## WEDO featured in *Focus Futur Digital* by *Bilan Magazine*

In its special [Focus Digital edition](https://issuu.com/smart_media/docs/focus_futur_digital), [Bilan Magazine](https://www.bilan.ch/) highlights WEDO, the Swiss collaborative platform revolutionizing meeting management and task tracking. As companies face growing challenges in organization and productivity, WEDO stands out as an innovative solution that simplifies planning, enhances collaboration, and optimizes decision follow-up.

### Key highlights from the article:

🔹 **A response to modern business needs**: WEDO overcomes the limitations of traditional tools by centralizing information and enabling real-time collaboration.

🔹 **Optimized meeting management**: The platform standardizes agendas, ensures smooth discussion follow-up, and records decisions transparently.

🔹 **A powerful task-tracking tool**: With advanced features such as Gantt charts and standardized checklists, WEDO improves team coordination and efficiency.

🔹 **Added value for HR processes**: The platform structures onboarding and offboarding procedures while facilitating recruitment tracking.

🔹 **A measurable time-saving solution**: Companies using WEDO report an average 55% reduction in time spent on meeting organization and task management.

🔹 **A solution designed for the future**: Adapted to remote and hybrid work, WEDO ensures security and accessibility, meeting the needs of modern organizations.


💡 Discover the full article and explore WEDO, the platform that transforms teamwork into a more fluid, efficient, and structured process!


::button-primary[Read the article]{link="https://issuu.com/smart_media/docs/focus_futur_digital"}

![image de l'article de l'édition spéciale du magazine Bilan, mettant en lumière WEDO, la plateforme collaborative suisse qui révolutionne la gestion des réunions et le suivi des tâches](https://wedo-assets.sos-ch-gva-2.exo.io/2502_BIL_LAU_Futur_Digital_9cf678362e.png)

### Learn more about WEDO

WEDO is committed to providing businesses with the tools they need to boost productivity, ensure data security, and facilitate collaboration.

**Want to try the tool? Start your 14-day free trial today.**
::button-primary[Try WEDO for free]{link="/signup"}

In its special Focus Digital edition, Bilan Magazine highlights WEDO, the Swiss collaborative platform revolutionizing meeting management and task tracking.

City skyline tinted pink and purple with a digital network overlay, featuring the “Focus” logo and the title “Futur Digital” at the top. Overlaid are the “B” logo in a white-bordered red square and the WEDO logo just below.

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The Swiss solution for centralising your meetings, tasks and procedures

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

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

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

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

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

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

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

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

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

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

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

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

Here are some of its standout benefits:

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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


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

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

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

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

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

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

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

## The importance of deadlines in task management

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

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

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

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

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

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

## Prioritizing important tasks to meet deadlines

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

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

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

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

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

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

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

### 4. Consider deadlines and dependencies 

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

### 5. Use task management tools 

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

### 6. Communicate priorities with your team 

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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How to stay on top of task deadlines and due dates

![Thanks to collaborative task management, employees are aligned with common and individual deadlines and objectives.](https://wedo-assets.sos-ch-gva-2.exo.io/Header_collaborative_task_management_fd3d01717c.svg)


We’ve all seen it—a task gets lost in the shuffle, deadlines slip, or a project stalls because one person didn’t get the memo. In traditional, siloed task management systems, these mishaps are frustratingly common. Tasks are scattered, communication is fragmented, and accountability? 
Let’s just say it’s hit or miss.

Enter collaborative task management, the modern approach that turns disorganized chaos into streamlined productivity. Instead of operating in silos, teams work together on shared platforms with real-time visibility, integrated communication, and clear accountability. The result? Projects move faster, communication flows better, and productivity gets a serious boost.

In this article, we will discuss what makes collaborative task management the secret weapon for productive teams. From understanding its core principles to exploring its impact on productivity, we’ll break down why working together beats working apart, every time.

## What is collaborative task management?
Collaborative task management isn’t just a fancy term for teamwork—it’s a strategic way to ensure tasks are planned, executed, and tracked with input and alignment from the entire team. At its core, it’s about bringing everyone onto the same page so no one’s left wondering, “Who’s supposed to handle this?”

### Key principles of collaborative task management
Some of the key principles of collaborative task management include:

1. **Real-time visibility:** Everyone knows who’s working on what, what the current status is, and what’s coming next. Think of it as a shared dashboard for all your projects.
2. **Shared accountability:** Tasks aren’t just assigned; they’re owned. Team members are empowered to take responsibility for their work while staying connected to the team’s overall goals.
3. **Integrated communication:** Gone are the days of juggling emails, chats, and random notes. Communication happens where the work is, keeping everything organized and easy to follow.

### The role of digital tools in enabling collaboration
In the age of hybrid and remote work, digital tools like [WEDO](https://wedo.com/features) have revolutionized task management. They bring together task assignments, communication, and progress tracking into a single platform, creating a central hub where work actually gets done. Features like real-time updates, file sharing, and [customizable checklists](https://wedo.com/features/checklists) mean no task falls through the cracks, and your team stays aligned—even across time zones.

### Individual vs. collaborative task management
If individual task management is like keeping your own to-do list, collaborative task management is the team equivalent. Instead of working in isolation, team members contribute to a collective workflow, ensuring tasks are interconnected and progress is visible to all.

For example:
**- Individual task management:** “I’ll complete this, and I’ll let you know when it’s done.”
**- Collaborative task management:** “I’m working on this now, and once it’s finished, it’s ready for the next person to pick up. Let’s track it all here for visibility.”

In short, collaborative task management transforms how teams organize their work, creating a smoother, more transparent workflow that leaves less room for confusion and more room for productivity.

## The impact of collaboration on productivity
Collaboration is more than just a “nice to have” for teams—it’s the engine that drives productivity. Without it, work slows down, miscommunications pile up, and accountability gets lost in the shuffle. Collaborative task management changes the game by creating alignment, improving workflows, and giving everyone a stake in the outcome. 

![Visual explanation of the benefits of collaborative task management, such as better communication and smoother procedures.](https://wedo-assets.sos-ch-gva-2.exo.io/blog_collaborative_task_management_the_key_to_productivity_3909c19e53.svg)

Here’s why it matters:
### Clearer communication, fewer missteps
How many times has a project hit a wall because someone didn’t get the memo and didn’t do their part? Scattered emails, outdated task lists, and vague instructions are the culprits. Collaborative task management ties communication directly to tasks, so updates, feedback, and progress all live in one place. No more “Who’s handling this?” moments, and no more missed deadlines because of crossed wires.

### Workflows that actually flow
Bottlenecks are productivity’s worst enemy. When tasks are tracked collaboratively, it’s easy to spot what’s holding things up. Is one person overwhelmed? Does another task need more resources? Collaboration tools make these issues visible and fixable before they derail your progress. The result? A team that moves like clockwork instead of constantly stumbling over roadblocks.

### Ownership that drives results
When everyone can see the big picture, they’re more invested in their piece of the puzzle. Collaborative task management isn’t just about assigning work; it’s about creating ownership. Team members know how their tasks contribute to the overall goal, which makes them more motivated to deliver. After all, accountability isn’t something you enforce; It’s something the team naturally adopts.

### Collaboration in action: Industry examples
Collaboration is a game-changer for productivity across all industries, but how it’s implemented can look different depending on the challenges and priorities of each field. 

Let’s look at some of them:
#### Small and medium enterprises (SMEs)
For [small and medium enterprises](https://wedo.com/industries/sme), juggling multiple projects and tight deadlines is business as usual. Collaborative tools bring order to the chaos by providing shared visibility into deadlines, priorities, and progress. When everyone is on the same page, teams can shift gears quickly, prioritize tasks, address bottlenecks, and deliver results without the usual last-minute scrambles.

#### Banks & insurances
In industries like [banks and insurance](https://wedo.com/industries/banks-insurances), where precision and compliance are non-negotiable, collaboration ensures every detail is accounted for, even when working across teams handling different stages of the process. Whether processing claims or approving loans, collaborative task management tools track every step, assign accountability, and maintain documentation, reducing errors and meeting strict compliance requirements with ease.

#### Municipal administrations
[Local governments](https://wedo.com/industries/municipal-administrations) face a constant flow of responsibilities—from managing budgets to organizing community projects. Collaborative tools streamline workflows across departments, making it easier to coordinate resources, meet deadlines, and deliver services efficiently, even when multiple stakeholders are involved.

#### Healthcare sector
Patient care depends on seamless coordination between specialists, nurses, administrators, and the rest of the healthcare sector. Collaborative tools help [healthcare teams](https://wedo.com/industries/healthcare) organize tasks like patient management, follow-ups, and case updates to ensure nothing is missed. This not only prevents errors but also improves outcomes by keeping the focus on patient care instead of paperwork.

#### Foundations & associations
[Nonprofit organizations and associations](https://wedo.com/industries/foundations-associations) often operate with limited resources but ambitious goals. Collaborative task management tools help align volunteers, board members, and staff by keeping everyone informed and accountable. From tracking donor outreach to managing events, collaboration ensures that no effort goes unnoticed or untracked.

#### Education sector
Collaboration in [education](https://wedo.com/industries/education) extends beyond classrooms. Whether it’s managing school projects, coordinating administrative tasks, or organizing extracurricular activities, task management tools keep educators, administrators, and support staff aligned. Shared visibility into deadlines and priorities ensures that both students and staff benefit from a more organized, productive environment.

## The role of technology in collaborative task management
Technology has fundamentally changed how teams collaborate, making task management faster, more efficient, and more transparent. Instead of relying on fragmented tools or endless back-and-forth messages, teams can now streamline their workflows with centralized platforms that connect everything—tasks, communication, and progress tracking—all in one place.

Cloud-based solutions have been particularly impactful, offering features like real-time updates, shared access to projects, and instant file sharing. These tools allow teams to access the same information, track progress, and collaborate seamlessly, whether they’re working remotely, in-office, or across time zones. Accessibility across devices ensures that no one is left out of the loop, even when schedules don’t align.

Tools like WEDO take this even further. By integrating customizable workflows, project views, and real-time notifications with calendars and meetings, WEDO creates a unified hub for collaboration. From managing recurring tasks to navigating complex projects, WEDO ensures that every step of the process is clear and connected. With features designed for teams of all types, it makes achieving alignment and accountability second nature.

By removing the barriers to communication and task execution, technology has become the backbone of collaborative task management—turning the potential for chaos into a recipe for productivity.

## Key features of collaborative task management tools
The best collaborative task management tools go beyond simple to-do lists—they create a streamlined system where teams can work together effortlessly. 

Here are the features that truly make a difference:

![List of key features to look for in collaborative task management software](https://wedo-assets.sos-ch-gva-2.exo.io/blog_key_features_of_collaborative_task_management_tools_05c913579d.svg)

**- Task assignment and tracking:** Clear ownership of tasks and the ability to set deadlines ensures everyone knows who’s doing what and by when. A good tool provides transparency into deadlines, progress, and priorities, keeping the entire team aligned.
**- Real-time notifications and updates:** When priorities shift or tasks are updated, instant notifications keep everyone in the loop, preventing delays and bottlenecks.
**- Integration with calendars, meetings, and other tools:** Seamless integration means your team’s workflows stay connected. Whether syncing with calendars or embedding tasks into meetings, integration keeps everything running smoothly.
**- Accessibility across devices:** Whether in the office or on the go, cross-device functionality ensures tasks and updates are always within reach, so no one misses a beat.
**- Checklists and standardized processes:** Recurring tasks, like weekly stand-ups or onboarding processes, are easier to manage with built-in checklists. They standardize workflows and ensure consistency across the team.
**- Customizable workflows and views:** Flexible tools that offer Kanban boards, lists, or cards adapt to the way your team works, making organization simple and intuitive.

With good task management software like WEDO, these features work together in an intuitive interface that simplifies task management and enhances collaboration. From tracking projects to managing recurring workflows, WEDO helps teams stay connected, productive, and focused on what matters most.

## Challenges in adopting collaborative task management
Adopting new task management apps can feel like a big shift, and it’s not without its challenges. Even the best tools and systems can stumble if they’re not introduced or implemented thoughtfully. 

Let’s break down what often goes wrong and how to get it right.

### Resistance to change in workplace culture
Change isn’t easy, especially when it involves shifting long-established ways of working. Some team members might be hesitant to adopt a new tool, worried it’ll add complexity instead of simplifying their workflows. This resistance often comes from a fear of the unknown or a lack of understanding about how the system can make their lives easier.

**How to overcome it:**
Make the transition feel less like a mandate and more like a team improvement. Show the value of collaborative task management with examples that address their pain points—less confusion, fewer missed deadlines, and more visibility into progress.

### Misalignment of tools with team workflows
Not every tool fits every team. A mismatch between the way a team works and the capabilities of the tool can lead to frustration and underutilization. For example, a tool that’s too rigid might not adapt to a dynamic team, while one that’s overly complex might overwhelm smaller groups.

**How to overcome it:**
Choose a tool that’s flexible enough to align with your team’s workflows. Prioritize features like customizable workflows, shared project views, and integrations with the tools your team already uses.

### The elephant in the room: Price
Let’s face it: budgets aren’t limitless, and investing in new tools can be a tough sell. Teams want the functionality but hesitate to commit to the price tag, especially if they’re unsure how much value they’ll actually get out of it.

**How to address it:**
Think about what your team is already losing without the right tools. Missed deadlines, duplicated work, stalled projects—those costs add up quickly. A tool like WEDO shouldn’t be just another expense; it’s a solution that saves time, reduces errors, and drives productivity, helping your team get more done with less friction. When framed as an investment in your team’s efficiency and results, the value becomes crystal clear.

### Strategies to overcome these challenges
Adopting collaborative task management shouldn’t be a rocky transition. By focusing on thoughtful implementation and team engagement, you can set the stage for success and ensure your team sees the value from day one.

Start by introducing the tool with a hands-on approach. Provide training sessions that go beyond the basics, showing your team exactly how the platform can solve their specific pain points and make their daily routines easier. It’s not about overwhelming them with features—it’s about connecting the dots between the tool and their everyday tasks.

Instead of diving in headfirst, start small. Launch the tool with a pilot project or a single team to build confidence and gather feedback. A gradual rollout allows you to address any hiccups early, helps you refine workflows, and shows how the tool fits seamlessly into your processes.

Celebrate quick wins along the way. Highlight early successes like improved task completion rates or fewer missed updates. Seeing immediate benefits motivates your team to embrace the tool and reinforces its value.

Finally, listen to your team. Keep the lines of communication open during the rollout and beyond. If something isn’t working or workflows need adjusting, be flexible and responsive. Showing that their feedback matters fosters trust and ensures the tool works for everyone, not just leadership.

## How to measure the success of collaborative task management
Implementing collaborative task management is a step toward better productivity, but how do you know if it’s actually working? Measuring success means looking at the right metrics, analyzing the data, and continuously refining your approach to make the system even more effective.

### Key performance indicators (KPIs) for productivity
Start by defining clear KPIs to evaluate how collaborative task management impacts your team. Some of the most insightful metrics include:
**- Task completion rates:** How often are tasks completed on time? A noticeable improvement here can indicate better alignment and accountability within the team.
**- Team efficiency:** Measure the time it takes to move tasks from start to finish. Are projects moving faster now that collaboration is streamlined?
**- Missed deadlines or bottlenecks:** Track how often tasks stall or deadlines are missed. Collaborative tools should help reduce these issues by increasing transparency.
**- Engagement levels:** Consider feedback from team members. Are they finding the tool useful? Do they feel more connected to their work and their teammates?

### How tools like WEDO provide analytics and insights
The best tools do more than just help teams get work done—they show you exactly how well your team is collaborating. WEDO, for example, offers built-in analytics that track task progress, project timelines, and team activity. With real-time dashboards, you can quickly spot patterns, identify areas for improvement, and celebrate successes.

Need to see which tasks are holding up a project? WEDO’s visual project views and reporting features make it easy to pinpoint bottlenecks. For an even more detailed look at project timelines, WEDO’s upcoming Gantt chart integration (arriving in January) will provide a clear visual overview of tasks, dependencies, and progress.

Want to know how your team is handling recurring tasks or deadlines? WEDO’s insights give you a clear picture, helping you make data-driven decisions and keeping your team aligned.

## Conclusion
Collaborative task management is the foundation of how successful teams operate in today’s work environments. It bridges gaps in communication, eliminates inefficiencies, and creates a system where everyone knows their role, their responsibilities, and how their work contributes to the bigger picture.

The question isn’t whether your team can benefit from collaborative task management—it’s how much longer you’re willing to work without it. With WEDO, you can create a system that drives productivity, boosts morale, and keeps your team aligned every step of the way.

Ready to set your team up for success? [Try WEDO’s free trial](https://wedo.com/signup) today and see how collaboration can transform the way you work.

Discover how collaborative task management improves team productivity with better workflows, real-time visibility, and smarter task management tools.

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Why collaborative task management is key to team productivity?

![A manager who struggles to juggle the tasks of his colleagues](https://wedo-assets.sos-ch-gva-2.exo.io/Header_collaborative_task_management_71b848cd18.svg)

Remote work stopped being a trend a long time ago; it’s now the norm for teams across industries. While it offers undeniable flexibility and access to global talent, it also brings unique challenges for task management. Let’s face it: Without the shared space of a physical office, teams often have to deal with coordination issues, accountability lapses, and struggle to stay aligned on goals.

This is where collaborative task management comes in. To keep remote teams organized and on top of their tasks, you have to foster a unified approach to organizing, assigning, and executing work. Effective collaboration tools and strategies are often the ones to help bridge the gaps in communication and alignment, making productivity possible—even when you can’t just walk over to someone’s desk.

In this blog post, we’ll explore how to implement collaborative task management in remote teams, covering practical strategies, essential tools, and actionable steps to overcome common challenges. By the end, you’ll have a clear roadmap to improve your team’s remote productivity with ease.

## Understanding collaborative task management for remote teams
In traditional office settings, spontaneous interactions and physical proximity naturally encourage collaboration. Remote, distributed teams, however, rely heavily on intentional efforts to maintain connection and alignment. 

If your team works remotely, we’re sure you’ve experienced the challenges that come with staying connected and aligned. Misunderstandings due to miscommunication, delays caused by unclear responsibilities, and the occasional feeling of working in a silo are all too common. 
Without the casual check-ins and in-person meetings of an office environment, collaboration doesn’t just happen—it requires careful planning and the right tools.

Collaborative task management is the solution. It’s more than just a way to organize tasks—it’s a system designed to help remote teams bridge gaps in communication, build transparency, and stay productive no matter where they’re located. Let’s explore why collaboration is so essential in remote settings and the key elements that make collaborative task management work.

### Why is collaboration more critical in remote environments?
Collaboration is the glue that holds remote teams together. Without it, teams can quickly fall into disarray, leading to missed deadlines, duplicated work, and disengaged team members. But why is collaboration even more vital in remote settings than in traditional workplaces?

![a diagram demonstrating the key principles of task management for remote teams](https://wedo-assets.sos-ch-gva-2.exo.io/blog_key_principles_of_collaborative_task_management_32c533a1ae.png)

#### Bridging communication gaps
Remote teams often rely on asynchronous communication, which has its benefits but also significant challenges. Important updates can get lost in overflowing inboxes, or a delay in responding to a question might stall progress for hours. Collaborative task management helps by centralizing these interactions—updates, clarifications, and feedback are tied directly to tasks, making it easy for everyone to find the context they need.

Imagine you’re working on a project where a team member needs your input to move forward. Without a clear system, they might email you or message you on a different platform, and if you miss it, they’re stuck. A collaborative task management tool ensures those updates are documented and easy to find, preventing bottlenecks.

#### Enhancing coordination across time zones
When working across time zones, finding overlapping hours for real-time discussions can be a logistical nightmare. How often have you worked with a client or team member where you only had one or two hours of overlap? 
Collaborative task management tools solve this by providing a shared platform where [team members can update tasks](https://wedo.com/features/tasks), review progress, and leave comments asynchronously so work doesn’t come to a standstill.

For instance, your developer in New York might complete a task during their workday and leave notes for a designer in London to pick up where they left off. The designer, seeing those updates when they log in, can seamlessly continue the workflow and stay aligned without the need for constant meetings.

#### Maintaining focus and accountability
Distractions are inevitable in remote work, whether it’s a noisy household, unexpected errands, or just the lure of social media. Without the visibility of an office environment, tasks can easily slip through the cracks. Collaborative task management combats this by assigning clear responsibilities, setting deadlines, and tracking progress in a transparent way.

For example, a marketing team might assign ownership of a campaign to specific individuals using a shared tool. Deadlines and subtasks are visible to everyone, and automatic reminders ensure nothing is forgotten. This structure helps keep the team focused and accountable without the need for constant check-ins.

#### Fostering a sense of team unity
If you've been working remotely for a while, you know that kind of work can sometimes feel isolating, and team members may miss the camaraderie of an office. Collaborative task management can counteract this by fostering interaction and shared decision-making. When tasks are visible, and progress is celebrated collectively, it builds a sense of belonging and shared purpose.

Think about it, a team completing a major project can celebrate milestones together using task management features like shared dashboards or progress trackers. Even simple acknowledgments like a completed task notification can create moments of connection, showing that everyone is contributing to the bigger picture.

By addressing these challenges, good collaborative task management transforms how remote teams work together. It bridges gaps in communication, aligns workflows across time zones, and fosters a sense of shared accountability and unity—key ingredients for success in any remote environment.

### Core elements of collaborative task management tailored to remote work
As you can see by now, collaborative task management isn’t just about tracking tasks; it’s about creating a system that enables remote teams to function cohesively and productively. For remote teams, this means addressing the specific challenges of distance, time zones, and asynchronous workflows. 

Let’s break down the essential elements of collaborative task management tailored for remote work.

#### Shared visibility for all tasks
In remote teams, visibility is everything. When everyone has access to a shared platform that outlines tasks, deadlines, and team goals, it eliminates confusion and fosters alignment. Team members know what’s being worked on, who’s responsible, and how their contributions fit into the bigger picture.

For example, if your marketing team uses a task management tool to track a product launch campaign, every task—social media posts, email drafts, or ad designs—should be visible on a shared dashboard. Team members can see deadlines, track progress, and address potential delays before they snowball.

Additionally, if you use a task management tool that allows tasks to be grouped by phase, like planning, design, testing, and release, everyone will know exactly where the project stands at any time, what's behind schedule, and, most importantly, why.

#### Integrated communication
In remote work, scattered communication across emails, chats, and meetings often leads to lost information. Collaborative task management tools that integrate messaging or comments keep discussions tied directly to tasks, so important updates and clarifications are easy to find.

Rather than starting a long email chain about a client deliverable, a designer, for example, can add a comment to the task in their tool, sharing design updates and asking for feedback. The client manager responds in the same thread, keeping all the information in one place. This reduces the need to switch between platforms or dig through emails for context.

#### Real-time updates and notifications
With remote teams often working asynchronously, you need real-time updates and notifications to keep everyone on the same page. Real-time updates and notifications keep everyone informed about project progress, preventing misalignment and delays.

A team member from a different shift can update a task during their work hours, and colleagues who come after are notified as soon as they log in. This seamless flow ensures progress continues without waiting for the next meeting or email response.

#### Standardized and customizable workflows
No two remote teams are alike, which is why collaborative task management needs to strike a balance between standardization and flexibility. Standardized workflows, templates, and [checklists ensure consistency](https://wedo.com/features/checklists), while customization allows teams to adapt the system to their unique needs and work styles.

For example, in the [healthcare industry](https://wedo.com/industries/healthcare), a remote medical team managing patient referrals can use a standardized workflow for initial assessments, documentation, and follow-ups. 

However, for complex cases requiring multidisciplinary input, the workflow can be customized to include additional steps, such as virtual consultations with specialists or approval from a senior physician. This ensures that routine tasks are handled efficiently while accommodating the flexibility needed for unique cases.

By combining standardization with flexibility, workflows can remain consistent and scalable while adapting to the specific demands of remote teams across various industries.

#### Accountability through clear ownership
Accountability is a cornerstone of effective task management, especially in remote teams. Collaborative tools should allow for clear task ownership, with assigned roles and deadlines visible to all team members. This eliminates ambiguity and ensures everyone knows their responsibilities.

For instance, a sales team assigns leads to individual representatives in their task management tool. Each rep is accountable for following up, and the tool tracks progress so managers can see which leads have been contacted.

#### Accessible and user-friendly tools
The best collaborative task management tools are intuitive and easy to use. Remote teams don’t have the luxury of walking over to IT for help, so the tools they rely on must be straightforward enough for everyone to adopt quickly.

#### Reporting and analytics
Finally, remote teams benefit from tools that provide insights into task progress and team performance. Reporting and analytics features help leaders identify bottlenecks, assess workload distribution, and make data-driven decisions to improve workflows.

By focusing on these core elements, collaborative task management becomes more than just a tool—it becomes the foundation for how remote teams work, connect, and succeed together. Whether you’re managing a small team or a global workforce, these principles help overcome the inherent challenges of remote work and create a seamless, productive environment.

## Steps to implement collaborative task management in remote teams
Making collaborative task management work for your remote team isn’t about adding more complexity. It’s about creating clarity, alignment, and accountability in how tasks are handled. 

Here’s a step-by-step guide to help you implement it effectively.

![a diagram showing the steps involved in adopting task management software ](https://wedo-assets.sos-ch-gva-2.exo.io/blog_steps_to_implement_collaborative_task_management_2798fe2ab5.png)

### 1. Identify your team’s needs and goals
Every remote team has unique challenges, so the first step is understanding what your team really needs. This means looking at how your team currently works and pinpointing where things fall through the cracks.

Are communication gaps causing delays? Are tasks frequently stalled because responsibilities aren’t clear? Once you’ve identified these pain points, align your task management strategy with your team’s objectives. Whether it’s meeting tighter deadlines, improving project visibility, or simplifying workflows, knowing your goals will guide every decision.

### 2. Choose the best task management tool
Your tool is the foundation of your collaborative task management system, so it needs to fit your team’s needs. Look for features like task assignments, progress tracking, integrated communication, and real-time updates to ensure everything stays on track.

Ease of use is just as important—your team won’t adopt a task management software that feels clunky or overly complicated. You’ll also want something that scales with your team as your projects and priorities grow.

Tools like WEDO combine simplicity with powerful features like shared dashboards, seamless integrations, and automated reminders. Designed to reduce friction in collaboration, WEDO ensures your team can focus on what matters most: Getting work done.

### 3. Establish clear processes and protocols
The best tool in the world won’t help if your team doesn’t know how to use it. Set clear guidelines for how tasks should be assigned, tracked, and updated. Everyone should know:

- How tasks are assigned and who’s responsible for each.
- The process for setting deadlines and updating progress.
- Where and how to communicate about specific tasks.

Establishing these protocols creates consistency, so everyone works in the same way—even across different time zones or roles.

### 4. Integrate collaborative tools with daily operations and workflows
For collaborative task management to work, it can’t feel like an “extra step.” It needs to become part of your team’s everyday workflow.

- Use the tool to structure your team meetings: Start by reviewing tasks, tracking progress, and identifying blockers.
- Incorporate it into team communications: Encourage updates, feedback, and task discussions to happen directly within the platform.
- Reinforce the habit: Make updating and reviewing the tool a routine part of your team’s operations.


### 5. Encourage transparency and accountability in remote collaboration
Remote work relies on trust, and trust comes from visibility. A collaborative task management system ensures everyone knows who’s doing what, when it’s due, and how it’s progressing.

**- Make tasks visible:** Share progress with the whole team to keep everyone aligned.
**- Automate accountability:** Use task tracking and notifications to ensure nothing falls through the cracks.
**- Foster a culture of ownership:** Encourage team members to take responsibility for their tasks and update them regularly.


### 6. Provide training and support to your remote team
No system is successful without the buy-in and confidence of your team. Make sure everyone knows how to use the tool effectively from the start. Provide training sessions, quick-reference guides, and space for questions during the onboarding phase.

As your team uses the tool, be ready to troubleshoot any issues and adapt workflows as needed. Keep encouraging team feedback to fine-tune the system for maximum efficiency.

## Avoiding common mistakes in remote task management
Implementing collaborative task management can transform how your team works, but it’s easy to fall into traps that derail the process. 

Let’s look at three common mistakes and how to avoid them.

### 1. Overcomplicating workflows with unnecessary steps
One of the biggest pitfalls in task management is creating workflows and checklists that are overly complex. While it’s important to have a structure in place, adding too many steps, approvals, or check-ins can bog your team down and lead to frustration.

**How to avoid it:**
- Focus on simplicity. Build workflows that include only the steps essential to completing tasks effectively.
- Regularly review processes. Ask your team what feels unnecessary or redundant, and streamline accordingly.
- Use automation sparingly. Automate repetitive actions, but don’t overdo it—too many notifications or auto-generated tasks can become a distraction.

### 2. Neglecting team engagement and input during implementation
No system will work if your team doesn’t feel involved in the process. A common mistake is implementing a task management tool or workflow without consulting the people who will be using it daily. This can lead to resistance, low adoption rates, and an eventual return to chaotic, unstructured workflows.

**How to avoid it:**
- Involve your team early. When selecting a tool or designing workflows, ask for their input and feedback to ensure the system meets their needs.
- Communicate the “why.” Explain how the new system will benefit both individual team members and the group as a whole.
- Create space for feedback. After implementation, regularly check in with your team to identify pain points and make adjustments.

3. Not leveraging the full capabilities of the tool
Many teams adopt a task management tool but only use it for basic functions like assigning tasks or tracking deadlines. This approach wastes the potential of advanced features that can make a huge difference in efficiency and collaboration.

**How to avoid it:**
- Explore the tool in depth. Take the time to learn about all its features, including integrations, reporting, and notifications.
- Provide training. Make sure your team knows how to use the tool effectively and feels comfortable exploring advanced functions.
- Revisit usage periodically. Review how your team is using the tool and identify any underutilized features that could improve workflows.

By avoiding these common mistakes, you’ll ensure your remote task management system is simple, user-friendly, and optimized to meet your team’s needs. The goal is to create a system that empowers your team, not one that adds unnecessary complexity or frustration.

## Conclusion
Remote teams thrive on structure, transparency, and collaboration—all of which start with effective task management. By implementing the strategies and tools outlined here, you’ll not only improve how your team organizes and executes tasks but also build stronger alignment and trust across your remote workforce.
The right task management platform is the backbone of this transformation. WEDO is designed to address the unique challenges of remote teams, offering features that simplify workflows, enhance communication, and keep everyone on the same page. From real-time updates to customizable workflows, WEDO empowers your team to collaborate effortlessly—no matter where they’re working.

Don’t let distance slow your team down. [Try WEDO’s free trial](https://wedo.com/signup) today and see how streamlined collaboration can help your team achieve more, together.

Learn how to implement collaborative task management in remote teams with practical strategies, tools, and tips to improve productivity and alignment.

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How to implement collaborative task management in remote teams

At a time when the pyramidal management system inspired by Taylor and Ford is perceived as rigid and culturally obsolete, new forms of work organization are gradually emerging.¹ Self-management models are an important part of these new organizational structures.

Self-management models are an important part of these new organizational structures. To understand why organizations are adopting these self-management models, we need to understand what managers want most from their organizations: reliability and adaptability. All organizations want to achieve, to some extent, both reliability and adaptability. But one usually overshadows the other. Indeed, too much reliability creates rigidity and can make companies insensitive to changing markets. Conversely, if companies place too much emphasis on adaptability, they risk becoming dispersed and losing sight of their raison d'être. In an attempt to reconcile reliability and adaptability, holacracy, the best-known and most widely practiced model of self-management, helps to achieve this balance.²

## But what is holacracy?

According to Bernard Marie Chiquet, founder of IGI Partners (the company that imports holacracy to Europe from the USA), holacracy is a practice that promotes responsibility and cooperation in the service of the company's raison d'être. In this practice, there is no longer a manager as such, but everyone is invited to manage themselves, and is expected to demonstrate leadership. This is not to say that there is no structure. Holacracy refers to a “holarchic structure”. Here's a diagram illustrating how this structure works:

![Graphic depicting the circle structure and roles in Holacracy, showing how autonomous teams and interconnected roles operate without traditional hierarchy.](https://wedo-assets.sos-ch-gva-2.exo.io/Holacratiezero_waste_1_a93adb54f3.jpg)

### The super circle
Also known as the company's general circle, it represents
the company as a whole. In particular, it is made up of the 1ᵉʳ and 2ᵉ link of
each sub-circle.

### The sub-circle
The sub-circle represents autonomous teams where each person has a role and
working towards the same goal. Sub-circles are formed or dissolved according to
needs of the organization.

### Role
The role is a set of responsibilities within the organization. Roles can be
can be created, modified or cancelled. People usually have more than one role
in several circles. There are operational roles and structural
structural roles. The various structural roles, which are less concerned with operational tasks, must guarantee the smooth running of the team (= sub
circle), both within it and within the organization. The two main roles are
structural roles:
    - **1ᵉʳ link:** in each sub-circle, one person takes on the role of coach, similar to the leader or manager in a pyramid system. This person's responsibilities include assigning roles, managing finances and priorities, coaching team members, and maintaining a good atmosphere. These tasks take up around 10% of his or her time, the rest being devoted to other roles depending on his or her skills.
    - **2ᵉ link:** is responsible for escalating a tension from a sub-circle to the super
    circle if it exceeds the authority of the sub-circle in question.

Also, in order to be better organized and more efficient than in a so-called classical structure, the “holarchic structure” relies on three [types of meetings](https://wedo.com/features/meetings) :

- **Strategic meetings** to define the company's direction.
- **Governance meetings**, the purpose of which is to work on the organization without addressing operational issues.
- **Tactical Meetings**, whose purpose is to work within the organization, i.e. on concrete (operational) subjects to be developed.

During these sessions, strict order, rules and roles must be respected. Each participant is invited to speak in turn and submit ideas or tensions. The aim is to find solutions collectively, and to help the organization evolve thanks to everyone's involvement.

### Holacracy: a change of cultural paradigm

Adopting holacracy is more than just an organizational transformation; it's also a profound change in corporate culture. One of the main challenges for companies is to abandon the culture of hierarchy and control, deeply rooted in traditional systems. Employees, accustomed to rigid structures with clear chains of command, must learn to operate autonomously and embrace individual responsibility.

![Graph comparing Holacracy and the traditional pyramidal system, highlighting structural differences and organizational impact.](https://wedo-assets.sos-ch-gva-2.exo.io/blog_task_organisation_4_steps_1_0db00fe11e.png)

This requires not only a new way of thinking, but also a new way of working together. In a holarchical structure, employees must take on a certain form of individual leadership, while collaborating more closely with their colleagues. Collaborative decision-making, which is at the heart of holacracy, may take longer and require more patience than in a pyramidal model. However, this approach improves transparency, individual responsibility and alignment within teams. Each employee is encouraged to take the initiative and become more involved in decision-making processes. This creates an environment where autonomy is not only encouraged, but valued. Holacracy also encourages more open and regular communication between team members, reducing information silos and strengthening team spirit.

Another key aspect is that companies must be prepared to reinvent their reward and recognition systems. In a holacratic organization, traditional promotions are no longer relevant, as there are no hierarchical levels to climb. This overturns the traditional model of career progression. Employees need to be motivated by other forms of recognition, such as broader responsibilities, the opportunity to contribute to a variety of projects, or regular feedback mechanisms. For this system to work well, employees must also have a clear vision of their objectives and understand how their work contributes to the organization's raison d'être.

## The limits of holacracy

Although holacracy has been adopted by many companies, some, such as Amazon subsidiary Zappos, have either abandoned it or never embraced it. Indeed, this structure also has its limitations, such as rigid meeting rules, restrictions on freedom of expression, and questionable effectiveness. These various points influenced Zappos' decision to retract.⁴

Regarding roles, the Zappos example shows that an employee has around 7.4 roles for an average of 3.47 responsibilities per role. That's a total of more than 25 responsibilities per employee. This multiplicity of roles complicates the organization of work, recruitment, and the definition of salaries, as it becomes difficult to assess a fair wage. In fact, as the employees compile the various roles, establishing a salary in relation to what is being done on the market becomes virtually impossible.

Another delicate point in adopting holacracy is the need for greater discipline. In a model where individuals have greater autonomy and responsibility, it can be easy for some to lose sight of the company's priorities. What's more, not all personalities adapt easily to this level of self-management. Some employees may experience increased stress when faced with the need to take on more initiative and responsibility without traditional supervision. It can also create a lack of clarity in task allocation, especially in larger or more complex organizations, where communication and coordination are essential.

Despite its image as an innovative management system, holacracy is not suitable for all businesses. It can take years to adopt, and many employees may have to leave. For large companies, partial adoption is recommended. On the other hand, for start-ups and SMEs with a high level of organizational adaptability and a relatively small size, holacracy appears to be an appropriate solution. In fact, many of them are early adopters.⁵

## Holacracy and conflict management

Managing tensions is a key element in a holarchic organization. Tensions, according to holacracy, are defined as gaps between the organization's current state and what an ideal situation might be. These tensions are often seen as opportunities for improvement. However, managing tensions can sometimes become a source of frustration. If they are not dealt with quickly or effectively, they can lead to conflict between team members.

The role of the facilitator is therefore crucial in ensuring that tensions are resolved constructively. In a traditional structure, conflicts are often managed top-down, with a manager or supervisor playing the role of arbiter. In holacracy, conflict resolution is more horizontal, with teams often having to find their own solutions to problems that arise. This requires a high level of maturity and communication skills on the part of team members. For this to work, the organization needs to put in place well-defined conflict resolution processes and clear frameworks for escalating tensions.

## The long-term benefits of holacracy

Despite the challenges it presents, holacracy offers many potential long-term benefits. By adopting a more flexible governance model, companies can improve their resilience in the face of market changes. Increased team autonomy encourages innovation, as ideas can emerge more quickly and be implemented without going through a long validation chain. This enhanced responsiveness is essential in sectors where change is rapid and adaptability is a key success factor.

One of the main advantages of holacracy is that it encourages better use of employees' skills. Indeed, employees are no longer restricted to a single defined role or position; they can contribute to different projects and circles according to their talents and interests. This also prevents certain talents from going untapped, or valuable skills from being under-utilized. This approach can lead to greater job satisfaction and higher talent retention, as employees feel they have greater freedom to develop their skills and broaden their scope within the organization.¹⁰

Finally, holacracy enables greater organizational agility. Companies that adopt this model are often more responsive to market changes, as they are not held back by rigid structures. Decisions are taken faster and closer to the operational teams, enabling strategies to be adjusted in real time. This flexibility can be a major competitive advantage, especially in dynamic markets where the ability to react quickly to change is crucial.

![Graph illustrating the benefits of Holacracy, emphasizing adaptability, autonomy, and team alignment.](https://wedo-assets.sos-ch-gva-2.exo.io/blog_task_organisation_4_steps_4_a7aac4fe0f.png)

## Holacracy and innovation: a winning synergy

One of the great strengths of holacracy lies in its ability to foster innovation. By removing hierarchical barriers, employees feel freer to put forward new ideas, even if they're off the beaten track. This ability to generate new ideas is essential in a world where markets evolve rapidly and companies must constantly reinvent themselves. Holacracy also encourages calculated risk-taking, as each circle can experiment on a small scale without fear of serious consequences for the organization as a whole.

What's more, holacracy enables ideas to be tested more quickly. Each circle can make decisions independently and implement prototypes or pilot projects without waiting for approval from top management. This reduces time-to-market and keeps the company competitive. This is particularly beneficial for startups or fast-growing companies, where the ability to innovate and adapt quickly is crucial to survival and prosperity.

Holacracy also encourages a diversity of viewpoints, allowing everyone, whatever their role or status, to contribute to collective thinking. This diversity is a powerful driver of innovation, as it enables a variety of ideas to be brought together and more creative solutions to the challenges facing the company to be explored. It also helps to break down the tendency towards one-track thinking, by encouraging the inclusion of voices from all levels and giving everyone the opportunity to play an active part in creating value for the company.

In conclusion, holacracy is an innovative management model that challenges conventional structures. However, its application raises challenges, particularly in the complex management of roles and organization. Adapted to agile companies such as [start-ups and certain SMEs](https://wedo.com/industries/sme), it is not a universal solution, especially for large structures. Each company must therefore carefully assess its specific needs before adopting holacracy, preparing appropriate adjustments for a successful transition.

Would you like to test holacracy in your company? WEDO can help you with our comprehensive governance module dedicated to this management system. To find out more, ask one of our specialists for a free demo.


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

### Governance with WEDO

::youtube-video{#vSchpiRKs0M}


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

**References**

1. GROSJEAN, VINCENT, LEÏCHLÉ, JACQUES and THÉVENY, LAURENT, 2016. New forms of work organization: opportunities or illusions? . 2016. Vol. 245, pp. 6-9.
2. BERNSTEIN, Ethan, BUNCH, John, CANNER, Niko and LEE, Michael, 2016. Beyond the Holacracy Hype. Harvard Business Review. August 2016. pp. 38-49.
3. CHIQUET, Bernard Marie and APPERT, Étienne, 2013. A new managerial technology, holacracy. Goussonville : IGI partners. ISBN 978-2-9545641-1-1. 658.002 22
4. CASTILLO, Amanda, 2018. Holacratie, l'utopie qui se passe de chef. Le Temps [online]. October 5, 2018. [Accessed April 17, 2022]. Available from: https://www.letemps.ch/economie/holacratie-lutopie-se-passe-chef
5. BERNSTEIN, Ethan, BUNCH, John, CANNER, Niko and LEE, Michael, 2016. Beyond the Holacracy Hype. Harvard Business Review. August 2016. pp. 38-49.

Holacracy reshapes organizations by balancing reliability and adaptability, contrasting with traditional pyramidal systems. Discover its benefits and challenges in this article.

This image explores whether holacracy is a revolution or a challenge, illustrated with a network of interconnected circles on an orange background

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Holacracy: managerial revolution or organizational challenge?

![Antoine Sudan et David Dutch, accompagnés d'Alexia Borg, journaliste chez Forbes](https://wedo-assets.sos-ch-gva-2.exo.io/willkommen_6c64ea9d3b.png)

In an exciting feature on [Forbes](https://www.forbes.fr/brandvoice/wedo-la-plateforme-collaborative-qui-simplifie-la-gestion-des-taches-et-des-reunions/), Alexia Borg sat down with WEDO’s co-founders to discuss the company’s incredible journey from a small Swiss startup to a global player in the collaborative software industry. The interview, held in Paris, shines a spotlight on WEDO’s evolution over the past 9 years. What began as a friendship and a shared passion has turned into a thriving business with over 600 clients and 15 dedicated employees.

But this is more than just a retrospective. The feature offers insights into how WEDO’s platform is helping companies worldwide streamline their task and meeting management processes. Below, we’ll break down the key points from the interview and explore what sets WEDO apart in an increasingly competitive landscape.



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## WEDO: The Collaborative Platform that Simplifies Task and Meeting Management

[WEDO’s collaborative SaaS platform](https://wedo.com/) has quickly become the go-to solution for businesses looking to streamline their internal operations. The platform is designed to simplify every aspect of meeting preparation and task management, from creating detailed agendas to tracking project progress in real time. With WEDO, teams can focus on what truly matters—getting things done efficiently and securely.

## What Makes WEDO Stand Out?

There are a few key reasons why over 600 businesses have adopted WEDO as their platform of choice:

1. **Ease of Use**: WEDO is simple to set up and start using right away. Unlike many other collaboration tools, WEDO is intuitive and easy to implement, requiring minimal training for users to get started. “We’ve found that teams appreciate how quickly they can adopt WEDO without the steep learning curve that comes with other platforms,” says David Dutch, co-founder of WEDO.
2. **Multi-Language Support**: WEDO’s platform is available in multiple languages, including French, English, German, and Italian. This has made it especially popular among European companies looking for a collaborative tool that meets the diverse language needs of their employees.
3. **All-in-One Collaboration**: WEDO isn’t just a meeting tool—it’s a complete solution that integrates project management, [task tracking](https://wedo.com/features/tasks), and real-time collaboration. Users can prepare agendas, draft meeting minutes, and track the completion of tasks from one meeting to the next. This [all-in-one](https://wedo.com/features) approach to collaboration is what sets WEDO apart and helps teams stay organized without juggling multiple tools.

![meeting management with WEDO](https://wedo-assets.sos-ch-gva-2.exo.io/Forbes_2_FR_5f46399cb5.png)

## Security at the Forefront of WEDO’s Innovation

In a world where data breaches and security concerns are top of mind for businesses, WEDO has prioritized security as a core feature of its platform. The SaaS platform is designed with [data protection](https://wedo.com/security) at its core, ensuring that companies can collaborate without worrying about data privacy.

“Our platform is hosted on ISO 27001 certified servers in Switzerland, which comply with both GDPR and Switzerland’s nLPD regulations,” explains Antoine Sudan, co-founder of WEDO. “This gives our clients peace of mind, knowing that their sensitive data is secure and stored in compliance with the strictest regulations.”

In addition to robust data encryption and compliance features, WEDO ensures that all data is stored locally in Europe, reducing the risk of data sovereignty issues—a key concern for businesses operating in highly regulated industries.

## Innovation: Looking Ahead with AI Tools

WEDO’s commitment to continuous improvement doesn’t stop at security and ease of use. The company is constantly looking for ways to evolve its platform to better meet the needs of its users. “We’re currently developing AI tools that will not only make our platform more intuitive but will also provide actionable insights to help teams work more effectively,” says David Dutch.

These AI-driven tools will focus on optimizing workflows, suggesting task priorities, and automating repetitive processes. As businesses continue to demand smarter and more efficient solutions, WEDO is positioning itself as a leader in AI-powered collaboration.

## Real-World Impact: How WEDO is Transforming Businesses

WEDO’s SaaS platform isn’t just another software tool; it’s a [game-changer for businesses](https://wedo.com/category/use-cases) across various industries. [Companies using WEDO](https://wedo.com/category/customer-testimonials) have reported significant improvements in meeting efficiency, task completion rates, and overall project management.

Take, for example, a mid-sized European tech company that struggled with disorganized meetings and missed deadlines. After implementing WEDO, the company saw a 30% reduction in time spent in meetings, with task completion rates increasing by 25%. This level of impact is why more and more businesses are turning to WEDO to simplify their internal operations.

![Task Management with WEDO](https://wedo-assets.sos-ch-gva-2.exo.io/Forbes1_FR_871022caa4.png)

## How does the company differentiate itself from its competitors?

The first area of differentiation lies in the tool itself. Unlike some highly specialized software, WEDO was designed as a dynamic and flexible platform, capable of meeting a wide range of use cases and industry needs (e.g., [municipal and administrative councils](https://wedo.com/industries/municipal-administrations), [team meetings](https://wedo.com/use-cases/team-meetings), [project management](https://wedo.com/features/project-management)). Compared to offerings like Microsoft’s, the company promotes a more holistic approach with an “all-in-one” tool, which avoids fragmenting information across various software that need to be connected. With WEDO, users no longer need to juggle multiple different applications—everything is readily available. The company aims to strike the ideal balance between specificity and generalization.

The second point of differentiation is its customer-centric approach, which enables the company to understand client needs and provide tailored solutions. Its support is highly regarded for its quality and speed, with an average response time of 4 minutes over a year. This close relationship results in an exceptional user experience, strong customer loyalty, and positive word-of-mouth recommendations.

## Why This Feature on Forbes Matters

Being featured on Forbes is not just an honor; it’s a reflection of the significant impact WEDO is making in the business world. As we continue to expand our platform and grow our user base, this feature serves as a milestone, validating our approach and the value we provide to our clients.

With over 600 companies using WEDO across Europe and beyond, we’re excited about the future and the role our platform will play in transforming how businesses collaborate.

## Conclusion

At WEDO, we are committed to providing businesses with the tools they need to streamline collaboration, ensure data security, and enhance productivity. Our feature on Forbes highlights the impact we’ve had on the business world, but we’re not stopping there. As we continue to innovate with AI-driven tools and security enhancements, we’re excited to see how WEDO will shape the future of work.

**Interested in learning more? Contact us today to schedule a demo or learn more about our platform.**

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

In an exciting feature on Forbes, Alexia Borg sat down with WEDO’s co-founders to discuss the company’s incredible journey from a small Swiss startup to a global player in the collaborative software industry. 

Three business professionals—a woman holding a Forbes magazine flanked by two men—sit on a couch in a well-lit room, each smiling at the camera. Overlaid in the foreground are the “Forbes” logo and the WEDO logo

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Forbes Highlights WEDO in “Successful Companies”

## Dive into the world of WEDO with SEBconnect!

In this video, Sébastien Bouvier, a recognised specialist in productivity tools, introduces you to WEDO, an innovative platform for collaborative project management. After an in-depth evaluation, Sébastien highlights the many features of WEDO that are revolutionising teamwork. Explore how this tool can not only optimise your organisation, but also enhance the synergy and effectiveness of your collective projects.

_Video available in French_

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In this video, Sébastien Bouvier, a recognised specialist in productivity tools, introduces you to WEDO, an innovative platform for collaborative project management. 

Man touching his temple with a thoughtful expression, digital icons of a “late” calendar and a checklist floating above, overlaid with the “SEB Connect” logo and the WEDO logo

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Sebastien Bouvier reviews WEDO

![signature électronique](https://wedo-assets.sos-ch-gva-2.exo.io/e_signature_EN_8a3f605424.png)

We are delighted to announce the launch of a long-awaited new feature on our platform: [qualified electronic signature](https://wedo.com/features/electronic-signatures) for minutes of meetings.

Developed in direct response to the needs expressed by our customers, particularly financial institutions and companies involved in formal decision-making processes, this functionality is now available to **facilitate the legal management of your documents**.

With qualified electronic signatures, you can now legally sign your meeting minutes in compliance with **Swiss and European laws**. Whether for boards of directors, foundations, or management meetings, this solution has been designed to meet your strictest protocols.

[Discover the feature](https://www.youtube.com/watch?v=UJcdP3tymsM)


Network administrators can now activate the electronic signature in their network settings. For more information, please get in touch with our customer support team, who will be happy to assist you.


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

We are delighted to announce the launch of a long-awaited new feature on our platform: qualified electronic signature for minutes of meetings.

Sample signature card showing the name “Aline Flury”, title “Executive Assistant”, a QR code and the phrase “Qualified electronic signature”, overlaid with an “Updates” label and the text “Qualified electronic signature”

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Qualified electronic signatures for your reports

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

Ever lost track of a critical task buried in an email thread? Or watched deadlines creep up because nobody was sure who owned what? Relying on a simple task list won’t cut it when multiple projects, due dates, and team members collide.

That’s where a dedicated task organizer or a task management tool comes in. [WEDO](https://wedo.com/features) brings tasks, checklists, and meetings into one workspace. You can assign tasks to the right person, set due dates that sync with your calendar, and apply task checklist templates for recurring processes. With real time updates and a built‑in Kanban view, everyone sees the latest status without jumping between apps.

![Graphic “WEDO Task Organizer – Key Features at a Glance” with 6 highlighted features: Quick task creation, dependencies & subtasks, real-time updates, multiple views, calendar sync, comments & email conversion, checklist templates.](https://wedo-assets.sos-ch-gva-2.exo.io/WEDO_task_organizer_key_features_at_a_glance_en_dd38b51df8.png)

In this article, we’ll walk through WEDO’s task features, show you how to plan and prioritize projects, and explain how to track progress so your team spends less time hunting for updates and more time getting things done.

## Why You Need a Task Management Tool

Here’s why a dedicated task organizer is essential for any team:

1. Scattered tasks lead to confusion and delays. When work lives across emails, chat threads, and multiple spreadsheets, it’s hard to know who’s doing what and when it’s due. A centralized [task management tool](https://wedo.com/blog/how-to-choose-the-right-task-management-tool-for-your-team) solves this by consolidating every task in one place.

2. Clear ownership prevents dropped balls. In a shared task list, each item names its assignee. There’s no room for guesswork or “I didn’t realize that was mine.” Responsibility is explicit, which keeps tasks moving forward and reduces the need for constant follow‑up.

3. Visible deadlines keep projects on track. Due dates displayed alongside tasks and synced to your calendar,  ensure everyone sees upcoming milestones. Automated reminders surface tasks before they become overdue, so you spend less time scrambling and more time executing.

4. Flexible views support any workflow. Whether you need a prioritized task list, a Kanban board to visualize stages, or a calendar overview to plan weeks ahead, a task management tool adapts to your process. Real‑time updates mean all team members work off the same information without juggling multiple documents.

5. Built‑in templates and dependencies create consistency. Reusable checklist templates streamline repetitive processes, while task dependency features enforce the correct sequence of activities. This structure scales as your project grows, turning ad‑hoc to‑dos into a predictable workflow.

In summary, a task organizer transforms chaotic to‑do lists into a transparent, accountable system. It centralizes tasks, clarifies ownership, highlights deadlines, and adapts to your team’s needs, so you can focus on results instead of managing scattered details.

## WEDO’s Task & Checklist Features

[WEDO](https://wedo.com/features) packs powerful features into its platform, making it easy to manage everything from one‑off action items to complex, multi‑step processes.

### Quick Task Creation

Adding new work is simple. Click “New Task,” fill in the title and description, attach supporting files, choose a due date, and assign a responsible team member. If others need visibility, you can add them as watchers to follow updates and activity. Everyone involved receives a notification right away, so tasks never go unnoticed.

### Reusable Checklist Templates

Instead of rebuilding the same process each time, WEDO lets you create [checklist templates](https://wedo.com/features/tasks), a predefined list of tasks (and optional subtasks) tailored to recurring workflows like “Draft,” “Review,” “Approve,” “Publish.” When it’s time to execute the process, you simply launch a new checklist based on the template. Each task can be tracked independently, with real-time updates reflecting overall progress and keeping everyone aligned.

### Advanced Subtasks and Dependencies

Complex deliverables often involve multiple steps and stakeholders. WEDO lets you break a task into subtasks, assign each to a different team member, and set individual due dates. When order matters, mark subtasks as “blocks” or “blocked by” to enforce the right sequence and prevent premature starts.

### Multiple Views: List, Kanban, and Gantt

Different projects call for different perspectives. In List view, you can sort and filter tasks by project, assignee, due date, or custom fields. [Kanban view](https://wedo.com/blog/what-is-a-kanban-board-tools-apps-and-project-use-cases-explained) shows tasks as cards moving through workflow stages like “To Do,” “In Progress,” and “Done,” making it easy to spot bottlenecks. And for a visual timeline, [Gantt view](https://wedo.com/blog/manage-your-projects-efficiently-with-wedo-s-gantt-chart) maps tasks across a calendar so you can track overlaps, dependencies, and progress over time, all in one place.

### Calendar Synchronization

Never miss a deadline again. Every due date in WEDO automatically appears in Outlook, Gmail, iCal, or any other ICS‑compatible calendar. Your task deadlines and meetings share the same view, so you can plan your day without toggling between apps.

### In‑Task Comments and Email Conversion

Context matters. Add comments directly within a task to discuss details, tag colleagues for input, or link related meeting minutes. When an actionable email lands in your inbox, convert it into a WEDO task, attachments included, so nothing slips through the cracks.

By combining these features, intuitive task creation, powerful templates, dependency management, flexible views, [calendar sync](https://wedo.com/features/meetings), and contextual collaboration, WEDO streamlines every step of task management. In the next section, we’ll see how to use these tools to plan and prioritize entire projects.

## Planning and Prioritizing Projects with WEDO

Effective project planning starts by breaking your goals into concrete tasks. In WEDO, you begin by creating a new project or linking tasks directly to a meeting’s action items. From there, follow these steps:

![Diagram “Your Task Workflow in WEDO” showing 7 steps: Create projects & milestones, add tasks or checklists, assign owners & due dates, prioritize & set dependencies, choose your view, track live progress, review in meetings.](https://wedo-assets.sos-ch-gva-2.exo.io/from_planning_to_progress_your_task_workflow_in_WEDO_en_4d5c5cef4b.png)

1. **Define Milestones and Tasks**
    - Outline your key deliverables, such as launch dates, major feature rollouts, or campaign deadlines, and set them as milestones.
    - Under each milestone, create tasks with clear titles, descriptions, and due dates. If a process repeats (like content reviews), apply a checklist template to save time.
2. **Assign and Balance**
    - Allocate tasks to team members based on expertise and current workload. WEDO’s task list shows each person’s assignments and due dates side by side, making it easy to spot overload.
    - Adjust assignments or due dates directly in the list or Kanban view to even out workloads and keep progress steady.
3. **Set Priorities with Urgency and Importance**
    
    [WEDO helps you prioritize](https://wedo.com/blog/guide-to-managing-and-prioritizing-your-daily-tasks) using the Eisenhower matrix, so tasks are ranked by what truly matters:
    
    - **Assign urgency and importance** to each task to determine how it should be handled: act, schedule, delegate, or eliminate.
    - **Sort and filter tasks** in List view based on these priority levels, so the most critical work always stays visible.
    - **Encourage smarter decisions** across the team by focusing on impact and time sensitivity, not just arbitrary labels.
4. **Layer in Dependencies**
    - For tasks that must follow a specific sequence, link them with WEDO’s dependency feature. This ensures that downstream work only begins when upstream tasks are complete, preventing hold‑ups.
5. **Sync Deadlines**
    - With due dates in place, your calendar stays current. Check your calendar view to see how [task deadlines](https://wedo.com/blog/how-to-stay-on-top-of-task-deadlines-and-due-dates) align with meetings and events, and adjust so high‑priority tasks get the attention they need.
6. **Review and Adjust**
    - During regular status meetings, or right from your meeting minutes, pull up the project’s task list in WEDO. Mark completed items, reassign tasks that need reshuffling, and revise due dates based on new information.

By structuring work into milestones, assigning ownership, flagging important tasks, and enforcing dependencies, WEDO helps you create a living project plan. Prioritization becomes a simple matter of filtering, sorting, and tagging, so your team always knows what to tackle next.

## Tracking Progress and Staying Aligned

Keeping projects on track means knowing where every task stands at a glance. WEDO provides real-time visibility and context so you and your team stay aligned:

**Live Task Status**

Every change, from marking a subtask done to updating a due date, appears instantly for all collaborators. No more waiting on email replies or outdated spreadsheets; you see progress as it happens.

**Dashboard and Feed**

WEDO’s workspace feed offers a chronological log of task activity: who completed what, when, and any comments added. Use the dashboard to get a high-level view of tasks due soon, overdue items, and overall completion rates for a project.

**Meeting Integration**

Link tasks to meeting agendas and minutes. When you review notes in your next meeting, WEDO shows which action items are complete and which still need attention. You can even create follow-up tasks on the spot and assign them without leaving the meeting interface.

**Custom Filters and Saved Views**

Focus on what matters most by filtering tasks by assignee, due date range, priority, or project. Save these configurations as custom views so you can return to the exact slice of work you need, whether that’s “My tasks due this week” or “High‑priority items in Project X.”

**Notifications and Alerts**

Choose how you want to be notified, via in‑app alerts, email summaries, or both, so you never miss critical updates. WEDO surfaces reminders for approaching due dates and flags overdue tasks to keep everyone accountable.

By combining live status updates, an activity feed, seamless meeting links, custom filters, and smart alerts, WEDO ensures you always have current, actionable information. That means fewer surprises, more proactive course corrections, and projects that finish on time.

## Power‑User & Security Features

[WEDO](https://wedo.com/features) doesn’t just handle tasks; it also scales with growing teams and secures your data:

**Public API & MS Teams Integration (Coming Soon)**

For advanced workflows, WEDO offers an API so you can build custom integrations and automate repetitive steps. An upcoming Microsoft Teams integration will push task updates directly into your team’s chat channels.

**External Users**

Collaborate beyond your organization by inviting clients or contractors into your WEDO workspace, free of charge. You control access rights so external users see only what’s relevant to them.

**Mobile Access**

Stay productive on the go. WEDO’s mobile‑friendly interface works seamlessly on any device with a browser, ensuring you can review, assign, or complete tasks whether you’re at your desk or in transit.

**Smart Notifications**

Customize your alert preferences: choose instant notifications for critical updates, daily digests for routine check‑ins, or silent mode when you need focused work time.

**Swiss‑Hosted Security**

WEDO is built and hosted in Switzerland on ISO/IEC 27001 certified servers. Features like SAML single sign‑on and two‑factor authentication protect your organization’s data and meet rigorous compliance standards.

These power‑user and security features ensure that as your task lists, and your team, grow, WEDO remains a safe, flexible, and reliable backbone for your project management.

## Conclusion

Effective task management is the foundation of successful projects. With [WEDO](https://wedo.com/features), you gain a unified platform that simplifies task creation, enforces consistent workflows through checklist templates and dependencies, and offers both list and Kanban views for maximum clarity. Real‑time updates and meeting integration ensure that every team member stays aligned, while Swiss‑hosted, ISO‑certified security safeguards your data.

Experience how WEDO can streamline your planning, prioritization, and tracking processes: [start your free trial today](https://wedo.com/signup) and turn your team’s task chaos into clear, trackable progress.

Plan, prioritize, and track tasks with WEDO. Assign tasks, set due dates, reuse checklist templates, switch to Kanban view, and get real‑time updates—all in one workspace.

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WEDO as a Task Organizer: Plan, Prioritize, and Track Like a Pro

You’ve tried spreadsheets, email threads, maybe even magic eight balls, yet projects still stall, priorities clash, and deadlines sneak up on you. If this sounds familiar, it’s time to rethink your strategy and look at two proven systems: Kanban and Scrum. Both belong to the broader agile framework for product development and project management, and both aim to bring clarity to chaos.

Scrum hands you sprints, short, fixed intervals where a defined group (Product Owner, Scrum Master, development team) tackles a set of tasks, then inspects and adapts at a sprint review. It’s rhythm with guardrails.

[Kanban](https://wedo.com/tag/kanban-2) hands you a board, lanes for each stage of work, limits on how much you start, and a focus on steady flow. No roles are carved in stone; your team tweaks policies as it learns.

In this article, we’ll explore both frameworks, compare their roles, rituals, and tools, and help you choose the one that fits your team’s rhythm.

## What Is Scrum?

[Scrum](https://scrumguides.org/) structures work into time‑boxed bursts, typically two to four weeks, so teams can ship bite‑sized updates at a steady clip. The goal is simple: break big projects into manageable chunks, inspect progress often, and adapt quickly.

### Defined Roles

- **Product Owner**: Owns the backlog, sets priorities, and answers questions about requirements.
- **Scrum Master**: Coaches the team on Scrum practices, removes impediments, and protects the team from distractions.
- **Development Team**: A cross‑functional group of team members who design, build, test, and deliver the work items.

These roles are non‑negotiable, no hybrids, no “part‑time Scrum Master.” Clear ownership keeps everyone accountable.

### Key Artifacts

- **Product Backlog**: The master list of features, bug fixes, and technical tasks, all ordered by value and urgency.
- **Sprint Backlog**: A subset of the product backlog chosen for the current sprint, complete with sprint goals and estimated effort.
- **Increment**: The sum of all “Done” work items at the end of a sprint. Every increment must meet the team’s definition of done.

### Core Events

1. **Sprint Planning**: Decide what goes into the sprint. The product owner presents high‑priority items; the development team commits based on capacity.
2. **Daily Scrum**: A 15‑minute standup. Each team member answers: What did I do yesterday? What will I do today? Any blockers?
3. **Sprint Review**: Demonstrate the increment to stakeholders, gather feedback, and update the product backlog.
4. **Sprint Retrospective**: Reflect on the sprint process, identify improvements, and plan changes for the next sprint.

### Cadence and Due Dates

Sprints enforce regularity. Because sprints are fixed in length, you get a predictable rhythm: you know exactly when the next sprint review will happen and when due dates are locked in. This makes forecasting easier and gives the team a clear “heartbeat.”

### Metrics

- **Velocity**: Average number of story points (or other units) completed per sprint. Used for forecasting future work.
- **Burndown Chart**: Tracks remaining work within a sprint to signal whether the team is on track.

Scrum works best when you need structure, defined roles, regular checkpoints, and clear due dates. It’s not magic, but it does bring a disciplined flow of work that many teams find invaluable.

## What Is Kanban?

[Kanban](https://www.icagile.com/resources/intro-to-kanban-what-it-is-how-it-works-benefits-and-core-principles) is an agile method centered on visualizing work items and managing the flow of work. It originated in manufacturing but has since been adapted for software and product development. Unlike Scrum, Kanban does not require fixed‑length iterations or prescribed roles.

### Core Principles

1. **Visualize Work**
    - Use a Kanban board with columns (e.g., “Backlog,” “In Progress,” “Review,” “Done”)
    - Each card represents a work item, such as a feature, bug fix, or task
2. **Limit Work In Progress (WIP)**
    - Set explicit limits on how many cards can be in each column
    - Prevents overloading the development team and highlights bottlenecks
3. **Manage Flow of Work**
    - Track how long cards spend in each stage (cycle time)
    - Aim for a steady, predictable throughput rather than bursts of activity
4. **Make Policies Explicit**
    - Define entry and exit criteria for each column
    - Clarifies expectations for team members and reduces ambiguity
5. **Implement Feedback Loops**
    - Hold regular reviews (e.g., weekly or bi‑weekly) to inspect flow and process
    - Adjust WIP limits or policies based on data and team feedback
6. **Continuous Improvement**
    - Use metrics like lead time (total time from request to delivery) to identify areas for improvement
    - Encourage every team member to suggest tweaks to the process

### Kanban Boards and Work Items

A typical [Kanban board](https://kanban.university/kanban-guide/) has columns that match stages of your workflow. Cards move from left to right:

| **Backlog** | **Ready** | **In Progress** | **Review** | **Done** |
| --- | --- | --- | --- | --- |
- **Work Items**: Each card includes a description, assignee (team member), and due dates if needed.
- **Swimlanes**: Optional horizontal rows for different priority levels or work types (e.g., “Urgent,” “Maintenance,” “New Feature”).

### Metrics

- **Cycle Time**: Time a card spends from “In Progress” to “Done.”
- **Lead Time**: Time from when a card enters the backlog to completion.
- **Throughput**: Number of cards completed in a period.

### Flexibility and Roles

[Kanban](https://wedo.com/blog/wedo-integrates-the-kanban-view) doesn’t mandate roles like Product Owner or Scrum Master. Team members share responsibility for pulling work, reviewing policies, and facilitating improvements. You can introduce roles as needed, but the method thrives on adaptability.

### Kanban Method Variations

- **Kanban for Ops**: Focus on rapid response to incoming issues, ideal for support teams.
- **Evolutionary Change**: Start with your current process, overlay a Kanban board, then evolve.

Kanban works well when priorities shift unpredictably, work items vary in size, and you need a clear view of the flow without the overhead of fixed‑length sprints. Continuous improvement is built in, letting you refine your process one tweak at a time.

## Key Differences Between Kanban and Scrum

Now that we’ve outlined each method, let’s revisit their main contrasts without retracing every detail.

### Structure and Roles

[Scrum](https://wedo.com/blog/when-agility-becomes-a-necessity) gives you guardrails: a Product Owner who owns the backlog, a Scrum Master who keeps the process honest, and a development team that delivers in sprints. Those roles don’t budge until the sprint ends. Kanban, as we saw, drops role requirements. Any team member can pull work, tweak policies, or coach peers, if you agree who does what, ownership can spread more evenly.

### Cadence and Planning

We’ve described sprints as fixed intervals with locked‑in goals and due dates. That predictability can feel like a heartbeat for planning. Kanban swaps that for a continuous flow: items move independently through your persistent board. You set due dates per card, not per sprint, and you can reshuffle priorities anytime, as long as you respect your work‑in‑progress limits.

### Board Management

In Scrum, the board resets each sprint. You clear out “Done,” refill with new items, and track progress until the next reset. Kanban boards persist. Columns stay put, and cards cycle through until done. This ongoing view makes it easy to spot long‑running work or chronic bottlenecks without rebuilding the board every few weeks.

### Handling Change

Sprint boundaries protect focus by freezing scope mid‑sprint. If an urgent bug appears, you wait for the next sprint or declare an exception. Kanban keeps its doors open: add, remove, or re‑prioritize cards anytime, provided you don’t exceed your WIP limits. That flexibility is a boon when work arrives unpredictably.

### Measuring Success

Scrum teams track velocity (story points per sprint) and use burndown charts to see if they’ll hit the sprint goal. Those metrics guide sprint forecasts. Kanban teams focus on flow metrics: cycle time (from “In Progress” to “Done”), lead time (from request to delivery), and throughput (items finished over a period). These numbers tell you how smoothly work moves and where to tweak.

### Continuous Improvement Rhythm

Both frameworks value learning. Scrum packs its inspect‑and‑adapt into a sprint retrospective at the end of each cycle. Kanban spreads feedback across regular improvement meetings or even on‑the‑fly discussions. You adjust policies and limits whenever the data or your gut says something’s off.

In short, if you want timeboxed guardrails, defined roles, and calendar‑driven due dates, Scrum fits the bill. If you need flexibility, a persistent view of work items, and the ability to change course at any moment, Kanban might be your best bet.

## When to Use Scrum

[Choose Scrum](https://wedo.com/blog/when-agility-becomes-a-necessity) when your project benefits from clear milestones, regular checkpoints, and well‑defined roles. If you need a Product Owner to prioritize the backlog, a Scrum Master to shield the team from distractions, and a development team to focus on a sprint’s worth of work, Scrum provides the structure you need.

Scrum shines in product development efforts where features build on one another. You can plan a series of sprints, each “called sprint” lasting two to four weeks, with set due dates that align to release dates or stakeholder reviews. The sprint review gives you a formal moment to demo work items to stakeholders, gather feedback, and refine the product backlog for the next sprint.

Teams that thrive on predictability also gravitate toward Scrum. Velocity (the average number of story points completed per sprint) lets you forecast how many sprints it will take to finish work items. If hitting dates matters (for a marketing launch, compliance deadline, or major product milestone), knowing when your sprint review falls provides reliable checkpoints.

Scrum frameworks also help new Scrum teams learn agile practices. The defined ceremonies like sprint planning, daily Scrum, sprint review, sprint retrospective create a repeatable rhythm. This rhythm can guide teams that haven’t yet mastered continuous improvement, giving them a safe container to inspect their process and adapt.

In short, when your work calls for strict sprint cadences, predictable due dates, and formal roles like Product Owner and Scrum Master, Scrum is likely the better choice.

## When to Use Kanban

Kanban is your go‑to when work arrives unpredictably, priorities shift often, or tasks vary widely in size. If your team handles support tickets, maintenance requests, or unplanned bug fixes, Kanban’s continuous flow lets you pull in urgent work without waiting for the next sprint.

You’ll set up a Kanban board, define stages that match your process, and assign explicit work‑in‑progress (WIP) limits. This keeps you from overcommitting: if “In Progress” is full, you finish existing cards before starting new ones. As cards move rightward, you track cycle time and lead time to spot bottlenecks and smooth the flow of work.

Kanban works well when you:

- Need flexibility on due dates. Instead of locking in dates for a sprint, you attach due dates to individual work items and adjust as you go.
- Want to minimize overhead. No mandatory sprint planning, daily standups, or sprint review, though you can borrow these ceremonies if they help.
- Aim for continuous improvement. Regular feedback loops, weekly flow reviews or quick retrospectives, let you tweak policies, column definitions, or WIP limits whenever you spot inefficiencies.
- Prefer visual transparency. A persistent Kanban board makes it clear what everyone is working on, what’s blocked, and what’s next, all without rebuilding the board each cycle.

In development teams where rapid response matters, Kanban is often a natural fit. It lets you balance demand against capacity, make flow issues visible, and improve steadily, one tweak at a time.

## Combining Scrum and Kanban: Scrumban

Sometimes the best answer lies between two extremes. Scrumban merges the rhythm of Scrum with the flow focus of Kanban, giving you structure without sacrificing flexibility.

### Why Scrumban?

- You like sprints for planning and reviews but want Kanban’s continuous flow to handle interruptions.
- Your team needs to limit work in progress to avoid context‑switching, yet still report velocity for stakeholders.
- You want regular retrospectives but also quick, on‑the‑fly adjustments to WIP limits or board policies.

![Infographic in English showing when to use Kanban, Scrum or Scrumban: unpredictable work, strict deadlines, flexibility, WIP limits, transition.](https://wedo-assets.sos-ch-gva-2.exo.io/Which_framework_fits_your_workflow_best_en_a9fc6e3696.png)

### How Scrumban Works

1. **Sprint Planning Lite**
    - At the start of a sprint, pick a small set of high‑priority work items, not a full sprint backlog.
    - Use this meeting to set goals, but leave room for new cards to enter the board when capacity frees up.
2. **Kanban Board with WIP Limits**
    - Maintain a persistent board with columns that reflect your workflow.
    - Apply WIP limits in critical stages, like “In Progress” or “Review,” to force focus and finish tasks.
3. **Daily Standups**
    - Keep the quick check‑in: What did you do yesterday? What will you do today? Any blockers?
    - Use the board during standups to make bottlenecks and progress visible.
4. **Sprint Reviews and Retrospectives**
    - Hold sprint reviews to demo completed work and gather feedback on deliverables.
    - Conduct retrospectives to identify process tweaks—both at the sprint level and for ongoing Kanban policies.
5. **Flow Metrics and Velocity**
    - Track cycle time and lead time to spot delays in the workflow.
    - Optionally measure velocity for completed work items to aid forecasting without overcommitting.

**When to Adopt Scrumban**

- Your team is comfortable with Scrum but needs more agility for unplanned work items.
- You’ve outgrown strict sprint boundaries and want a continuous improvement mindset woven into every day.
- You need to balance predictability (due dates, sprint reviews) with adaptability (WIP limits, dynamic priorities).

Scrumban can act as a stepping stone: Scrum teams can introduce Kanban principles gradually, while Kanban teams can adopt sprint cadences for better planning and stakeholder engagement. By blending routines and flow controls, Scrumban creates a hybrid that adapts to real‑world demands without adding unnecessary ceremony.

![Comparison table in English of Kanban, Scrum and Scrumban: structure, roles, metrics and best use cases.](https://wedo-assets.sos-ch-gva-2.exo.io/Kanban_vs_Scrum_vs_Scrumban_what_fits_your_team_en_ff6df415d3.png)

## Conclusion

Scrum and Kanban each bring order to the madness of product development. Choosing between Scrum and Kanban isn’t about right or wrong, it’s about fit. One method gives you scheduled cycles and role clarity, the other offers a live, pull‑based board and adaptive pace. If you need both predictability and flexibility, Scrumban blends planning checkpoints with on‑demand task intake.

[WEDO](https://wedo.com/features) takes these frameworks out of theory and into practice. With built-in Kanban boards, sprint planning tools, custom workflows, and real‑time analytics—all hosted securely in Switzerland—[WEDO](https://wedo.com/features) keeps every task, meeting, and deadline in one place. Whether you’re running a sprint review, tweaking your flow of work, or tracking cycle time, [WEDO](https://wedo.com/features) adapts to your process so your team can focus on what matters: getting things done.

Ready for a smoother workflow? [**Try WEDO** today](https://wedo.com/signup).

Discover whether Kanban, Scrum or Scrumban best fits your team. Learn their key differences, use cases, and how WEDO’s platform streamlines your workflow.

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Kanban vs. Scrum: Which One Should You Use?

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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