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

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

Add files to the agenda

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

After a meeting, share and archive the minutes directly on WEDO.

Sharing minutes

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

Meeting time management

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

Tasks created in meetings feature a link in their details pane, giving one-click access to the relevant topic. This allows you to view the task in context.

Task/meeting link

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

The dependency between tasks determines the order in which activities need to be executed. It can be used to mark a task as blocking another task, or as being blocked by another task.

Task dependency

Find all your tasks in List view or Kanban view.

Kanban view

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

Calendar sync

Bring together all the functions you need to manage your projects in a single tool.

Project Management

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

Keep track of your workspace activities with a chronological log. 

Feed

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

External users

Annotate files to prepare your interventions

Annotations

Each workspace lets you share files with the relevant members.

File sharing

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

File search

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

Folder tree

Create your own custom integrations using our public API.

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.

MS Teams integration

small_OneNote.png

thumbnail_OneNote.png

OneNote.png

OneNote

Trello

Asana

Decisions

Monday.com

eSéances

MS Teams

MS Planner

Hypercontext

Raiffeisen-color.svg

Raiffeisen-dark.svg

Raiffeisen-light.svg

Raiffeisen

AO_Foundation-color.svg

AO_Foundation-dark.svg

AO_Foundation-light.svg

AO Foundation

Felco-color.svg

Felco-dark.svg

Felco-light.svg

Felco

HVS-color.svg

HVS-dark.svg

HVS-light.svg

Bellwald-color.svg

Bellwald-dark.svg

Bellwald-light.svg

Bellwald

ECAB-color.svg

ECAB-dark.svg

ECAB-light.svg

ECAB

Carouge-color.svg

Carouge-dark.svg

Carouge-light.svg

Carouge

Morges-color.svg

Morges-dark.svg

Morges-light.svg

Morges

Police_Lausanne-color.svg

Police_Lausanne-dark.svg

Police_Lausanne-light.svg

Police Lausanne

Anniviers-color.svg

Anniviers-dark.svg

Anniviers-light.svg

Anniviers

CCIG-color.svg

CCIG-dark.svg

CCIG-light.svg

CCIG

CPNV-color.svg

CPNV-dark.svg

CPNV-light.svg

CPNV

Eracom-color.svg

Eracom-dark.svg

Eracom-light.svg

Eracom

HEG_FR-color.svg

HEG_FR-dark.svg

HEG_FR-light.svg

HEG-FR

Ascenseurs_Menetrey-color.svg

Ascenseurs_Menetrey-dark.svg

Ascenseurs_Menetrey-light.svg

Ascenseurs Menetrey

Grand Hôtel du Cervin-color.svg

Grand Hôtel du Cervin-dark.svg

Grand Hôtel du Cervin-light.svg

Grand Hôtel du Cervin

Methatlantique-color.svg

Methatlantique-dark.svg

Methatlantique-light.svg

Methatlantique

Residomia-color.svg

Residomia-dark.svg

Residomia-light.svg

Residomia

hvs-color.svg

hvs-dark.svg

hvs-light.svg

hfr-color.svg

Tertianum-color.svg

Tertianum-dark.svg

Tertianum-light.svg

Tertianum

Croix-Rouge-color.svg

Croix-Rouge-dark.svg

Croix-Rouge-light.svg

Croix-Rouge

Sion Airport-color.svg

Sion Airport-dark.svg

Sion Airport-light.svg

Sion Airport Valais

OIKEN-color.svg

OIKEN-dark.svg

OIKEN-light.svg

OIKEN

Fédération des Communes Valaisannes /Verband Walliser Gemeinden

FCV-color.svg

FCV-dark.svg

FCV-light.svg

FCV-VWG

![An illustration with people using the task-centered method, breaking tasks into smaller, actionable components.](https://wedo-assets.sos-ch-gva-2.exo.io/Header_Task_Centered_Approach_946bf1b0df.png)

Think about the last time you worked on a big project. Did it feel like your to-do list was spiraling out of control, sticky notes were cluttering your desk, and deadlines somehow kept sneaking up on you?

This is exactly the kind of chaos a task-centered approach is designed to fix.
Rather than getting lost in the big picture, this approach focuses on the real drivers of productivity—breaking projects and tasks into manageable steps, assigning tasks with clarity, and tracking progress in real time.

And it’s not just for project managers. Whether you’re planning a major campaign, juggling day-to-day responsibilities, or even organizing a grocery list, zeroing in on individual tasks instead of the big picture can completely change the way you work.

In this article, we’ll explore how the task-centered approach works, the benefits it brings to your productivity, and how tools like task management apps and checklist templates can help you stay ahead of the curve.

## What is the task-centered approach?
At its core, a task-centered approach is exactly what it sounds like: focusing on tasks as the building blocks of productivity. Instead of viewing a project as one massive undertaking, this method breaks it into smaller, actionable components. It’s like building a puzzle, piece by piece, you get closer to the complete picture.

What makes this approach stand out is its simplicity. By focusing on tasks, it shifts the emphasis from abstract goals to tangible actions. For example, instead of saying, “Finish the marketing campaign,” you break it into steps: “Write the email copy,” “Design the graphics,” and “Schedule social media posts.” This structure helps clarify what needs to happen and when, making it easier to keep projects moving.

### How it’s different from a project-focused method
Unlike broader project-focused methods, which often prioritize overarching goals and timelines, a task-centered approach zeroes in on the smaller details. This shift creates more transparency for team members, makes [assigning tasks clearer](https://wedo.com/features/tasks), and simplifies task tracking. For example, while a project-focused method might track progress by milestones, a task-centered approach tracks every step, ensuring nothing slips through the cracks.

### Why task-centered approach works
The task-centered approach is particularly effective for managing project tasks because it creates structure where chaos might otherwise reign. Using tools like a task checklist template or a task management app, it’s easier to break down complex work, set priorities, and organize tasks.

Let’s say you’re managing multiple projects. Instead of feeling overwhelmed, you can create a task list for each, prioritize items based on deadlines or importance, and keep everything on track.

## Key benefits of a task-centered approach
A task-centered approach is more than just a method for getting things done; it’s a practical way to manage work more effectively, whether you’re working solo or as part of a team. 

![Graphic titled 'Key Benefits of a Task-Centered Approach' with four benefits listed: 1. Improve team collaboration through clear task assignments, 2. Save time with streamlined processes, 3. Simplify managing multiple projects, 4. Increase focus and clarity with actionable steps.](https://wedo-assets.sos-ch-gva-2.exo.io/blog_key_benefits_of_a_task_centered_approach_en_73951fa942.png)

Here are some of its standout benefits:

### 1. Save time with streamlined processes
Instead of constantly figuring out what to work on next, a task-centered approach provides a clear plan of action. Tools like to-do list software and task management apps simplify the process, helping you outline priorities and track progress. For recurring activities, a task [checklist template](https://wedo.com/features/checklists) can be a lifesaver, ensuring you avoid wasting time on repetitive planning.

### 2. Improve team collaboration
When tasks are clearly defined, communication becomes much smoother. Everyone knows their role and responsibilities, which means fewer misunderstandings and greater accountability. By assigning tasks with specific goals, you help your team members stay aligned and productive.

### 3. Make managing multiple projects easier
Handling several projects at once quickly becomes overwhelming, but breaking them down into individual tasks makes everything feel more manageable. A task management app helps you organize tasks, set priorities, and adapt as needed.

### 4. Increase focus and clarity
When work is broken into actionable steps, it’s easier to focus on what matters most. Instead of feeling scattered, you can set goals for each task, tackle them one at a time, and build momentum with every small win.

## How task-centered tools make a difference
Let’s be real, no one wants to spend half their day figuring out what they’re supposed to do next. That’s where the right tools come in. They make the task-centered approach effortless, keeping you organized and helping your team stay on the same page.

### Task management apps
A solid task management app does more than just let you create a list. It helps you stay flexible and focused with features like real-time updates, and progress tracking. Need to reprioritize something? No problem, just move it up the list. These apps are built for handling multiple projects and make assigning tasks to team members clear and simple.

### Collaborative platforms for meetings and tasks
If your work involves meetings (and let’s be honest, whose doesn’t?), a tool like WEDO takes things to the next level. WEDO is more than a task tracker, it’s a collaborative workspace that ties your [meetings and tasks together](https://wedo.com/features/meetings). You can prepare meeting agendas, take real-time meeting minutes, and assign tasks as discussions unfold.

For example, instead of leaving a meeting with a vague idea of what’s next, your team walks away with a complete list of action items, deadlines, and ownership for every task. By the time the next meeting rolls around, you’re not chasing updates, WEDO’s task tracking keeps everything on point.

### To-do list software
For smaller, day-to-day operations, to-do list software can get the job done. It’s like an upgraded version of those old-school sticky notes, but smarter. You can categorize, prioritize, and track your progress all in one place without worrying about losing important details.

These tools don’t just make your work easier, they make it smarter. They help you save time, avoid bottlenecks, and stay organized, whether you’re leading a team or managing your own workload.

## Implementing a task-centered approach in your workflow
Making the switch to a task-centered approach doesn’t require a complete overhaul of your processes, but it does take a bit of intentionality. Here’s how you can start integrating this method into your workflow:

![Graphic titled 'How to Implement a Task-Centered Approach' with five steps: 1. Get everyone on the same page about the benefits of a task-centered workflow, 2. Choose the right tools for task tracking and team collaboration, 3. Set clear expectations and standards for task creation and deadlines, 4. Start small, monitor progress, and gather feedback before scaling, 5. Lead by example and demonstrate the approach in action.](https://wedo-assets.sos-ch-gva-2.exo.io/blog_how_to_implement_task_centered_approach_en_95adfa2cae.png)

### 1. Get everyone on the same page
Start by explaining to your team what a task-centered approach is and why it works. Highlight how breaking down large projects into smaller tasks makes them more manageable, improves accountability, and keeps everyone on track. 
Share examples of how this method can reduce stress and increase clarity across the team. Hold a kickoff meeting to introduce the idea, discuss benefits, and set expectations for how the team will work moving forward.

### 2. Pick the right tools
Choosing the right tools is key. Look for software that allows for easy task tracking and clear assigning of tasks to make adjusting workflows straightforward. Make sure the tool can handle both individual and team needs, whether you’re working on a single project or managing multiple priorities. Before rolling it out, test the software with a small team or project to ensure it’s the right fit for your workflow.

### 3. Set clear expectations and standards
Establish how tasks will be created, assigned, and tracked. For example:

- Write tasks in plain, natural language to ensure clarity.
- Always include deadlines, even for small tasks.
- Update task progress regularly so everyone is in the loop.

Having clear, consistent guidelines makes it easier for the team to adopt the new workflow and stay accountable.

### 4. Start small and build momentum
Introducing a task-centered approach across the board can feel overwhelming. Instead, begin with a single project or department. Monitor how the team adapts, gather feedback, and make adjustments before scaling up.

### 5. Lead by example
Change starts with leadership. If you’re a team lead or project manager, demonstrate the benefits by actively using the tools, assigning tasks thoughtfully, and keeping track of progress. Your team is more likely to embrace the approach when they see it working in action.

## Overcoming challenges in a task-centered workflow
Adopting a task-centered approach doesn’t mean your workflow will be flawless overnight. Challenges like shifting priorities, team alignment, and unexpected delays are all part of the process. The key is anticipating these roadblocks and having practical strategies to tackle them.

### Addressing shifting priorities
When deadlines overlap or new projects are added, it’s easy for tasks to feel like they’re spiraling out of control. This is where flexibility becomes essential.

**What to do:** Build buffer time into your schedules and embrace tools that let you adjust on the fly. For example, if a project’s scope changes, reassign tasks or tweak deadlines in your [task management](https://wedo.com/blog/master-collaborative-task-management-for-remote-teams) tool to reflect the updated plan.

### Ensuring clear communication
Miscommunication can quickly lead to missed deadlines or duplicated work. A task-centered approach depends on everyone knowing their role and how their work fits into the bigger picture.

**What to do:** Regularly review task assignments with the team, ensuring each one is specific and actionable. Use tools that centralize updates so no one is left guessing about what’s happening next.

### Managing task overload
A well-organized workflow can still be overwhelming if the sheer volume of tasks is too high. Taking on too much at once can lead to frustration or burnout.

**What to do:** Be realistic about what can be accomplished. Spread tasks evenly across the team, and don’t hesitate to adjust priorities when workloads become too heavy. Encouraging short breaks and celebrating progress can also go a long way in maintaining energy and focus.

## Conclusion
A task-centered approach offers a way to bring structure and clarity to the busiest of workflows. By focusing on actionable tasks and clear communication, it simplifies the path to achieving your goals. The real advantage comes when you combine this approach with the right tools to keep everything on track.

[WEDO](https://wedo.com) is designed to make this easier. With features like shared agendas, real-time meeting minutes, and task tracking, it helps teams move seamlessly from planning to execution. Every task is assigned, deadlines are clear, and progress is visible to everyone. It’s a collaborative platform that ensures nothing gets lost, and every meeting ends with actionable outcomes.

Ready to see how it works? [Try WEDO for free](https://wedo.com/signup) and discover how it can transform your workflow today.


Improve productivity with a task-centered approach. Break tasks into steps, improve team collaboration, and simplify workflows. Try WEDO for free today!

large_How can a task-centered approach improve productivity_.png

medium_How can a task-centered approach improve productivity_.png

small_How can a task-centered approach improve productivity_.png

thumbnail_How can a task-centered approach improve productivity_.png

How can a task-centered approach improve productivity_.png

What Is a Task-Centered Approach and How It Can Improve Productivity?

![This image shows 3 employees planning their tasks to meet deadlines](https://wedo-assets.sos-ch-gva-2.exo.io/Tasks_Deadline_05b8ea2e06.png)

Let's face it: We've all been in situations where keeping up with multiple deadlines and tasks proved to be a bit harder than we imagined. Just one missed task due date can easily throw everything off, leaving you scrambling to catch up. 

But what if we told you that deadlines don’t have to be this stressful? With the right approach to [task management](https://wedo.com/features/tasks), they can actually help you stay focused, stay on track, and keep everything running smoothly. Whether you’re a project manager handling multiple projects or a team member juggling day-to-day responsibilities, having a system to prioritize and organize your task list is key to making your life a bit easier. 

In this blog post, we’ll walk you through simple, practical strategies to master your workload. From prioritizing important tasks to scheduling them at the right time and effort, you’ll learn how to meet every task deadline while staying calm, collected, and productive. 

Ready to discover a better way to manage deadlines? Let’s get started.

## The importance of deadlines in task management

First, let’s talk about why [deadlines actually matter](https://www.indeed.com/career-advice/career-development/why-are-deadlines-important). At their core, deadlines aren’t just dates to circle on your calendar. They’re tools that help you break big goals into manageable pieces. 

Have you ever worked on a project that didn’t have a concrete deadline? It was more of a “work on it when you find some time” kind of task? How long did it actually take you to finish? Chances are, it either dragged on for weeks, or it got pushed so far down your task list that it disappeared altogether. 

That’s exactly why deadlines matter. A clear task due date turns “someday” into a specific target. It gives you a reason to prioritize, focus, and take action. Without deadlines, even important tasks can feel optional, and projects can quickly lose momentum. 

For teams, deadlines also act as a compass. They give project managers a way to align everyone on the same timeline while ensuring no one is left guessing about what needs to be done and when. Whether you’re collaborating on a marketing campaign or finishing a report, a clear deadline creates accountability and keeps the momentum. 

The trick is to make deadlines work for you, not against you. When used effectively, they help you stay on track, manage your workload, and keep progress steady. However, you have to make them realistic and actionable, setting clear time frames and breaking larger projects into smaller, more manageable specific tasks. That way, you’re not just working toward a deadline; you’re actually building a plan to meet it.

![Gantt chart showing task planning and execution phases for a project. The chart includes milestones, task durations in days, and dependencies displayed as horizontal bars and arrows.](https://wedo-assets.sos-ch-gva-2.exo.io/blog_why_do_deadlines_matter_en_56deb617c1.png)

## Prioritizing important tasks to meet deadlines

Have you ever started your day with a long task list but found yourself tackling the easiest tasks first? It feels good to check things off quickly, but by the end of the day, the important tasks, the ones that really matter, are still sitting there, untouched. That’s where prioritization comes in. 

When people think of prioritizing tasks, they usually think it's all about deciding what to do first. In reality, good prioritizing means creating a system that ensures you’re focusing on the right tasks at the right time. Without clear priorities, even the best-laid plans can fall apart. 

So, how can you prioritize effectively to meet every task deadline? 

### 1. Start by identifying high-impact tasks
Not all tasks contribute equally to your goals. Begin by asking yourself, “What will have the biggest impact on the project’s success?” These are your important tasks, and they should take precedence over lower-priority items. For example, in a product launch, writing the announcement email might be more critical than fine-tuning the design of the banner. 

### 2. Break down large tasks into actionable steps 
Big tasks can feel overwhelming and lead to procrastination. Break them into specific tasks that are easier to handle. Instead of “Prepare quarterly report,” your list might include “Gather data,” “Analyze trends,” and “Create visuals.” This makes it easier to see progress and stay motivated.

### 3. Use a framework to rank tasks 
Frameworks like the [Eisenhower Matrix](https://www.forbes.com/sites/hillennevins/2023/01/05/how-to-get-stuff-done-the-eisenhower-matrix-aka-the-urgent-vs-the-important/) can help you organize your task list: 

**- Urgent and important:** Tasks with immediate deadlines or major consequences if delayed. 
**- Important but not urgent:** Long-term goals that need consistent effort but don’t demand immediate action. 
**- Urgent but not important:** Tasks that feel pressing but can be delegated or deferred. 
**- Neither urgent nor important:** Tasks that are distractions and can be eliminated. 
By categorizing tasks this way, you’ll know where to direct your time and effort first. 

### 4. Consider deadlines and dependencies 

When prioritizing, always factor in deadlines and how tasks affect one another. If a task is blocking other work, it needs to be handled first. Similarly, tasks with tight deadlines should take precedence over those with more flexible time frames. 

### 5. Use task management tools 

A good task management app can make prioritization much easier. Tools with features like dragging and dropping tasks, setting reminders, and tracking progress in real-time help you stay organized and adjust priorities as needed. 

### 6. Communicate priorities with your team 

For teams, prioritization is a group effort. Project managers should clearly communicate which tasks need immediate attention and why. Encourage team members to raise questions if priorities feel unclear or conflicting.

## Scheduling tasks to stay on track
Once you’ve prioritized your tasks, the next step is to schedule them in a way that ensures you’ll [meet your deadlines](https://www.forbes.com/councils/forbescommunicationscouncil/2019/04/01/three-simple-rules-for-managing-deadlines/) without feeling overwhelmed:

### 1. Assign time frames for each task
One of the most effective ways to manage your day is by assigning realistic time frames for each task. Instead of vague plans like “Work on the quarterly report,” schedule specific actions such as “Analyze sales data (2 hours)” or “Draft report outline (1 hour).” This helps you clearly see what’s achievable in a day and prevents underestimating the effort required for your tasks.

### 2. Plan around your most productive hours
We all have certain times of the day when we’re more focused and efficient. Use those hours to tackle high-priority or complex tasks that need more attention. Save smaller tasks, like organizing your task list or responding to emails, for when your energy naturally dips.

### 3. Use tools to keep things organized
As we mentioned above, a good task management app can make scheduling much easier. Features like task dependencies and progress tracking in real-time help you adjust your plan as priorities shift. These tools also let you coordinate with your team, ensuring everyone is aligned on projects and tasks without confusion.

### 4. Don’t overload your schedule
Packing too much into your day doesn’t make you more productive; it makes you more likely to fall behind. Be realistic about how much you can handle, and leave some breathing room for unexpected delays. A buffer of time can make the difference between staying on track and scrambling to finish everything.

### 5. Regularly review and adjust
Schedules aren’t static. Make a habit of reviewing your plan daily or weekly to adjust for changes and ensure everything is still on track. This keeps your workflow flexible and ensures that you’re consistently making progress on your task list.

## Improving task completion rates
If you find yourself consistently struggling to complete tasks, the issue might not be the task itself but how you approach it. Improving task completion rates requires a deliberate strategy focused on setting clear expectations, maintaining focus, and creating a system that supports consistent progress.

![Graphic titled '5 Strategies to Improve Task Completion Rates,' featuring five steps: 1. Clarify what needs to be done and the desired outcome, 2. Set realistic timelines that align with your workload, 3. Focus on one task at a time to minimize distractions, 4. Share your goals to add accountability, 5. Regularly review and refine your process.](https://wedo-assets.sos-ch-gva-2.exo.io/blog_5_strategies_to_improve_task_completion_rates_en_a85aa269e4.png)

Start with clarity. Before you even begin, make sure you understand the task inside and out. What exactly needs to be done? What’s the desired outcome? Without this clarity, it’s easy to spin your wheels or waste time on unnecessary steps. If something is unclear, ask questions, gather resources, or break the task into defined actions to give yourself a better starting point.

Next, create a realistic timeline. Consider not just the task deadline but how long the work will actually take, factoring in your other responsibilities. Overestimating what you can do in a day is one of the quickest ways to fall behind. A good rule of thumb is to schedule fewer tasks but commit to completing them fully. Quality over quantity is key to steady progress.

Accountability is another powerful tool for improving task completion. Share your goals with a colleague, manager, or even a friend. When someone else knows what you’re working on, it adds an extra layer of motivation to finish what you started. Additionally, using task-tracking tools can help you visually see what’s done and what still needs attention, which reinforces a sense of accomplishment.

Eliminate distractions during work periods. It sounds simple, but staying focused is often the biggest hurdle to finishing tasks. Turn off unnecessary notifications, block out time where you won’t be interrupted, and focus entirely on the task at hand. Even a 30-minute period of undistracted work can have a huge impact on completion rates.

Finally, review and refine. At the end of your day or week, take a few moments to look at your progress. Did you meet your goals? If not, why? Understanding what slowed you down and making adjustments ensures you’re constantly improving your workflow. Sometimes, it’s not about changing the task itself but how you prioritize and approach your day.

## Time management techniques for deadlines
Staying focused is easier said than done, especially when distractions are everywhere. Finishing tasks on time requires focus, which is something you can actively improve on with the right strategies.

Start by eliminating the obvious distractions. Turn off unnecessary notifications, let your team members know when you need uninterrupted time, and close any tabs or apps unrelated to the task at hand. A clutter-free workspace can also make a difference; the less visual noise, the easier it is to concentrate.

If you find your mind wandering, try the Pomodoro Technique. This method involves working for 25 minutes of focused time, followed by a 5-minute break. It’s a simple but effective way to stay engaged while giving your brain the rest it needs to avoid burnout. Customize the intervals if 25 minutes feels too short or too long; what matters is finding a rhythm that works for you.

Another way to stay on track is by breaking your day into micro-deadlines. Instead of saying, “I’ll finish this report today,” aim for smaller, time-specific goals like “complete the introduction by 10 AM” or “review data analysis by 1 PM.” These smaller wins keep you motivated and ensure steady progress.

Avoid multitasking—it’s tempting but counterproductive. Jumping between tasks may feel like you’re getting more done, but it actually slows you down and increases errors. Stick to one specific task at a time, see it through, and then move on to the next.

Physical environment matters, too. Natural light, a comfortable chair, or even a pair of noise-canceling headphones can do wonders for your focus. If your workspace feels draining, small adjustments can make a big impact.

Finally, remember that breaks aren’t a luxury; they’re a necessity. A quick walk, stretch, or even just stepping away from your screen for a few minutes can recharge your brain and help you refocus. Think of breaks as a productivity tool, not a distraction.

## Staying ahead with WEDO
As you can see, keeping up with deadlines and tasks doesn’t have to be a constant struggle. It may take a bit of reorganizing and planning, but if you figure out what works for you in terms of staying focused and organized, you can take control of your workload and feel less overwhelmed.

Of course, having the right tools can make this process so much easier, which is where WEDO comes in.

WEDO is a collaborative platform that simplifies task and meeting management. It helps you create shared agendas to ensure everyone is prepared, take real-time meeting minutes, and assign tasks directly to team members during the session. 

Afterward, WEDO keeps everything actionable by tracking progress and giving everyone instant access to the meeting minutes. With features like integrated task tracking, checklists, and collaborative workspaces, WEDO ensures that nothing gets missed, making it easier to stay organized and meet deadlines.

If you’re ready to make task management smoother and more efficient, [try WEDO for free here](https://wedo.com/signup). Take control of your deadlines, simplify your workflow, and work smarter—not harder. With WEDO, you’ll have everything you need to stay ahead and focused on what truly matters.

Discover how to stay on top of task deadlines with effective prioritization, scheduling, and focus strategies. Take control of your workload today!

An employee works on his daily tasks. A clock symbolises the pressure of meeting deadlines. 

large_task deadlines and due dates-en.png

medium_task deadlines and due dates-en.png

small_task deadlines and due dates-en.png

thumbnail_task deadlines and due dates-en.png

task deadlines and due dates-en.png

How to stay on top of task deadlines and due dates

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 overwhelmed by work and demands

large_Executive assistants--EN.png

medium_Executive assistants--EN.png

small_Executive assistants--EN.png

thumbnail_Executive assistants--EN.png

Executive assistants--EN.png

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.

Task management

Meeting management

Project management

Meetings

Tasks

Project management

File

General

You need a specific feature?

Your data security is our top priority

Ready to dive in?Start your free trial today.