The latest version of WEDO (#17) is now online for all our users. It includes the following improvements:

## Customer's logo

Each client can now replace the WEDO logo with their own logo in the application. The logo will also be automatically included in the task lists exported as PDFs. To change your company logo, go to Profile > Settings > Company tab.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2016_11_diapositive1_e1541102265442_fba84286d4.png)

## New filter system

For simplicity, the filter system has been redesigned. You will find two separate spaces above the task lists. On the left are the predefined filters (with additional options). On the right side, the display of tasks according to their status (in progress, completed and deleted).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2016_11_diapositive2_e1541102284700_08feda6a01.png)

## Relative planning of checklists

When creating a checklist template, you can now choose the planned date and due date for each task. The schedule is set in number of days relative to the start date.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2016_11_diapositive3_e1541102304187_3856577fc7.png)

Once your template has been created, you will be asked to choose the launch date on which the planned dates and due dates will be calculated.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2016_11_diapositive4_e1541102322820_1f1bb6ed06.png)

The checklist launched, will send the planned tasks to the right people.

## Exporting tasks individually

An option is added in the export window. You can now choose whether you want to export all tasks or only the selected tasks. Let's say I want to export a single task. I select it, click **Export** and choose the **Selected tasks** option.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2016_11_diapositive5_e1541102344906_c3289e7ddc.png)

## Editing comments

A comment entered can be modified or deleted. This can only be done by its editor and within 15 minutes. After this time, the comment will no longer be editable for traceability reasons. This delay will allow you to modify the comments in case of a typing or spelling mistake for example.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2016_11_diapositive6_e1541102370187_f450f7fb49.png)

## Removal of observers

An observer can now be deleted (after addition) on a task. This can only be done by the person who added the observer or the observer himself.

## Conclusion

This is a nice version of WEDO that brings even more performance and simplicity to our collaborative tool. Thank you to all our customers for their feedback that allows us to improve WEDO week after week. Keep an eye on our blog, new features are still planned for the end of this year 2016.

This new version of WEDO includes several improvements proposed by our customers. 

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Six improvements for WEDO version 17

This WEDO update brings an improvement in the internal notification system. The main goal is to limit the number of notifications, while maintaining an adequate level of information.

The merging of notifications takes place on three levels:

* Merging notifications related to the same event
* Updating of notifications according to their relevance
* Deletion of notifications in case of false manipulation

## Merging notifications related to the same event

Let's imagine for example that Michel creates a topic on the network and then adds members; in the order John, Paul and Myriam. With the old notification system John would have received three notifications. One for having been added to the members personally, one when Paul was added and one when Myriam was added. With the new version, John will receive a notification that he and two others have been added as members of the topic.

## Updating of notifications according to their relevance

When I want to inform a person that a task has been completed, I must first add them to the observers. This will generate two notifications ("added as observer" and "task completed") for the person concerned. With this new version, the notification "added as observer" will be updated to "task completed". This will leave in the WEDO account of the person concerned only one notification and not two.

## Deletion of notifications in case of false manipulation

If more than one person is added as an observer to a task and someone inadvertently completes it and then restarts it, each observer would previously receive two notifications. WEDO is now able to understand that this is a false manipulation and therefore will not notify any observers via the notifications.

## Conclusion

With intelligent notifications, you get just the right number of notifications to keep you informed of important events that affect you. Feel free to send us your comments and suggestions for improvement via support in WEDO.

Intelligent updating of notifications to get just the right amount of information.

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Intelligent merging of notifications

## "A simple, intuitive and user-friendly tool."

Launched by David Dutch and Antoine Sudan, WEDO is a 100% Swiss collaborative tool for companies of all sizes. Available in French, German and English, the platform allows employees to network in the management of their tasks, meetings and projects. Followed by Fri Up for almost a year, the start-up has the ambition to become a national reference.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2016_10_stemutz_photo_fri_up_we_do_web_imh_8113_caa4d3eb64.jpg)
![](https://wedo-assets.sos-ch-gva-2.exo.io/2016_10_stemutz_photo_fri_up_we_do_web_imh_8139_4925e1d403.jpg)

## How did you meet and when did the idea of a joint project arise?

Antoine: "We met on the train in 2003 when we were on our way to the Technical Professional Maturity Course (EPSIC). A good alchemy quickly set in, as did the idea of creating our own company to combine our skills. After studying engineering, we each worked on our own, maintaining special bonds of friendship. It was an important step to gain experience and mature our project."

David: "We launched WEDO when we realized the need to develop a collaborative tool to centralize a company's information and network its employees in the management of their tasks, sessions and projects."

## Many tools exist on the market in project management. How does your product stand out?

Antoine: "First of all, we conducted interviews with some 300 company directors with between 5 and 4,500 employees, with the aim of understanding their organisations and their needs in order to develop our tool. On this basis, we built the WEDO platform. It allows prioritizing, planning, delegating and classifying tasks, while offering a global vision to each employee on all his tasks, the progress of the tasks he has delegated to his colleagues and the person responsible for each activity within a project. Communication between collaborators is then managed in the form of tasks that include a comment system. History is recorded to keep track of activities."

![](https://wedo-assets.sos-ch-gva-2.exo.io/2016_10_montage_fr_1024x614_9a5a620c62.png)

## What is the first feedback you have received from users?

David: "All of our customers mention the simplicity, ergonomics and user-friendliness of the tool. We remain very attentive to the users' needs. They provide us with valuable information in the optimization of our solution and the development, if necessary, of new functionalities. In the long term, we want to become a Swiss reference in collaborative tools for companies".

## How did you get to the North Incubator?

Antoine: "Pierre-André Arm, director of COREB, has become a WEDO customer. He then suggested that we contact Fri Up. And last November, we got our sesame for a coaching from the Association and accommodation at the North Incubator in Morat.

David: "Our coach, Markus Ith, helped us with administrative aspects such as insurance and accounting. Today, he mainly follows our dashboards and puts us in touch with prospects."

\--

Interview by Véronique Grady / Source:
[Original article from the info patronale](https://wedo-assets.sos-ch-gva-2.exo.io/article_wedo_info_patronale_2016_10_a72296cd65.pdf)

An article on WEDO published in October 2016 in the "info patronale" business news

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Info Patronale

This article explains how to use WEDO to track improvement proposals following a quality audit. The benefits of using WEDO to track improvement proposals are as follows:

* Centralization of information
* Distribution of proposals for improvement among colleagues
* Clear prioritization according to the environment
* Traceability of corrective actions taken
* Paperless process
* Clear vision of the actions to be taken for each

## Create a workspace: name, members, color (to be done only once)

In the left menu, click **Workspaces**. Then, in the action bar, click + **Create Workspace**. Choose a name and a definition for your workspace and then click on **Save and continue**.

Define the members who will have access to this workspace. Note that you can invite people from outside your company via email address. Click **Continue**.

Finally, choose a colour for your space. Tip: choose a colour code (session in blue, project in red, internal department in green, etc.). Click on **Go to Workspace**.

As an example, I choose to create an Audits 2016 space.

## List proposals for improvements to be made in space

You can now enter all improvement proposals in the _Audits 2016_ area. Here is an overview of my example:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2016_09_diapositive1_e1541096998549_5477d520d7.png)

## Define who is responsible

In the action bar, click on the **Organize** button then choose **Delegate**. The following window opens to choose a person in charge for each improvement proposal:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2016_09_diapositive2_e1541097017327_19dab8c80d.png)

## Setting priorities

In the same way, click on the **Organize** button and choose **Prioritize**. The following window opens to choose a priority for each improvement proposal:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2016_09_diapositive3_e1541097033975_ffd5bb8f45.png)

## Each employee has a clear vision of his or her work

All delegated tasks are automatically sent to the right people. Each manager will be able to view what has been assigned to him or her in his or her task list. Everyone will also be able to see the progress of improvement proposals at any time by going to the Audits 2016 area. Here is the list of pending tasks with responsibilities and priorities:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2016_09_diapositive4_e1541097053270_bfd0152c6b.png)

Validated tasks are automatically archived to keep historical records.

## To go a little further

### Follow-up of corrective actions

Ask those in charge to note in the comments the action taken in order to have it in front of them at the time of proofreading.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2016_09_diapositive5_e1541097069619_eb79b3da20.png)

### Create one space per year

Create one space per year for audits. This will allow you to carry forward unrealized improvement proposals to the next year. You can do this by simply adding the second space to the task. Example with _Audits 2016_ and _Audits 2017_ (method to keep the traceability of reported actions):

![](https://wedo-assets.sos-ch-gva-2.exo.io/2016_09_diapositive6_e1541097092270_e1836c9d4b.png)

## Conclusion

Thanks to WEDO, proposals for improvement are efficiently managed and distributed. All this without any documents to fill out, update or file. This approach allows employees to know their responsibilities and control their deadlines more easily. Communication between employees is also strengthened thanks to the pooling of tasks for a defined group.

Follow-up of the quality audit process and its proposals for improvement without paper documents.

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WEDO for quality audits

This WEDO update brings a new feature: activity feed. These are chronologies that include all events, comments and notes.

The feeds exist at three levels:

* General activity feed with information about you on your network
* Feeds by topic to view the progress of sessions, projects, services, etc.
* Per person feed to track your history or that of one of your colleagues (depending on your rights)

## Overview of a topic's workflow

This is what the workflow for my "Project Zero Paper" topic looks like:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2016_09_flux_d_activite_4dc944ad2e.png)

## Note-taking

You can see from the image above that it is possible to add notes in the workflow. This way you can write information for a topic or for your entire network quickly. Using the "Add Recipient" button, you can notify the people affected by your note. It is possible to add **people**, **topics** or checklist **templates** to the recipients.

## Usage example

I would like to inform the whole working group for the "Project Zero Paper" about the next meeting. I am writing a note to this effect. I can add addressees via the button or by entering the title of the subject preceded by an @.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2016_09_note_avec_mention_7ecec0df0e.png)

## Conclusion

Thanks to the workflows, you can keep up to date quickly and communicate even more easily with people in your network. Feel free to send us your comments and suggestions for improvement via the support in WEDO.

How can I see the progress of a topic at a glance?

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Activity feed

Today's update allows you to add any external person to your WEDO network via their email address.

## Usage example

Let's say you are working on a construction project called "Project AP" with the help of an external consultant. In WEDO, you create a new subject to track the progress of this project.

When you create a topic, WEDO guides you through three steps: 1\. topic name, 2\. topic members and 3\. Topic colors.

Here, it is the second step that interests us. You can now add external people via their email. In my example, this is my consultant. To do this, simply enter his email in the search bar. WEDO will automatically prompt you to enter his or her First and Last Name. Take a look at this instead:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2016_07_guest_invite_d2b244b756.jpg)

Note that an invitation will be sent to j.boss@jbconsulting.ch (the preview of this invitation is visible on the right side of the screen). The consultant will then be able to join your network. He or she will only have access to the topic "Project AP". This way you control confidentiality.

## Other examples

Use guests to :

* Add the members of the Board of Directors to the meeting concerning them
* Delegate tasks to your suppliers
* Invite a client to follow the progress of a project
* Working on projects with collaborators from several companies
* And so on.

## Spectrum of operation

Member management integrates guests for the entire network, both in terms of topics and checklists. A guest entered once can be reused for the following checklists and topics. When you remove a guest from the members of a topic or checklist, his access is instantly removed.

## Conclusion

Thanks to the guests, you collaborate with everyone on the same platform. Don't hesitate to ask for a trial period if you want to be part of the adventure. You will be able to test WEDO for free as a team for 30 days.

Invite your contacts via their email address and collaborate with them directly in WEDO.

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Collaborate with guests

Since its inception, WEDO Sàrl has had the firm intention of developing a 100% Swiss tool. The _swiss made_ represents our corporate culture and our vision. In this sense, we are committed to carrying out all our activities in Switzerland. This means that :

* The company was founded in Switzerland (the legal aspects are therefore guaranteed under Swiss law)
* The hosting of the data is carried out entirely in Switzerland (in Zürich and Geneva, by CloudSigma / ISO/IEC 27001 certified).
* The development is carried out in Switzerland (job creation in our region, control of the development process)

We are convinced that here we have all the necessary elements to create a quality, flexible and innovative product.

With this idea in mind, **WEDO** has recently been awarded the **swiss made software** label ([swissmadesoftware.org](https://www.swissmadesoftware.org/home.html)). More than 240 companies have joined the label since its creation in 2007\. The three main conditions for obtaining the label are as follows:

* At least 60% of the production costs must be generated in Switzerland (100% for WEDO).
* The main steps of the manufacturing process must take place in Switzerland (100% for WEDO).
* The company must be registered in the commercial register.

The label **swiss made software** is dedicated to the promotion of the Swiss software sector in Switzerland and abroad. It is associated with values such as: quality, reliability and precision - especially in software development.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2016_07_swissmadesoftware_logo_ac89fa2e15.png)

We are happy to obtain this label representing our philosophy. The ideas that make up our company and our vision are thus represented by this red logo.

Our company, its development and the hosting of our application are 100% Swiss.

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WEDO receives the swiss made software label

This article explains how you can use WEDO to manage maintenance activities. Tracking one-time repairs and periodic maintenance using WEDO has the following advantages:

* Centralization of all technical tasks
* Easy distribution of tasks among colleagues
* Clear prioritization according to the environment
* Traceability of activities carried out over time
* Simple scheduling of recurring tasks
* Reporting of failures by all employees (ticketing)

## Create a topic: name, members, color (to be done only once)

In the left menu, click **Topics**. Then, in the action bar, click **\+ Create Topic**. Choose a name and a definition for your topic and then click **Save and continue**.

Define the members who will have access to this topic. Note that you can invite people from outside your company via email address. Click **Continue**.

Finally, choose a colour for your subject. Tip: choose a colour code (session in blue, project in red, internal department in green, etc.). Click on **Go to topic**.

As an example, I choose to create a _Technical_ subject.

## List the tasks to be carried out in the subject

You can now enter all the tasks to be carried out around the building in the _Technical_ topic. Here is an overview of my example:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2016_06_diapositive1_e1541096343960_007dcd840c.png)

## Define who is responsible

In the action bar, click on the **Organize** button then choose **Delegate**. The next window opens to choose a person in charge for each task:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2016_06_diapositive2_e1541096363967_96a5e9a870.png)

## Setting priorities

In the same way, click on the **Organize** button and choose **Prioritize**. The following window opens to choose a priority for each task:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2016_06_diapositive3_e1541096382480_41ce6fc523.png)

## Each employee has a clear vision of his or her work

All delegated tasks are automatically sent to the right people. Each manager will be able to view what has been assigned to him or her in his or her task list. Everyone will also be able to see the progress of the tasks at any time of the week by going to the _Technical_ topic. Here is the list of pending tasks with responsibilities and priorities.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2016_06_diapositive4_e1541096402309_ef78855dd0.png)

Validated tasks are automatically archived to keep historical records.

## To go a little further

### Define recurrences

You can define recurring tasks and other periodic maintenance checks. To define a recurrence, select a task from your list and, in the details pane, click **Set Due Date or recurrence**. In the calendar that opens, click the **Set recurrence** button. The following panel opens :

![](https://wedo-assets.sos-ch-gva-2.exo.io/2016_06_diapositive5_e1541096422506_b8f9ce36ae.png)

A recurring task is marked in the list by a rotating arrow. Releasing it, stores the completed occurrence and automatically schedules the next occurrence.

### Add Comments

You can write comments related to a task (in its detail pane). This comment will remain linked to the task, allowing you to keep a history of remarks and other information.

### Setting deadlines

Like comments, you can add a due date to a task in its detail pane.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2016_06_diapositive6_e1541096444131_c5ea0d7873.png)

### Add tasks from any device

You can add tasks to your _Technical_ Topic at any time via a computer, tablet or smartphone.

## Conclusion

Thanks to WEDO, technical activities are efficiently managed and distributed. This allows employees to know their responsibilities and to control their deadlines more easily. Communication between employees is also strengthened by sharing tasks for a defined group.

Find out how to master all technical activities in one place.

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WEDO for maintenance activities

It has been one year since the first version of our collaborative tool was put online. Thanks to the valuable feedback from our customers and prospects, WEDO is being constantly improved. Here is an overview of the various updates throughout this past year:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2016_05_evo12mois_4a1560fecd.png)

In addition to these new functionalities, network management, security, design and ease of use of the application are constantly being improved. In a year, WEDO has considerably evolved for more simplicity and efficiency. All our improvements are made according to customer feedback. A big thanks to our customers for their contributions and critical sense. Our philosophy of listening and adapting will allow us to create the best collaborative tool possible. 

Various surprises are planned for the upcoming months. Feel free to [request a free demo](/demo) if you would like to be part of the adventure.

Discover the evolution of WEDO with this overview of the 12 versions that marked the first year. 

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One year of developments

Trello

Asana

Decisions

Monday.com

eSéances

MS Teams

MS Planner

OneNote

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.

---

## 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.

A graphic showing legal documentation that meets new regulatory requirements

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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.

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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.

::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.

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