## Monitoring of meetings in three steps

The new meeting module (version 2) just came out. It is based on the concepts of the first version but with two new major improvements:

1. Modifications are possible simultaneously by several attendees and
2. The meeting agenda is written item by item for more accuracy

The meetings are still managed in 3 phases:

* Before the meeting: preparation of the meeting agenda
* During the meeting: drafting of the meeting minutes and update of the tasks
* After the meeting: meeting minutes and traceability of the assigned tasks during the meeting

## Preparation of the meeting agenda

Once a meeting has been added, you are asked to choose the attendees and to prepare your meeting agenda item by item.

The items can be reorganized by a simple drag and drop and they are automatically numbered.

On each agenda item, 8 options are available:

* Indent, modify or delete an item.
* Add notes: notes allow you to list the information.
* Add decisions: decisions made during a meeting are clearly visible in the meeting minutes.
* Add tasks: tasks can be linked to precise items of the agenda meeting.
* Attach files: each item can have one or several files.
* Presenter: your meeting agenda is a common thread for the chair of the meeting.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_08_diapositive1_1c7e3a55f5.png)

Synchronization of the calendar : once the meeting agenda is prepared, an event will synchronize itself in the agenda of the attendees (compatible with Outlook, Google Calendar, etc).

## Drafting of the meeting minutes and update of the tasks

During a meeting, you will find your meeting agenda item by item with its notes, attached files and linked tasks.

You can then draft one or several paragraphs in each item with the notes system, show the decisions that were made and list the tasks to do for the next meeting.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_08_diapositive2_40ae870cd3.png)

The meeting agenda serves as a guide to help you structure your meeting and control the duration of the meeting.

Modification of deadlines and comments on the tasks are also automatically traced by WEDO to be included in the meeting minutes.

## Meeting minutes and traceability of tasks assigned during meetings

At the end of a meeting, the meeting minutes are accessible to all the attendees and each collaborator will automatically receive the tasks that have been assigned to him in his personal space.

Tasks that were completed between two meetings will automatically appear as completed in the following meeting. The task history allows you to visualize all the modifications brought to each task with a link towards the corresponding meeting minutes. In short, WEDO offers a complete traceability of the tasks throughout meetings.

When you create a new meeting, the information of the previous meeting minutes is reused to save you time and avoid having to copy-paste and the risk of mistakes.

## Bonus

### Search

WEDO’s search tool indexes the text of all your meeting minutes through all the workspaces of your network. Simply enter one or several keywords to instantly find a specific file.

### Locking

All meeting minutes can be locked after being reviewed to ensure the traceability and reliability of your archives. 

### PDF export

A single click will allow you to export your meeting agenda and meeting minutes as PDF files. The export module will allow you to select the information you want to keep in the file. This is very practical to generate extracts of the meeting minutes.

## Conclusion and acknowledgments

This new version of the meeting module allows you to save time and money. 

Customers who use this module successfully have confirmed saving up to one hour per meeting because the meeting minutes are drafted during the meeting and not afterwards. They have also noticed that their meetings are approximatively 30% shorter than before. Meetings are better prepared, better focused and thus more effective. They have also noticed a time saving when it comes to decision-making and task management. 

We were able to integrate all the suggestions for improvement from our customers in this latest version. Hence, we would like to thank them for their helpful advice and comments. WEDO will continue to evolve to become a complete collaborative tool, intended primarily for Swiss companies. 

A revisited meeting module that saves up to one hour per meeting due to its simplicity of use and the monitoring of tasks from one meeting to another.

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Redesigned meeting module : simpler, more accurate and more efficient

## WEDO SARL, THE SWISS MADE COLLABORATIVE TOOL

WEDO Sàrl is a project of David Dutch and Antoine Sudan, two engineers and childhood friends from Fribourg. WEDO is a collaborative tool created in 2015 and supported by Fri Up. It is used to manage tasks, meetings and team projects. The vision of the two engineers was to simplify communication within a company and to revolutionize collaboration among professionals!

## THE BIRTH OF A 100% SWISS START-UP

As an employee of a company, everyone is confronted with different communication channels: minutes, procedures, documents, emails, charts, phone calls or checklists. Keeping a clear vision on the tasks to perform and their deadlines is not always easy. 

In 2015, David Dutch and Antoine Sudan decided to meet several managers of different companies to discover their ways of managing tasks, meetings and projects. It is thanks to the precious testimonies of more than 300 professionals that the two engineers were able to develop their platform. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_07_stemutz_photo_fri_up_we_do_web_imh_8113_1024x683_b61624ecbc.jpg)

Unlike different tools available online, WEDO is adapted to the needs of Swiss companies. 

> Collaborate with ease 

All data are hosted in Switzerland. The application is highly secure and user-friendly, to ensure an easy networking between employees. 

## TOOLS AT THE SERVICE OF COMPANIES

The return on investment of the use of WEDO is rapid. For example, the drafting of meeting minutes via WEDO will save you up to one hour per meeting, in comparison with standard ways of drafting meeting minutes. Furthermore, the traceability proposed by the application allows you to follow up with the decisions made during the execution of a task on the field. 

Our current customers come from different fields: administrations, municipalities, nursing homes, and banks. Dedicated features allow them to follow existing processes, such as the writing of meeting minutes or the creation of checklists for the monitoring of administrative procedures. Collaborative tools are undoubtedly the future of communication systems for businesses. It is thanks to the suggestions by our customers that WEDO adapts to the needs of companies. The goal is to see WEDO become the collaborative reference tool in Switzerland. 

Photo : © Stéphane Schmutz / STEMUTZ.COM / Source : 
[Original article in ECHO](https://wedo-assets.sos-ch-gva-2.exo.io/article_wedo_echo_2017_06_26_65e15d8fde.pdf)

An article about WEDO published in Echo, the magazine by CCIF. (June 2017 / N° 3). 

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ECHO (CCIF)

## Sections in WEDO

For a few weeks now, WEDOhas made it possible to choose the sorting of task lists: by date, by due date, by user, by workspace and by priority.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_04_diapositive1_89876a0b24.png)

The sections are automatically created according to the chosen sorting mode.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_04_diapositive1_89876a0b24.png)

## Switch from the list view to the kanban view

In each task list, there is a button to switch from the list view to the kanban view.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_04_diapositive2_a0965a0cfd.png)

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_04_diapositive2_a0965a0cfd.png)

Sections are automatically transformed into columns and tasks appear as cards that can be moved from one column to another.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_04_diapositive3_a5f941acbc.png)

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_04_diapositive3_a5f941acbc.png)

Moving a card from one column to another changes its properties. For example: By sorting the tasks by user with the kanban view display, you can assign the tasks to different people by moving them to the corresponding person column.

## Create your own sections

Let's imagine that you want to create a workspace for _**Project Y**_ that consists of four phases. The four phases are _Pre-project,_ _Launch, Development, Communication_.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_04_diapositive4_bf9039232d.png)

Create the Project Y workspace then go to its _Settings_ \> _Custom sections_ tab. Enter the four phases and move them in the desired order. In the _Default View_ tab, you can choose the sort and view that should be selected by default in this workspace.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_04_diapositive5_55ff0e3243.png)

Here's the result:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_04_diapositive5_55ff0e3243.png)

Note that tasks sorted by section can be organized manually in the desired order.

## Conclusion

Thanks to the Kanban view, manage your projects visually. The kanban view makes it easy to monitor the progress of projects and the custom sections allow you unlimited use cases: project milestones, progress statuses, groups by department, and more.

## Also to be discovered in this version

Custom sections can also be used in checklist templates.

The sorting of tasks has been improved for greater simplicity and understanding.

The **_Organize_** button has been moved to each section to allow a more precise and intuitive use of the functionality.

A new option in the _**Organize**_ button allows you to set deadlines on the fly for tasks.

It is now possible to create folders in the main menu to group workspaces. Example folders: _Departments, Projects_, etc. To create folders, go to your _Profile_ \> _Network Settings_ \> _Menu_ tab. Here you can create folders and drag and drop the different workspaces to organize them. Note that the changes you make are valid for all users on the network.

Finally, the _Files_ tab automatically groups all files related to sessions or tasks in each workspace. First steps in document management in WEDO? Possible...

For all those who prefer to work visually: discover the Kanban view.

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WEDO integrates the kanban view

The latest version of WEDO has a brand new feature dedicated to taking minutes. No need to multiply documents and spend hours updating minutes after a meeting. Write your minutes in real time, validate decisions and plan the resulting actions in the same place and during the meeting. Ensure your communication from decision-making to task completion.

## Start by creating a meeting

In each workspace, you will now find a Meetings tab. The action bar allows you to **Add meeting** to it.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_03_diapositive1_ca5496233d.png)

In the small window that opens, give a title and plan your meeting.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_03_diapositive1_ca5496233d.png)

## Before the meeting: prepare your agenda

Once the meeting is created, you can add participants, write the meeting agenda, prepare tasks to be discussed, and attach files to be presented.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_03_diapositive2_62512669eb.png)

When you click on **Meeting agenda is ready**, it validates this document which will be available in WEDO to all participants.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_03_diapositive3_cc594b3ed3.png)

All your colleagues who have access to WEDO will be able to consult all the agendas that concern them in the same place. **In addition, all meetings that users attend are automatically synchronized with their Outlook (or other) calendar.**

## During the meeting: write up your minutes and update tasks

When the meeting starts, you open your previously created agenda and click **Start Meeting**. The screen will then be split in two: the left part for writing the minutes and the right part for updating the tasks in this workspace. Note that tasks previously linked to this workspace will be automatically displayed during a meeting.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_03_diapositive4_517abc6065.png)

Changes made to tasks are recorded throughout the meeting. When the minutes are taken and the task list is updated, you can **End the meeting**.

## After the meeting: a structured minutes and assigned tasks

A closed meeting automatically displays a beautiful minutes with all the important information from the meeting: attendees present, absent and excused, the minutes themselves, new tasks, completed tasks, changes in deadlines, comments, and more.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_03_diapositive5_1512c15016.png)

Each employee can view all the reports that concern him or her from any device (PC, tablet, smartphone). He automatically receives the tasks assigned to him in his personal space. The tasks are linked to their meeting so that they can quickly find the discussion that led to the task in the first place.

## Search for reports and tasks

In this new version, the search has been improved. A simple keyword allows you to find reports, tasks or activities previously discussed.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_03_diapositive6_e1541102903236_564dba249e.png)

## Conclusion

You save a lot of time and energy because you:

* Centralize all agendas and reports,
* Provide everyone with the level of information needed to follow up on their meetings,
* Retrieve the discussions, decisions and actions resulting from them until their execution.

The report writing module is a first step towards an ever more complete collaborative tool. More new features are planned and we would be delighted to hear your opinion on this new module. Do not hesitate to write to us.

## Also to be discovered in this version

* Checklists with key date (tasks that can be scheduled before and after the key date),
* Retractable menu,
* New enriched description for checklists and workspaces.

Perfectly controlled meetings, from decision making to the execution of the task in three steps.

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Complete module for taking minutes

## WEDO, the startup that makes tasks clear.

**Estavayer-­le-­Lac »** WEDO is ready to conquer companies. Founded in August 2015 in Estavayer-le-Lac by two young engineers, David Dutch (IT) from Fribourg and Antoine Sudan (management), the startup offers an online application at [wedo.com](/). «It is a collaborative tool, which allows you to manage tasks in teams», summarizes Antoine Sudan.

**Duly identified** and in groups, the members of a company can enter tasks, plan them, assign priorities, delegate them, comment them, filter them, archive them, monitor their progress or receive notifications, among other functionalities. A special feature of this 100% Swiss application is that all data is securely hosted exclusively in Switzerland.

«We surveyed 300 business owners to identify the needs when we developed version 1, which was released in April 2015\. To date, around 30 companies are using our application, including a bank, residential homes and industrial companies. Their instantaneous feedback allows us to continuously refine the application, according to users' needs. As a result, we are now at version 20 of WEDO», explains the engineer.

The duo, who have been supported by Fri Up (coaching and locations) since November 2015, feel confident enough today to think bigger. «There are only two of us. But if everything works according to our business plan, we'll be able to hire as early as 2018», hopes Antoine Sudan.

\--

Interview by Stéphane Sanchez / Source: 
[Original article from La Liberté](https://wedo-assets.sos-ch-gva-2.exo.io/article_wedo_liberte_2017_02_06_4c7a2632ef.pdf)

An article on WEDO published in La Liberté of 06.02.2017.

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La Liberté

The EMS d'Humilimont is located in a magnificent setting surrounded by greenery and forest with a splendid view of the Fribourg Pre-Alps. We welcome 33 residents for long-term care. Some 50 employees accompany the residents.

## Why did you opt for WEDO?

We were looking for a tool to delegate and track tasks. Outlook did not allow us to obtain the desired traceability. WEDO gives us a global vision of the pending tasks.

## How do you use WEDO to organize your work? Can you give us a concrete example?

We have put together several checklists that allow us to easily follow our internal processes: welcoming residents, welcoming staff, scheduling RAI assessments, updating documents, annual party, etc.

On the other hand, we use WEDO to centralize repair orders for building maintenance. Transport planning, purchasing and vehicle reservations are also carried out on the platform.

## What was the reaction of your employees when you integrated WEDO into your company?

Organizational change inevitably leads to resistance. We have therefore trained the various employees in order to help them understand this new tool.

The hesitation of managers to acquire a new tool has gradually disappeared. Today, we could no longer do without WEDO.

## How has the collaborative tool changed the way you communicate?

As far as communication is concerned, it's fantastic! Thanks to WEDO, we forget less. The collaborative tool makes it possible to centralise the information circulating in the company in order to facilitate access to the various employees.

We have kept the oral communication but thanks to the fast typing, we systematically leave a written trace of our discussions.

## What is your favorite feature in the application?

For some, task management that allows you not to forget anything and to organize yourself with a global vision. For others, the checklists that allow a control of the processes and guarantee a perfect traceability.

## How has WEDO changed the way you work as a team?

The trust placed in individual employees does not exclude the need to monitor the progress of outstanding tasks. WEDO allows us to be more precise in our approach to teamwork. Thanks to WEDO, we have become more demanding in the follow-up of actions and this without any additional effort. We write down the tasks to be done and take the time to organize them when we have a moment.

## Who would you recommend our application to?

We recommend WEDO to any company that wants to improve its communication. In fact, whenever we have the opportunity, we recommend WEDO to anyone who might be interested.

Myriam Fragnière Dufour, director of Humilimont's EMS: "WEDO allows us to centralize the information circulating in the company to facilitate access to the various employees."

Testimonial from Myriam Fragnière-Dufour, Director at EMS Humilimont, asserting that WEDO enables them to be sharper in their approach to teamwork

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Humilimont's EMS works with WEDO

The year 2016 is now over and we are taking advantage of the beginning of 2017 to release the new products developed at the end of last year. As a reminder, all these innovations have been proposed to us by our customers, we would like to thank them for the quality of our exchanges. Here are the new functionalities of version 20 (and previous versions), currently available for all our customers.

## Setting up external notifications

Since version 19, you can choose the days and times for sending notification emails. To do this, click **Profile** \> **Settings**. On the **Notifications** tab, choose your preferences and click **Save**. You will receive emails on the days and times you choose only if you have unread notifications in WEDO.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_01_diapositive1_e1541102523132_c4047fd665.png)

## Sorting task lists

Task lists can be sorted by dates (standard view), due dates, users or priorities.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_01_diapositive2_e1541102547111_ce773abf47.png)

## Info tab in topics

In each topic, discover the **Info** tab which regroups: the description of the topic, the exhaustive list of members, a graph with the progress of the tasks and the flow of activities.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_01_diapositive3_e1541102564358_cfda83d8af.png)

## Checklists V3: editing a checklist after launch

When you launch a checklist, you can now add tasks to it after launch. This allows you to add exceptions or additional tasks when using WEDO for your procedures.

## Redesigning the main menu

The main menu has been updated in version 19 for clarity. The **Users** page has been moved to the **Profile** menu and a new menu item has been added. The menu item includes your **First Name** and contains everything about you in WEDO. The menu is therefore much simpler and includes by default: 1\. Everything that concerns you, 2\. The topics you are a member of and 3\. The models you are a member.

## Redesign of the secondary menu

In version 20, the secondary menu has also been simplified thanks to a tabbed system. The title and list of members have been redesigned to take up less space on your screen. This affects your personal space but also the topics, templates and checklists.

Here is an example with the subject _Human Resources_ :

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_01_diapositive4_e1541102588390_6a21e137a8.png)

## Improved ergonomics of subject settings

When you click on the gear to open the **Settings** of a topic, WEDO now offers you a window with a tabbed system to improve understanding and navigation between settings.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_01_diapositive5_e1541102606773_bd24451085.png)

## Conclusion

This version closes the year 2016 and in particular allows us to simplify the ergonomics and navigation in WEDO. 2017 will see the arrival of major features that will allow you, we are sure, to support collaboration in your business more effectively. We wish you all a happy new year 2017 and a successful year in your exchanges with your colleagues.

Here are all the new features added at the end of 2016\. The new year promises major features that we are already looking forward to telling you about.

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WEDO V20: Goodbye 2016, hello 2017!

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

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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

There’s a special kind of dread that comes with a recurring meeting invite.

It’s always there, every Tuesday at 10, or even worse, every Friday at 3, clogging up your calendar. People join out of habit. Cameras off. Agenda optional. And somewhere between the first status update and the fifth half-decision, you realize: this meeting isn’t helping anyone. It’s just... happening.

A lot of recurring [meetings](https://wedo.com/features/meetings) were meant to create structure. Instead, they often create inertia. Same attendees, same talking points, same outcomes (or lack thereof). Over time, they stop being useful and start being background noise.

But here’s the thing: it’s not the recurrence that’s the problem. It’s the lack of structure. And when you fix that, you stop wasting time and start making it count. In this post, we’ll walk through how to redesign your recurring meetings to create real clarity and value, so people leave with direction, not déjà vu.

## The Compounding Cost of Poorly Run Recurring Meetings

One bad meeting wastes time. A recurring one builds a culture of wasted time.

It’s not just an hour lost every week. It’s five people spending one hour each, every single week, often just to rehash the same updates or decisions that never landed. Multiply that across a month, then across multiple teams, and you’re suddenly burning dozens of hours on meetings no one finds valuable.

And that’s just the obvious part.

Poorly structured recurring meetings come with hidden costs:

- **Delayed decisions -** when ownership isn’t clear, decisions get deferred.
- **Lost accountability -** if follow-ups aren't tracked, nothing moves forward.
- **Fragmented focus -** context switching and repeated discussions drain attention.
- **Participation theater -** people show up, but mentally check out.

Over time, these meetings start functioning as placeholders rather than progress points. And because they’re recurring, they rarely get reevaluated. The longer they stay broken, the more time, trust, and attention they quietly erode.

The worst part? Teams often *feel* this happening, but don’t know how to fix it. So the meetings stay. And the drain continues.

## Signs Your Recurring Meeting Is Broken

You don’t need a survey to know when a recurring meeting is off the rails. You can feel it. But just in case you’re on the fence, here are the most common red flags:

- **There’s no real agenda.** Maybe there was one once, but now it’s just bullet points copied forward, or nothing at all.
- **It’s the same conversation every time.** No progress, just recycled talking points.
- **A few people dominate, others stay silent.** It’s unclear who’s supposed to speak, so only the loudest voices fill the gap.
- **People multitask or don’t show up at all.** Engagement drops when the meeting stops delivering value.
- **Nothing gets documented.** Decisions, context, and action items vanish the moment the call ends.
- **Everyone leaves with a different interpretation of what just happened.** No shared record means no shared understanding.

When even the organizer doesn’t look forward to the meeting, that’s a signal. Recurring meetings aren’t passive calendar events. If they aren’t driving alignment, clarity, or momentum, they’re just slowly draining it.

## What a Structured Recurring Meeting *Should* Look Like

![The Structure of a High-Value Recurring Meeting — infographic showing six key elements: clear purpose, evolving agenda, defined roles, documented decisions, progress review, and intentional attendance.](https://wedo-assets.sos-ch-gva-2.exo.io/the_structure_of_a_high_value_recurring_meeting_en_897b3c5b75.png)

Not every recurring meeting is a lost cause. The good ones do exist, and they don’t happen by accident. Here’s what separates a structured, high-value recurring meeting from the kind people join out of obligation:

- **There’s a clear purpose.** Everyone knows *why* this meeting exists, whether it’s to resolve blockers, review key metrics, or make decisions. If the purpose changes, the format changes with it.
- **The agenda evolves.** It’s not a static checklist. It’s built in advance, focused on outcomes, and time-boxed. New topics are added intentionally, not out of panic or filler.
- **Roles are defined.** Someone’s leading the discussion. Someone’s capturing notes. Someone’s accountable for follow-ups. If no one owns it, it won’t get done.
- **Progress is reviewed.** Last week’s action items don’t disappear into the void. They show up again, visibly, until they’re done or resolved.
- **Attendance is intentional.** If someone doesn’t need to be there, they don’t get dragged into the call. Relevance drives participation, not habit.

When a recurring meeting is structured this way, it stops being a placeholder and starts becoming a lever for progress. It helps people show up prepared, stay engaged, and leave with clarity, not confusion.

## How to Fix a Broken Recurring Meeting

If your recurring meeting feels off, it probably is.

And like most of us, you probably don’t want to keep pulling people into a meeting that isn’t helping anyone move forward.

However, you don’t need to overhaul your calendar or reinvent how your team works. A few thoughtful changes can make a big difference, bringing structure, purpose, and energy back into the rhythm.

![Fix Your Broken Recurring Meeting: 7 Smart Changes — infographic showing seven tips for improving recurring meetings with icons for each step.](https://wedo-assets.sos-ch-gva-2.exo.io/fix_your_broken_recurring_meeting_7_smart_changes_en_a22c5c7735.png)

Here’s where to start.

### Reconsider the standing invite

Sometimes the most helpful thing you can do is hit pause.

Cancelling a recurring meeting, at least temporarily, can create space to rethink its purpose. You’re not removing it out of frustration. You’re making room to rebuild it with the right intent.

This also signals to the team that their time matters, and that the meeting will come back stronger, not just… back.

### Set a purpose and an end date

Not all recurring meetings need to last forever. In fact, most shouldn’t.

If a meeting exists to help move a project forward, consider setting a natural expiration point. You can always restart it later if it’s still needed. But adding an end date gives everyone a reason to focus, make decisions, and avoid dragging things out just to fill the time slot.

And if the meeting’s purpose can’t be clearly defined in one sentence? That’s a sign to rethink it entirely.

### Get clear on what the meeting is for

Vague goals lead to vague meetings.

Before restarting the series, take a moment to clarify what a successful version of this meeting would look like. Is it meant to surface blockers? Make decisions? Align on progress?

If you can define the purpose clearly, the rest, agenda, frequency, attendees, gets much easier to shape.

### Refresh the format so it works for the team (not just the calendar)

If your current format feels flat, it probably hasn’t been updated in a while. Look at what’s missing:

- Are the same few people speaking while others check out?
- Are action items getting lost after the call ends?
- Does the meeting feel disconnected from what’s actually happening week to week?

Now’s the time to make the structure work harder:

A dynamic agenda, a few defined roles, and a consistent way to track outcomes can go a long way.

### Set new norms for how the meeting runs

As the format changes, so should the expectations.

It helps to say them out loud, or better yet, write them down. Things like:

- “Add topics to the agenda before the meeting”
- “Use the first few minutes to review open action items”
- “End with a recap of who’s doing what”

You’re not making it rigid, you’re making it clear. And that clarity gives people a reason to stay engaged.

### Make attendance flexible

Not every meeting needs to be a full house. If only three people are actively working through a handoff or decision, everyone else can sit it out.

Encourage people to attend when it’s relevant, not just because their name is on the invite. That shift alone can turn a meeting from a time sink into a focused working session.

### Give the structure somewhere to live

It’s tough to keep a recurring meeting useful if the details are scattered across inboxes, chat threads, and documents.

When your meeting prep, discussion, and follow-ups are all in different places, things slip. And people lose track, not because they don’t care, but because they don’t have visibility.

That’s why having a centralized tool matters. One place for agendas, notes, and action items. One place to stay aligned.

### Revisit the structure regularly

Fixing a recurring meeting isn’t a one-time task, it’s a habit. Once you’ve got the structure working, set a reminder to check in on it every few months. Is the agenda still relevant? Are action items getting done? Has the purpose shifted? Small course corrections over time can keep the meeting sharp and valuable, instead of slowly drifting back into autopilot.

## Why WEDO Makes Recurring Meetings Work

Let’s face it, recurring meetings aren’t going away. And honestly, they shouldn’t. When they’re structured well, they can keep teams aligned, accountable, and moving forward without the daily scramble. The problem is the lack of visibility, ownership, and follow-through.

[WEDO](https://wedo.com/features) gives recurring meetings the infrastructure they’ve been missing:

- **Shared agendas** that evolve week to week
- **Real-time note taking** so nothing slips through
- **Automatic follow-up tracking**
- **Integrated [task management](https://wedo.com/blog/how-to-choose-the-right-task-management-tool-for-your-team)** that connects discussion to action
- **One space for context, decisions, and accountability**, before, during, and after the meeting

No more toggling between docs, inboxes, and sticky notes. No more repeating the same update three weeks in a row. With [WEDO](https://wedo.com/features), your recurring meetings don’t just feel better. They actually work better.

Ready to make your recurring meetings worth everyone’s time? [Try WEDO for free today](https://wedo.com/signup) and see what structured meetings can actually do for your team.

Tired of unproductive recurring meetings? Learn how to structure them for clarity, engagement, and follow-through, without wasting everyone’s time.

“How to Structure Recurring Meetings — illustration showing a process loop with arrows around a gear icon.”

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Recurring Meetings: How to Structure Them for Clarity and Value

![Illustration showing the integration between WEDO and Microsoft Teams. On the left, the WEDO interface with agenda items; on the right, an active Teams video meeting.](https://wedo-assets.sos-ch-gva-2.exo.io/wedo_teams_en_3bc984dd21.png)

[Microsoft Teams](https://www.microsoft.com/en-us/microsoft-teams/group-chat-software) has become the default meeting room for many organizations. It’s fast, reliable, and deeply integrated into daily workflows. But it’s not built to manage the full lifecycle of a meeting.

It connects participants in real time, but once the call ends, that connection stops. The agenda, decisions, action items, and shared documents? They live elsewhere. Often in people’s inboxes, personal notes, or not at all.

Teams provides the space to talk. What it doesn’t provide is structure. And without structure, even the most productive conversations can get lost in follow-up.

That’s where [WEDO](https://wedo.com/features) comes in.

By integrating directly into Microsoft Teams, WEDO brings full meeting management into the same space where the meeting takes place. From setting the agenda to assigning tasks and locking the minutes, WEDO turns every meeting into a complete workflow, with nothing falling through the cracks.

## WEDO Brings Meeting Structure Into Microsoft Teams

For most teams, the moment a meeting is scheduled in Teams, the scramble begins: backchannel messages, scattered agendas, last-minute doc sharing. People show up uncertain about what’s being discussed or why they’re even in the room.

This kind of disjointed preparation wastes time, drains energy, and turns meetings into something people get through, not something they contribute to.

WEDO changes that without requiring a new system or process. Once added to a Teams workspace, it becomes a tab inside the meeting channel. From there, everything starts to come together.

You don’t need to switch platforms or introduce a new system. Instead, WEDO adds the structure Teams lacks, directly inside the interface your team already uses. From there, you can do everything you need to run an effective meeting:

- Build a shared agenda
- Collect input from attendees
- Attach relevant documents
- Assign roles and clarify objectives
- Launch votes or approval blocks when needed

And none of it happens in a vacuum. Every topic is tracked, every file is in context, and every decision has a place to live, without ever leaving Teams.

This integration allows meetings to move from preparation to execution without breaking flow. No toggling between apps. No chasing files in email threads. Just one workspace where discussion and documentation stay connected.

![Screenshot of the WEDO app in Microsoft Teams showing a list of upcoming meetings with date, status, and participants, plus a form to add a new meeting.](https://wedo-assets.sos-ch-gva-2.exo.io/wedo_meetings_teams_en_caa3e23498.png)

For teams that already rely on Microsoft Teams to collaborate, WEDO fills a very specific and often overlooked gap: it gives the meeting lifecycle a defined start, middle, and end, without needing to leave the environment people are already working in.

::button-primary[How to integrate WEDO with Teams]{link="https://help.wedo.com/en/articles/48757-integrate-wedo-into-microsoft-teams"}

## Keep the Meeting on Track, and Make It Count

Once the meeting begins, WEDO stays open in the Teams tab, right alongside the call, so everything stays in context. The agenda isn’t something people saw once in a calendar invite. It’s right there, visible and active, guiding the discussion as it unfolds.

As the conversation moves forward, so does the documentation. Notes are written live. Tasks are created in real time, with deadlines and assignees. Decisions are recorded directly under the item they relate to.

This kind of live collaboration creates clarity in the moment. No one’s wondering what was said or who’s responsible for what. And if alignment is needed on the spot, voting blocks allow participants to weigh in and move forward without delays or email follow-ups.

The collaboration feels natural because it’s happening where the conversation is happening, in the same interface, with the same people, in real time.

WEDO makes meetings easier to follow *while they’re happening*, not just easier to summarize afterward. Which means less confusion, fewer follow-ups, and more time spent moving work forward instead of revisiting what was already covered.

## After the Call Ends, the Work Continues

The real test of a meeting isn’t how much was discussed, it’s what happens after.

Without structure, even productive conversations lose momentum. Tasks get forgotten. Decisions blur. The same topics resurface week after week, because no one can find the original context.

WEDO closes that loop, *still inside Teams.*

Once the meeting ends, every task, note, decision, and document stays exactly where it belongs. Meeting minutes aren’t buried in a shared drive or manually rewritten after the fact, they’re already done. You can lock the report to preserve its integrity, and request electronic signatures directly from within the platform, whether you need SES, AES, or qualified signatures with legal weight.

Tasks remain connected to the specific agenda item they came from. If someone needs to review why a decision was made, they don’t have to guess. They can open the meeting, find the topic, see the discussion, and track the resulting action, all without leaving Teams.

That kind of traceability builds accountability. People know what they’re responsible for. Nothing slips through the cracks. And when you come back to the next meeting, the conversation can move forward instead of starting over.

WEDO makes that continuity automatic. The meeting doesn’t disappear once the call ends. It becomes part of a living record the whole team can rely on.

## Control, Privacy, and a Clear Line of Ownership

![Map of Europe highlighting Switzerland with markers for Zurich and Geneva. Text: “Your data is safely stored in Swiss data centers located in Zurich and Geneva.”](https://wedo-assets.sos-ch-gva-2.exo.io/data_storage_en_16a2492132.png)

Bringing [WEDO](https://wedo.com/integrations/ms-teams) into Microsoft Teams does more than streamline your meetings. It reinforces trust in how your information is handled.

Even while operating within the Teams interface, WEDO keeps all meeting data, like notes, documents, tasks, and decisions, under its own roof. Content is stored securely on servers located in Switzerland, where it remains subject to WEDO’s strict data protection policies and your organization’s governance standards. No data is shared with Microsoft. No content is duplicated or processed outside the WEDO environment.

This separation is important. Many collaboration tools prioritize integration at the expense of ownership, but WEDO takes the opposite approach. It offers full interoperability with Microsoft Teams without relinquishing control over your content. That means you can collaborate in real time without compromising on confidentiality, data residency, or compliance.

For organizations working in sensitive environments, whether legal, financial, public sector, or research-focused, knowing exactly where information is stored, who can access it, and how long it’s retained isn’t a preference. It’s a requirement.

WEDO helps you meet that requirement without extra complexity. Meeting content stays visible and accessible to the right people while remaining protected and centralized under one secure system. Teams provides the space for discussion. WEDO ensures the record is complete, accurate, and entirely yours.

## The Meeting Space Is Only Half the Equation

Microsoft Teams gives you a place to talk. WEDO gives you the structure to make it count.

From preparation to follow-up, WEDO fills the operational gaps that Teams doesn’t address. Agendas stay visible, decisions are documented in real time, and tasks remain tied to the conversations that created them. Everything lives in one place, connected to the meeting, and accessible to the people who need it.

And because WEDO keeps your data under your control, you can collaborate with confidence, without compromising on ownership, privacy, or clarity.

If your team already runs on Microsoft Teams, [WEDO](https://wedo.com/features) doesn’t ask you to change how you work. It simply makes every meeting easier to run, easier to track, and harder to forget.[Try WEDO for free today](https://wedo.com/demo) and turn every meeting into something you can build on.

Discover how WEDO brings complete meeting management into Microsoft Teams, streamlining agendas, notes, and action items in one integrated workspace.

Graphic titled “WEDO + Microsoft Teams.” Shows an online meeting with several participants, WEDO agenda items, and icons for microphone, calendar, and meeting.

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WEDO + Microsoft Teams: What Your Meetings Were Missing

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

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

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

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

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

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

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

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

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

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

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

### 1. Meeting preparation and management

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

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

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

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

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

### 2. Project management and task tracking

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

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

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

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

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

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

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

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

### 4. Transmission of information

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

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

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

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

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

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

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

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

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

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

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

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Making daily life easier for executive assistants

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

## Key topics for a bilateral meeting

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

The WEDO Blog

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