Initiatives
Discuss future projects, new initiatives, and potential employee contributions. Encourage active participation and creativity.

### 7. Management feedback
Offer employees the opportunity to share their feelings about management, work methods, and team communication. Foster an environment of trust and continuous improvement.

### 8. Focus on Vision
Ensure that the employee understands and adheres to the team or company's overall vision, values, and goals.

### 9. Resources and Support
Identify the resources required for the associate's success and ensure that he/she has the proper support to carry out his/her tasks.

### 10. Long-Term Planning
Examine longer-term perspectives and discuss the employee's career aspirations and how these align with team or organizational goals.

_"Enabling discussions in bilateral meetings, in a more intimate way and with a long-term vision, brings a notable benefit to the employee's career in the company. It makes them feel valued, heard and recognized above all. Setting clear, long-term objectives is a real motivator for them."_

**Marie Rudaz-Jaeggi**, *[AmbitionSuccess.ch](http://ambitionsuccess.ch/)* - MORGES

Team leaders and employees can establish fruitful collaboration, foster professional development, and maintain a positive working climate by addressing these topics regularly and in-depth at bilateral meetings.

## Use WEDO to keep track of your bilateral meetings!

![1_1 ENFR.png](https://wedo-assets.sos-ch-gva-2.exo.io/1_1_ENFR_78b8a89537.png)

With WEDO, you can prepare your agenda jointly with your manager or colleague. In this way, each participant can prepare the questions or topics to be addressed.

Generally speaking, the agenda items for a bilateral meeting are recurrent. WEDO enables you to set the topics so that they recur from one time to the next to ensure that discussions are followed up and that objectives evolve.

Once completed, the minutes are locked and remain available to both participants for consultation.

::button-primary[Schedule a live demo]{link="/demo"}

During a bilateral meeting between a team leader and an employee, several key topics must be addressed to ensure effective communication and optimal management.

A smiling person listening to their counterpart in a one-on-one meeting, overlaid with the text “Topics for a one-on-one meeting” and “Use case”

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