## Table of contents

The table of contents facilitates the browsing through the meeting minutes. Furthermore, a single click will bring you to the item to be treated. From the table of contents, you can also:

* Decrease the indentation of an item
* Increase the indentation of an item
* Delete an item
* Drag and drop the items and/or sub-items to organize them

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_01_diapositive1_c190e8d7b5.png)

## Item by item

For this new version, the drafting has been redesigned: from now on, only the item to be treated will appear on the screen. Once you are done with an item, you just need to click the button with the title of the next item to be treated to progress in the drafting. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_01_diapositive2_2_d8f1773246.png)

## Redesigned Toolbar 

Each item and sub-item has its own Toolbar. From the **\+ button** you can:

* Attach a file
* Add a note
* Add a decision
* Create a task
* Add a sub-item to the meeting agenda
* Import tasks from the workspace

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_01_diapositive3_3_e41bc9c72a.png)

## The “move” button 

It is now possible to move a note, a decision, a task or a file to another item in the meeting agenda. Click the button with the **three vertical points** (1) and **Move the note** (2). A window will open with all the possible destinations. Click the item to which you wish to move your note (3). The same procedure applies to move a decision, a task or a file.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_01_diapositive4_3_7828884129.png)

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_01_diapositive5_1_68b88ca912.png)

## The pending tasks box 

Pending tasks from the workspace are now available in a box that you can access with a button. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_01_diapositive6_8c12348415.png)

From the pending tasks box, it is possible to import tasks into a specific item: click the tasks to import (1) and, with the drop-down list, select the item in which you want to import the tasks (2). Then, click **Import** (3).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_01_diapositive7_6e99b65c52.png)

_Info : if you would like your pending tasks to figure as an item in your meeting agenda, like in the previous version, you can simply create an item entitled “Pending tasks” and import all the pending tasks from the workspace._ 

## The 5 steps of the meeting

At all times, you can see which step of the meeting you are in. The user with all access rights can click on each step to change the status of the meeting.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_01_diapositive8_3f51cf7d39.png)

_Info : other buttons at the bottom of the page also allow you to switch from step to step._ 

## Display of access rights of each attendee

You can now click on the attendees of a meeting to see the distribution of access rights. Click on the attendees (1), a window will open with a list of the meeting attendees and their access rights for the current meeting (2). 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_01_diapositive14_c86280b5bd.png)

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_01_diapositive15_07a2d15e76.png)

This can be useful if you need to modify meeting minutes but you do not have the appropriate access rights. You can then spot the attendees who have full access rights on that meeting, who will be able to change your access rights. Attendees with full access rights are represented by a logo with a crown on a blue background. 

\-

A collection of articles explains all the ins and outs of the new Meetings module.

::button-primary[Access the Help Center]{link="https://help.wedo.swiss/en/collections/3202989-meetings"}

The new version of WEDO revises the meeting module to simplify the drafting of the meeting minutes. With this article, discover the improvements this update offers!

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Meeting module : improvements that will facilitate the drafting of your meeting minutes

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Relive the year 2018 of WEDO through this retrospective and discover the new members of our team. 

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Retrospective 2018

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> _Sick of long, unproductive meetings? Two Fribourgeois propose a digital solution, WEDO, to make them efficient. Explanations._

Between three and six weeks a year: that's the time we spend on average in work meetings, according to a survey published in 2017 by the Opinionway Institute for the business consultancy firm Empreinte Humaine. According to this survey of a thousand employees in companies of various sizes and in a variety of economic sectors, nearly one out of every two sessions is considered unproductive. More than 25% of the respondents do not see the need to participate. As a result, 44% of them discreetly use their smartphone to do something else during this time (typically reading and sending emails).

This scourge has a name: Meeting madness. Antoine Sudan and David Dutch suffered from it for several years after graduating from engineering school. "Meetings are not useless in themselves," they say at the outset. "The problem is that they are poorly prepared, the agenda is not respected and you come out of them far too often without being sure of what has been decided. Amazed at the time they spent on this commendable but frustrating exercise, Antoine Sudan and David Dutch developed the WEDO web application. That was in 2014\. Today, four years and thirty updates later, this web application is used by more than a hundred organisations, municipalities and companies in French-speaking Switzerland, including Groupe Mutuel, Groupe E Connect, HES-SO Fribourg and Banque Cantonale de Fribourg.

Neither blockchain, Dropbox, nor intranet, WEDO is a collaborative platform whose layout automatically adapts to the size of the screen you use (iPhone, PC...). It is in fact an interface with a common and participative space. Very didactic, it has been designed to be within everyone's reach. Regardless of its functionalities and technical qualities, the WEDO application is based on in-depth reflection and careful analysis of the factors that make working meetings so often disappointing and time-consuming. In other words, this organizational solution has been developed to respond directly and pragmatically to certain recurring problems. One example: the agenda often remains a little vague until everyone is gathered around the table. To avoid this, WEDO offers a feature that allows you to record and schedule the items to be discussed. Once this is done, simply open the application and follow the thread of questions. No more digressing, in short.

## EASY TO KNOW WHO'S DOING WHAT

The minutes are a chore? Thanks to WEDO, it is possible to write it live. "This is one of the interesting features of our meeting management module. You have an agenda, with a series of items to be discussed, and you can add under each item blocks of information, whether they are notes, decisions or tasks to be carried out," explains Antoine Sudan. Decisions made and tasks assigned during meetings can then be recorded by the minute writer at the time. Since this information is displayed in a specific place in the module and all participants have a personal access account, it is very easy to retrieve this information later. In short, at the end of the session, everyone knows where to find the answer to the famous "who does what" question.

In addition, it is possible to export an agenda or minutes by generating a PDF file so that it can be shared, printed and signed. You can also easily create extracts from minutes, or retrieve notes through the minutes using simple keywords. Gone are the days when you had to open multiple files to get your hands on information!

"The strength of WEDO is that it covers all phases of meeting management: before, with the preparation of the agenda, during, with the taking of important notes, and finally after, with the follow-up of tasks. Indeed, in addition to our module for meeting management, we have developed another one for task management and scheduling, and both interact with each other. Therefore, you have the means to ensure a continuous and dynamic follow-up of the work. This way, you can see at any time what has been done between sessions and what remains to be done. You no longer have to wait to obtain or pass on information, nor do you have to send several confirmation e-mails or call three times to find out how much a quote will cost," says David Dutch. In addition, each user can activate synchronisation with his electronic calendar (Outlook, Google Calendar...).

## MEETINGS SHORTENED BY ONE THIRD

It is also possible to create specific spaces for certain projects, departments or work teams, so that tasks can be distributed in one click. As soon as a job is indicated as completed, the participants concerned receive immediate and automatic feedback. "All of these processes greatly speed up the processing of decisions and shorten the duration of sessions by an average of one third," says Antoine Sudan.

Solving complicated problems with a simple software: that was the challenge of the creators of WEDO. The first person they told about it - a former professor - predicted that « it would never work ». Which makes them laugh a lot today. « Luckily, our engineering mentality soon got the better of us and we refused to let it get us down ». While many young entrepreneurs start by trying to raise funds, Antoine Sudan and David Dutch decide to develop their application while working and approach their first customers in parallel. They conduct more than 300 interviews for this purpose. Right from the start, they rely on user feedback to improve their product. The first version is officially released in May 2015\. A few prospects test it. « With each new release, we surveyed our customers to find out how we could improve WEDO. And we continue to solicit their opinions and feedback. For example, some of them recently commented that they would have liked to have been able to define specific access criteria, to avoid having participants pop up with irrelevant questions on the agenda. While a General Secretary should certainly be able to modify the agenda, this is not necessarily the case for any participant. So in the latest version of WEDO, we have introduced a new tool to set up access rights very finely ».

  
![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_01_wedo_montage_1024x525_23213decc1.png)
  
  
## START WITH A FREE TRIAL

What about the price? According to a common practice in applications, it depends on the number of users. It varies between 15 and 25 francs per person per month. WEDO is available in packs of five, ten or fifteen users; above twenty, packs are sold in increments of ten additional units. The subscription covers all updates, data hosting and support, i.e. all services with the exception of change management during the first year to maximise the chances of success, which is also calculated on the basis of a flat rate depending on the size of the network. 

"But what we always offer in the first place is a free presentation of WEDO. That's why you'll find a big blue button on the homepage of our website [www.wedo.com](/) that you can click on to schedule a demonstration by booking a date at your convenience directly in our calendar," say Antoine Sudan and David Dutch, who claim that the data will only be hosted on servers located in Switzerland.

Source: original article [Le Matin Dimanche](https://wedo-assets.sos-ch-gva-2.exo.io/article_wedo_matin_dimanche_316cb86cf5.pdf)

Sick of long, unproductive meetings? Two Fribourgeois propose a digital solution, WEDO, to make them efficient. Explanations.

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The cure for meeting madness is called WEDO

## What is two-factor authentication?

Two-factor authentication is a process that adds an extra level of security to an account on a website. Once activated, the two-factor authentication protects your data in two steps: by requesting your password, as usual, and then asking you to enter a unique code. Hence, even if someone who has access to your password tries to log in to your account, he will not be able to enter it without entering this additional code. It also means that each time you connect to a new device, you will need to enter a code.

This security feature is particularly useful for companies that are sensitive to the security of their data. However, this security measure does not necessarily appear to be necessary for all WEDO users, which is why its activation is optional.

## How to enable two-factor authentication?

Go to the Personal **Settings** of your account (1) then select the **Password & Security** tab (2):

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_11_diapositive1_3_88e6187066.png)

Here you will find the option to enable two-factor authentication. In this section you will also find a list of browsers connected to your account. 

To enable double-factor authentication on your WEDO platform, click **Enable Two-Factor Authentication** (3).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_11_diapositive2_3_3e6eb5a872.png)

You must then enter your current password (4) and click **Next** (5).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_11_diapositive3_3_afd81e6d73.png)

You will then be asked to use an authenticator application that will generate your security codes. If you do not already have one, we recommend using _Microsoft Authenticator_ which can be downloaded on the _App Store_ or on _Google Play_ (6).

Once the authenticator application is installed on your smartphone, it needs to be configured. If you chose _Microsoft Authenticator,_ add an account by clicking **\+** and then click **Other account.** Then, scan the QR code (7) to generate a one-time use code.

_Note: if your authenticator application does not allow you to scan the QR code, there is an alternative solution: the code consisting of letters and digits is a replica of the QR code which you can copy/paste._ 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_11_diapositive4_3_17097e8d0f.png)

Your account on the authenticator application is now linked to your WEDO account. One-time use codes are automatically generated every 30 seconds. To continue the activation, click **Next** (8).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_11_diapositive5_3_08e498808c.png)

WEDO will then ask you to enter the 6-digit code generated by your mobile authenticator application to verify that everything has been configured correctly (9). To continue, click **Next** (10).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_11_diapositive6_3_9f8a611b4d.png)

The last step to finalize the activation consists in defining a recovery solution in case you would lose your access to the authenticator application. We can send a recovery code in a text message to your mobile phone to regain access to your account. Enter your mobile phone number (11) and click **Next** (12).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_11_diapositive7_3_fa5f15417c.png)

You will receive a 4-digit code on your mobile phone. Enter it in the input (13) and click **Next** (14).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_11_diapositive8_3_05ecee5fb2.png)

As an additional recovery solution, we suggest you keep the 8 one-time use codes to recover your account when needed. We recommend to copy and paste them in a separate document that you will keep in your personal folders. To continue, click **Next** (15).

If you have not copied and saved your 8 one-time use security codes, you can still click **Previous**.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_11_diapositive9_2_4f18005293.png)

To finalize the activation of the two-factor authentication, click **Activate the two-factor authentication** (16). The activation of the two-factor authentication is completed. From now on, when you will authenticate yourself, you will need to enter a security code provided by your authenticator application.

## Connection once the two-factor authentication is activated

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_11_diapositive10_1_27c62c5e3c.png)

To connect to your WEDO account, enter your e-mail address and your usual password, then click **Connect.**

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_11_diapositive11_2_a5a6b6d99e.png)

Then, enter your 6-digit code (1) that you need to generate in your authenticator application with the account that you configured with WEDO. If you do not want the two-factor authentication for each connection from this browser, usually linked to the one on your main computer, you can select the option _Do not ask me any more on this browser (2)._ By selecting this option, the two-factor authentication will remain effective if you connect from another browser or from another computer. To access your WEDO account, click **Connect.** 

The new version of WEDO integrates dual factor authentication, an additional solution to protect access to your data!

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Two-factor authentication

## Rights management

When you add a meeting, a new column named _Access_ will appear in the list of attendees:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_10_diapositive3_1_e1540988841560_7892e6806d.png)

For each attendee, you can choose among 5 options:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_03_diapositive2_1_7db5b841f2.png)

## 5 steps of a meeting

The five steps that structure the creation of a meeting have been improved and are as follows: 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_03_diapositive3_1_24da19b2f6.png)

Please note that changing the status of a meeting (i.e. moving from a step to another) has an impact on who can edit what. For example: an attendee who has the right to modify and add agenda items will be able to do so until the meeting agenda is validated. Only an attendee with full access rights, represented by the logo with a crown on a blue background, can modify the status of the meeting. 

## Rights according to the step

Below is a table summarizing the accesses that allow to modify the elements according to the step in which the meeting is

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_03_diapositive4_1_37b3ec51c1.png)

## 5 steps of a meeting

In previous versions, when the meeting was ended the information and decisions could still be edited but not the tasks. This feature has been improved in the current version. All information can still be edited in step 4/5: _meeting minutes in review_ until the moment the meeting minutes will be locked in step 5/5.

## Save changes made to tasks 

The tasks can be updated in the meeting minutes as long as they are not locked, i.e. until step 4/5\. We recommend you to systematically lock the meeting minutes once they have been reviewed and approved. 

## Periodic report

We have added to this version a periodic report which will be sent to you by email. By default, you will receive a weekly report every Monday morning.

To modify this parameter and manage the frequency of the periodic report, go to your _User profile > Settings > Notifications > Periodic report._

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_10_diapositive4_1_e1540988863763_d82e3149cb.png)

## For you to discover in this new version

* New tile design for the workspaces, checklist templates, checklists and meetings.
* The tile menu has moved from the action bar directly on the tile itself to improve the user experience.
* Improvement of certain texts to clarify the interface (for instance, for the importation of a previous meeting agenda).
* Synchronization options with the calendar have been improved.

The new version of WEDO integrates various new features such as rights management during meetings.

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Rights management during meetings

Antoine Sudan and David Dutch are two friends who created WEDO after discovering the joys of working and planning meetings. 

### 

![PME Magazine](https://wedo-assets.sos-ch-gva-2.exo.io/wp_content_uploads_2018_09_diapositive30_25efb9625e.png)

> This start-up company from Fribourg created a software designed to optimize work organization and meetings. About forty big companies are customers, among which the Groupe Mutuel. 

Before being associates, Antoine Sudan and David Dutch were two teenagers living in the Broye region and taking the train together to go to school. They dreamed of creating their own company together but they needed some work experience, so they both started to work once they got their engineering degree.

They soon discovered the surprises and disillusions of corporate life. “Collaboration was not as easy as expected, especially during meetings”, explains Antoine. “We were often missing answers and solutions to simple questions such as ‘who takes care of what’, ‘how’ and ‘for when’, regardless all the e-mails we were receiving”. Therefore, the two friends had an idea: develop a collaborative task manager to simplify work progress. They started to work on their project from of 2014.

What differentiates them from others is that no funds were raised for their project: they developed their software on their own while they were still working. Furthermore, to optimize their product, they contacted their potential customers and questioned them to have a clear idea on their needs and point of view. They conducted more than 300 interviews to develop their tool in the best possible way. The first version of the software was launched in May 2015 and was first tested with a few of their sales leads who were curious to discover its functionalities.

Their software is thus an organizational solution. It is a common and collaborative space to which everyone has access and can follow the work progress in real-time. Hence, people know exactly who is in charge of what and for when it is due. No need to make several calls or to send amounts of e-mails to give a feed-back on a project. The interface is made in a didactic manner and is within everyone’s reach. The price varies according to the number of users and is between 15 and 25 Swiss francs per month and per user. Hence, the software allows to manage meetings, tasks and check-lists at reasonable cost.

## Work progress in real-time

Nearly three years after the first launch of the software, the contractors, who are today 31 and 32 years old, have proved successful. More than 40 health facilities are among their customers, and other companies such as Groupe Mutuel. Christian Lalain, member of the IT department of the insurance company, first discovered WEDO when he was the municipal councilor of Saillon. “I wanted to find a solution to the traditional paper files on which we would stick a post-it note with essential information or updates, which would eventually end up being lost or worn down. For that reason, I installed WEDO on the municipality’s computers last year. It’s great: everyone is working on the same tool and the different working spaces structure all activity. If a person calls to make an appointment with a particular person or for an information, the person at reception can create a task and assign it to the corresponding person, who will receive a notification. She will then know exactly what to do or what to answer if the person calls back. The software thus improved communication and interaction not only among collaborators, but also with our citizens. It definitely improved the quality and efficiency of our service and increased our team spirit”. 

## Servers in Switzerland

Given the positive results observed in Saillon, Christian Lalain suggested his employer at the Groupe Mutuel to use this tool. Groupe Mutuel previously used another tool called Wunderlist, purchased by Microsoft. The start-up company from Fribourg is proud of its success and is still growing surely but slowly. “Once our first client signed, there was a second, and a third…” recalls David Dutch. “We first reduced our working time, then we became self-employed. We are now established as a LLC and our office is based in Fribourg. And we are hiring! We are planning on hiring two new collaborators this year”. The two associates started off by looking for customers before going to fairs. In Switzerland, there are very few competitors. As their servers are based in Switzerland, they can claim their 100% swiss origin, a key argument for customers who fear data theft. 

\-

Source: [Original article from PME Magazine](https://wedo-assets.sos-ch-gva-2.exo.io/article_wedo_pmemagazine_2018_06_8bc9187094.pdf)

This start-up company from Fribourg created a software designed to optimize work organization and meetings. About forty big companies are customers, among which the Groupe Mutuel. 

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WEDO’s great success

Custom fields allow you to add detailed information to the tasks of your network in a structured manner. There is an infinite number of use cases possible with the 6 predefined types that we offer.

## Use case

In this article we propose three use cases to help you understand the custom fields:

* Add a custom field to estimate the duration of the tasks,
* Add a status on the tasks linked to a project,
* Add services concerned with management’s tasks

In a general sense, a custom field can be available on all the tasks of the network, or only in one or several workspaces.

## Add a custom field to estimate the duration of tasks

To create a new custom field, go to _Profile > Settings > Custom fields_ tab. Then click **Add custom field.**

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_07_diapositive1_1304187a99.png)

A window will pop up asking you to choose among six types of fields. To estimate the duration of tasks in minutes, you will need to select “Number”. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_07_diapositive2_5d4f3a2160.png)

Enter a name for your custom field and choose an icon to represent it in the details pane of your tasks. You can then choose to make the custom field available on all your tasks, or if you only want it to be available in one or several workspaces. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_07_diapositive3_b2e0359b5a.png)

Then, click **Save.** 

Next to each task of your network will now appear the field “Duration in minutes” in the details pane of the task, with the icon you have chosen:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_07_diapositive4_be95a31753.png)

## Add a status on the tasks linked to a project

To create a new custom field, go to _Profile > Settings > Custom field_ tab. Then click **Add custom field.**

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_07_diapositive1_1304187a99.png)

For a status on the tasks of a project, the appropriate custom field will be “Dropdown list”.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_07_diapositive5_c7b63ba24d.png)

Enter a name for your custom field and choose an icon to represent it in the details pane of your tasks. Then select the second option: “No, I want to choose in which workspaces it’s available”. 

You can then enter the different status that you would like to have in your project: 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_07_diapositive6_ff141f8924.png)

Note that you can choose a different color to represent each status. 

To activate the field in a workspace, you need to go to the settings of the workspace in question (here, it is _Zero Paper Project_) and select the _Custom fields_ tab. The list of custom fields available for activation will appear. You can then choose to **Activate** the field that interests you for this project.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_07_diapositive7_5ef6596455.png)

From now on, you can select the status of each shared tasks in your Zero Paper Project.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_07_diapositive8_4d33c7a613.png)

Note that you can also sort the tasks according to their status:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_07_diapositive9_39b8b2d33c.png)

## Add the services concerned with the management’s tasks

To create a new custom field, go to _Profile > Settings > Custom field_ tab. Then click **Add custom field.**

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_07_diapositive1_1304187a99.png)

Here, you will need to select “Multiple choice”. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_07_diapositive10_b54ff0cc41.png)

Enter a name for your custom field and choose an icon to represent it in the details pane of your tasks. Then select the second option: “**No, I want to choose in which workspaces it’s available**”, enter the different “Services” and click **Save.**

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_07_diapositive11_4a5008f16c.png)

To activate the custom field in the _Management_ workspace, you need to go to the settings of the workspace in question and select the _Custom fields_ tab. The list of custom fields available for activation will appear. You can then choose to **Activate** the field that interests you for this workspace.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_07_diapositive12_9dda7c3f4b.png)

You now have the possibility to choose one or more services for each task that is in the Management workspace. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_07_diapositive13_ba2da623cc.png)

## Sharing tasks and custom fields

If you share a task in a workspace, the available custom fields of the workspace will automatically appear in the details pane of the task. If you remove a task from a workspace, the custom fields will simply be masked. This flexible system offers you to share tasks that will remain intact and no data will be lost. 

**We can improve WEDO thanks to your feedbacks. Please let us know if you have any suggestions or ideas to improve and develop our tool.** 

Custom fields allow you to add detailed information to the tasks of your network in a structured manner. There is an infinite number of use cases possible with the 6 predefined types that we offer. 

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Thanks to Fri Up for this video portrait and for the support brought to our startup.

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WEDO allows you to create tasks via Email. From the Email to the task, the data is transmitted in the following manner:

1. The subject of the Email will become the title of the task
2. The content of the Email will become the description of the task
3. All the attached files will be in the attachments of the task

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_05_diapositive1_d807f647c5.png)

## There are three possible options when creating tasks in WEDO via Email:

* Create a personal task.
* Create a task automatically assigned to a colleague.
* Create a task automatically shared in a workspace.

To send a task via Email in WEDO, you need to write an Email addressed to a unique Email address. This Email address will correspond to a person or to a workspace.

## Where to find the unique Email addresses ?

Each user and workspace possesses a unique Email address in your WEDO network. 

To find my unique and personal Email address, I need to go to _My profile > Settings > Email to task_ tab_._

To find the Email address to send a task to a colleague, I just need to ask him his Email address that he will find in the same place.

To find the Email address to create a task directly in the workspace, I need to go to the workspace in question. On the three-dots icon I select _Settings > Email to task_ tab

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_05_diapositive2_6487df5d0b.png)

Note that you can add recipients. This is useful to create a task assigned to a person and shared in one or more workspaces.

## Practical example

I want to assign a task to my colleague Benoît entitled “Prepare the communication plan”. I want to add the following description: “Maximum number of pages: 3”. Finally, I would like this task to be shared with the workspaces of the Management and Marketing departments.

This is what my Email will look like:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_05_diapositive3_717f80fca1.png)

## Quickly transform Emails to tasks

There is an alternative solution to quickly transform one of your Email to task in your personal space: transfer it to [**wedo@mail.wedo.swiss**](mailto:wedo@mail.wedo.swiss).

## Authorize other Email addresses

To create tasks via Email in your personal space, an Email address must be previously authorized.

By default, the Email address you use to connect to your WEDO account is already authorized, as well as the ones from your colleagues who have an account. No need to activate them again.

However, to add another Email address such as your personal one, proceed as follows: Go to your _Profile > Settings > Email to task_ tab and click **\+ Add an email address.** Enter the Email address you wish to add. A verification code will be sent to you by Email, which you will need to enter in WEDO and click **Save** to finalize the operation. Once the Email address is authorized, the status “**Active**” will appear next to the address.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_05_diapositive4_310a053793.png)

## Examples of use

* Assign tasks to your team on the basis of received Emails
* Transfer repair requests received by Email directly to the “Technical” workspace to centralize them.
* Share Emails that contain attached files to be read during meetings by transferring them to the workspace named “Mail to be processed”.

Should you have any questions or comments, please do not hesitate to contact us via the chat support on the WEDO page.

Find out how to turn your emails into tasks by transferring them to WEDO.

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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 teams don’t realize how much time gets wasted on small, repetitive tasks. Creating the same tasks again and again in your task management software. Manually updating statuses. Following up with team members just to check if something’s been done. These aren’t big jobs, but they pile up quickly and pull attention away from actual progress.
That said, there’s a better way to handle the busywork. Task automation helps you take some of that weight off your team’s plate by setting up simple rules that keep things moving in the background.
In this article, we’ll break down what task automation really means, how it fits into your workflow, and how platforms like WEDO help you build automated systems that keep things moving without constant manual effort.

## What Is Task Automation?
Let’s first take a look at what task automation actually means.
In simple terms, task automation is the process of using technology to handle routine actions in your workflow — things that happen often, follow a pattern, and don’t need human input every single time. Think of it as setting up a system once, so you don’t have to do the same thing manually over and over again.

Instead of logging into your workflow management tool to recreate the same task each week or chase updates by hand, automation lets you set up triggers that do the work for you. For example:
- When a meeting ends, automatically assign action items.
- When a task is marked complete, notify the next person in the chain.
- When a deadline is approaching, send a reminder without anyone needing to click "send."

Task automation isn’t just about saving time, though it definitely does that. It also reduces the risk of things slipping through the cracks. Fewer manual steps means fewer human errors, especially in fast-moving projects or across larger teams.

And the best part? You don’t need a technical background to make it work. With the right workflow management software, task automation can be as simple as setting rules or dragging and dropping steps into place.

## Why Task Automation Helps Teams Work Smarter
Most teams don’t need more hours in the day; they just need to spend less of that time on tasks that don’t need to be done manually.

That’s where task automation makes a real difference. It helps your team cut down on repetitive actions that slow things down, whether that’s assigning the same task to multiple team members, nudging someone about a deadline, or copying information between tools. These tasks might seem small, but they interrupt focus, create friction, and lead to lost time across the board.

Automating these steps does more than saving time, though. It also improves accuracy. When you automate a recurring task or set up a rule for how something should be handled, you eliminate the possibility of someone forgetting a step or entering the wrong detail. Fewer human errors means a more reliable workflow, especially when projects start moving fast.

Additionally, it helps with visibility. Instead of relying on someone to manually update a spreadsheet or notify the next person in line, the system keeps everyone informed in real time. That kind of consistency makes it easier to stay aligned and to trust the process.

On top of that, automation helps you streamline workflows without constantly reinventing how your team works. When your [task management tool](https://wedo.com/blog/how-to-choose-the-right-task-management-tool-for-your-team) handles the handoffs, reminders, and follow-ups, your team can focus on the parts of the work that actually need their attention.

It’s a small shift, but it adds up quickly. Over the course of a week, a month, or a quarter, automating just a few high-frequency tasks can give your team hours back, without changing how they collaborate.

## Where Task Automation Actually Helps
If you’re trying to figure out where task automation fits into your workflow, here’s the simplest rule: start with anything you find yourself doing more than once.

![Infographic titled "Tasks You Should Automate First," showing six icons with labels around a central star icon. The tasks include: "Assigning follow-ups after meetings," "Notifying the next person when a task is completed," "Sending deadline reminders," "Copying information between tools," and "Recreating recurring tasks.](https://wedo-assets.sos-ch-gva-2.exo.io/tasks_you_should_automate_first_en_3caf641d71.png)

That might mean re-creating the same task every week. Manually assigning the same follow-ups after every meeting. Pinging someone to check if something’s done. Or copying info from one system to another just to keep everyone in the loop.

These are all things that can be automated, and probably should be.
For example, recurring tasks don’t need to be created from scratch each time. You can easily duplicate them, along with the right owner, due date, and notes.

The same goes for post-meeting actions. Instead of taking notes in one place and then creating tasks somewhere else, you can connect the two. With a tool like WEDO, tasks can be created and assigned in real time while you’re still in the meeting. The task is then displayed in the minutes of your meeting, as well as in subsequent meetings, so you can track its progress automatically. No extra steps, no follow-up reminders needed.

Notifications can also run on autopilot. You can set up alerts for when a task is created or completed, when a deadline is modified, or when the next person needs to step in. That way, your team stays in sync without having to constantly check in.

Then, there’s the copy-paste work, like repeating the same info across tools or forms. That’s where automation can step in to save time, reduce human errors, and make your task management system way easier to manage.
None of this has to be complicated. You’re not rebuilding your entire process. You’re just removing friction from the parts that don’t need to be done manually anymore.

## How to Build Automation Into Your Workflow Without Making a Mess
Once you’ve decided what you want to automate, the next challenge is making sure it actually works inside your existing setup and doesn’t break everything else.

Here’s where a little structure goes a long way.
### 1. Map your workflow first
Before you start clicking through automation options, take a few minutes to sketch out how the task actually moves from start to finish. Who creates it? When? What happens next? Who needs to be notified?
This step helps you spot bottlenecks, duplicate effort, or unnecessary steps, all things you don’t want to accidentally lock into your automated process.

### 2. Use automation to replace clicks, not decisions
Good automation replaces steps your team shouldn’t have to do manually, such as assigning repeatable tasks, defining the schedule, sending reminders, or supplying the necessary documents, not work that requires context or judgment.

If you need a human to stop and think, don’t automate that part. Focus on the parts that are already following the same steps every time.

### 3. Keep your automations visible
One of the biggest mistakes teams make is setting up automations and then forgetting they exist. If someone changes a workflow and doesn’t realize there’s automation tied to it, you can end up with duplicated tasks, skipped steps, or worse.

Make sure your workflow management tool logs automated actions clearly. Team members should be able to see what was triggered, when, why, and by whom, ideally right in the task history or timeline. The goal is to make your system more responsive, less manual, and not more fragile.

## How WEDO Helps You Automate and Work Smarter
You don’t need to overhaul your entire system to start using automation. WEDO is designed to fit into how your team already works, while helping you simplify and streamline everyday processes.

Here’s how it supports automation in a way that’s actually usable, even for non-technical teams.

![how-WEDO-helps-your-team-automate-smarter-en.png](https://wedo-assets.sos-ch-gva-2.exo.io/how_WEDO_helps_your_team_automate_smarter_en_5ee2f67683.png)

### 1. Automate task creation from meetings
WEDO makes it easy to assign tasks in real time while you’re running a meeting. Instead of taking notes in one tool and creating tasks in another, you can assign action items on the spot, with deadlines, owners, and context included. These tasks are then automatically placed in the appropriate workspaces and task lists, and are tracked in your meeting minutes and subsequent meetings, keeping everything connected without extra steps.

### 2. Streamline recurring processes with checklist templates
For recurring workflows, WEDO’s [checklist templates](https://wedo.com/features/checklists) are a game-changer. Instead of manually recreating the same set of tasks each time, you can build standardized templates for processes like onboarding, quality checks, or event planning. Tasks are automatically assigned with the right owners, due dates, and documents, ensuring consistency without extra setup. You can even track checklist progress in real time to ensure everything stays on course.

### 3. Keep your project plans updated with Gantt automation
With WEDO’s new [Gantt chart feature](https://wedo.com/features/project-management), you don’t have to manually update project timelines. Any action taken on a task, like changing a start date, marking a task complete, or adjusting deadlines, is automatically reflected in the Gantt view. This keeps your project schedules accurate without double entry or manual adjustments, making it easier to manage dependencies and maintain momentum.

### 4. Reduce manual follow-ups
With WEDO, task statuses and ownerships are always visible to the right people. That means fewer check-ins, fewer status meetings, and less time spent chasing updates. Everything stays synced in real time, across your team’s workspaces and meetings.

### 5. Simplify your workflow without writing rules
You won’t find a complex rules engine buried in WEDO. Instead, automation is clean, usable, and built around your team’s real actions, and no coding or setup headaches are required. Assignments, follow-ups, recurring tasks, and project tracking happen in the background, letting your team stay focused on work that matters.

And because WEDO combines [task management](https://wedo.com/guides/the-ultimate-guide-to-task-management-strategies-tools-and-best-practices), meeting documentation, checklists, and project planning in one platform, you don’t need five different tools to make automation work. It’s already built into your workflow.

## Conclusion
Manual work has a way of creeping into every corner of your workflow. A few extra clicks here, a missed follow-up there, and suddenly your team is spending more time managing tasks than actually completing them. Task automation helps clean that up. It removes the repetitive steps that don’t need to be handled manually and keeps your processes running smoothly in the background.

WEDO gives you the tools to make that shift without overcomplicating your setup. From real-time task creation during meetings to recurring workflows and built-in collaboration features, it’s designed to support teams that want to simplify how they work, not add more to their plate.
Want to see it in action? [Start your WEDO free trial](https://wedo.com/signup) today.

Learn how task automation helps streamline workflows, reduce manual work, and improve team productivity with WEDO’s smart collaboration tool.

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Task Automation: What It Is and How It Helps Your Team Work Smarter


The Swiss data protection landscape has undergone significant changes in recent years. In response, **WEDO SA** has carried out a **comprehensive revision of its contractual framework** to align with current legal obligations.

This initiative is designed to **remove legal barriers** for our clients—especially **cantonal and municipal public entities**—so they can use our services **without needing to request contract modifications**.



## Evolving Legal Context

Switzerland’s **new Federal Act on Data Protection (nFADP)** came into effect on **September 1, 2023**, introducing enhanced rights for individuals and stricter obligations for organizations.

In parallel, **most Swiss cantons have revised their own data protection laws**. At the time of writing, **only the canton of Vaud** has yet to update its legislation. These regional laws often include **specific requirements for IT providers** working with public entities.

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## Why We Updated Our Documentation

Our goals were to:

- **Remove legal friction** for customers outsourcing data processing to WEDO.
- **Ensure alignment** with new cantonal legislation, beyond just the federal level.
- Provide a **standardized, legally robust, and user-friendly** contractual framework.



## What Has Been Updated?

### 1. Data Processing Agreement (DPA)

Our DPA has been **completely redesigned**:

- It now **fully incorporates cantonal requirements**, including rules around professional secrecy and data transfers.
- It is **ready to use by public sector entities** without needing further adjustments.
- It includes robust commitments around **security, confidentiality, subcontracting, and data subject rights**.

### 2. Privacy Policy

Now limited to **our website (www.wedo.com)**, this policy clearly outlines data processing related to web navigation and marketing interactions.

### 3. Terms of Use

Updated to ensure **consistency with our new DPA and privacy practices**.


## Key Features of the New DPA

- Clear clauses around **subcontracting and subprocessors**
- Compliance with **legal secrecy obligations** (e.g., professional or official secrecy)
- Provisions on **cross-border data transfers**
- Commitments to **data breach notifications**
- Enhanced **security clauses** and **data subject rights**, including a **contractual audit right**


## What This Means for You

- **Time-saving**: No need to request additional amendments
- **Legal assurance**: Fully compliant with federal and cantonal laws
- **Clarity and simplicity**: The documents are robust yet easy to understand


## Special thanks to YB Conseils & Solutions Sàrl

We would like to warmly thank [**YB Conseils & Solutions Sàrl**](https://www.yb-cs.ch/), a legal firm specializing in technology law based in **Bulle, Switzerland**, for their expert guidance throughout this process. Their support enabled us to meet complex legal standards while keeping our documentation accessible and transparent.


If you have any questions or would like to learn more, feel free to contact us at [info@wedo.com](mailto:info@wedo.com) or consult our updated legal documentation via our [Trust Center](https://trust.wedo.com/).

*— The WEDO Team*

WEDO SA has carried out a comprehensive revision of its contractual framework to align with current legal obligations.

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WEDO Updates Its Legal Documentation to Meet New Regulatory Requirements

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

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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.

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

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