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

![Signature électronique ](https://wedo-assets.sos-ch-gva-2.exo.io/Signature_c364cb66c9.png)
Electronic signatures have become an essential part of any company's digitalization strategy. There are plenty of reasons to make the switch: first, electronic signatures are much more efficient, thanks to faster processing times and lower costs. They also avoid the need for constant trips back and forth between printer, scanner, and post office. They enable documents to be signed securely anywhere, at any time.

However, there is a fundamental difference between how digital signatures are interpreted and handwritten signatures. Unlike handwritten signatures, the authenticity of a secure electronic signature is not based on its visual appearance but on the associated **electronic certificate** provided by the Trusted Service Provider.

If the concept is still unclear to some, this article explains how 2.0 signatures work and their legal value.

### 3 types of electronic signatures and their legal value

**a. Simple Electronic Signature (SES)**

The SES is the basic level of electronic signature. It is generally used for documents where the risk of liability is low. For example, the minutes of an informal team meeting can be signed with a SES. Its legal value is recognized, but it does not provide a strong identification of the signatory or a guarantee of the document's integrity.

**b. Advanced Electronic Signature (AES)**

The AES offers a higher level of security than the previous one. It is uniquely linked to the signatory using a pre-registered cell phone number. Project meeting minutes, where details are more critical, may require an AES. This signature ensures better traceability and is widely recognized by law.

**c. Qualified Electronic Signature (QES)**

The QES is the most secure form of electronic signature. It is based on a qualified certificate and a secure signature creation device issued by a Trusted Service Provider (TSP). This registration must be carried out beforehand, on an online platform or in person, to guarantee maximum security. For important or sensitive meetings, such as boards of directors or general assemblies, where decisions have significant legal and financial implications, the QES is generally required. It is recognized as the only form of electronic signature equivalent to a handwritten signature under the European Union's eIDAS regulation and the Swiss federal law on electronic signatures (ESigA).

![e-signature legal weight](https://wedo-assets.sos-ch-gva-2.exo.io/EN_legal_weight_v2_d83e9abdcc.png)

### Qualified Electronic Signature (QES): the ultimate in security

The QES represents the ultimate in security and trust in the field of electronic signatures. It requires rigorous identity verification and is generated via a secure device. To use a QES, the signatory must obtain a qualified certificate from a Trusted Service Provider, such as Swisscom. This certificate contains verified data on the identity of the signatory.

A QES is therefore always personal and cannot be repudiated. This means that in cases where the law requires a handwritten signature for a document, this can be substituted by a QES. Companies operating in highly regulated environments can opt for the QES as their standard signature method, to ensure they meet compliance requirements.

**3. How to use the QES**

To set up a QES, follow these steps:

- Choose a certified trusted service provider. In this case, WEDO is working with Swisscom, whose service covers the whole of Europe and meets the legal requirements of the European eIDAS regulation and the Swiss federal ESigA law.
- Have your identity verified. You can validate your identity online, or by visiting an authorized Swisscom shop. Visit [this page](https://srsident.trustservices.swisscom.com/en/) for more information on the various registration options.
- Get your qualified certificate.
- In your WEDO network, create your signature on first use and validate it by uploading your qualified certificate.
- Sign the document in one click.

### How does a Qualified Electronic Signature work?

From a technical point of view, a QES is generated using asymmetric cryptography. For each signature, there is a public key, enabling anyone to verify the signature, and a private key, reserved exclusively for the signatory. This private key can only be activated and used by obtaining a certificate, issued by a Trusted Service Provider as mentioned above. The certificate issuer guarantees, through certified technical and organizational procedures, that only the applicant may use the private signature key in connection with the certificate.

The certificate attests to the identity of the signatory, while the signature itself indicates the time of signing and guarantees the integrity of the document, ensuring that the PDF has not undergone any modification after signing.

With WEDO, this technical complexity goes unnoticed by users, since all external steps are integrated into the platform to ensure a straightforward process.

### Do e-signatures comply with data protection laws for Swiss and European companies?

The legal value of the QES is guaranteed by the Trusted Service Provider (TSP), Swisscom, which, as the issuer of the certificate, is regularly audited and certified by a government agency.

WEDO not only guarantees robust security, but also ensures the most comprehensive data protection thanks to its qualified electronic signatures. WEDO fully complies with the requirements imposed by the European Union's General Data Protection Regulation (GDPR) as well as the Swiss Federal Data Protection Act (DPA). WEDO's hosting service benefits from ISO 27001 certification, with the exclusive location of its servers in Switzerland, guaranteeing a level of security comparable to that of Swiss banking institutions.

![ESigA and eIDAS e signature](https://wedo-assets.sos-ch-gva-2.exo.io/EN_a199c8efc7.png)

Are you looking for a secure electronic signature service for your reports?

We can answer all your questions.

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

The use of electronic signatures for reports and minutes: a complete guide to their legal value

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E-signatures: a complete guide to their legal value

![entrepreneurship under 40](https://wedo-assets.sos-ch-gva-2.exo.io/en_Bilan_2024_1fd772489b.png)

## Discover the portrait of David Dutch in the panorama of the nuggets of the French-speaking Swiss economy

Bilan lists the founders of companies in French-speaking Switzerland that have reached a certain level of maturity, have a turnover of at least one million francs and have several employees.

[Read article](https://www.bilan.ch/story/entrepreneuriat-de-moins-de-40-ans-david-dutch-fondateur-de-wedo-459370695261)

©️[Jean-Philippe Buchs](https://www.bilan.ch/author/82248682/jean-philippe-buchs)

Discover the portrait of David Dutch in the panorama of the nuggets of the French-speaking Swiss economy.

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Under 40 entrepreneurship: David Dutch

![nLPD RGPD](https://wedo-assets.sos-ch-gva-2.exo.io/lpd_or_RGPD_1_bbd8c113f3.png)

Determining compliance with the Swiss Federal Act on Data Protection (FADP) or the European Union's General Data Protection Regulation (GDPR) depends on several factors related to your company's business. Here are some guidelines to help you determine which regulations your company must comply with:

## If your company is based in Switzerland:

- **FADP:** All Swiss-based companies must comply with the FADP when processing personal data. The FADP is the main data protection legislation in Switzerland. It aims to protect the privacy of individuals by regulating the way in which personal data is processed by private entities and federal authorities.

## If your company operates within the EU or offers services to EU residents:

- **RGPD:** The RGPD applies to all companies that process personal data of EU residents, regardless of where the company is based. This includes Swiss companies that offer goods or services to people in the EU or monitor their behavior (e.g. online tracking of their activities within the EU).

### Key points for determining compliance:

**1. Location of your company:** If your company is based in Switzerland and does not process data from EU residents, you will mainly need to comply with the FADP.
**2. Target audience:** If your company targets or provides services to EU residents, you must comply with the GDPR, in addition to the FADP.
**3. Personal data processing:** Assess the nature of the data processing carried out by your company. If the processing includes data from EU residents, the GDPR applies.
**4. Presence in the EU:** Having a physical presence or legal representatives in the EU to process personal data also implies compliance with the GDPR.

Compliance with the FADP and the GDPR are not contradictory. In many cases, Swiss companies interacting with EU residents need to ensure that they comply with both the FADP and the GDPR. A clear understanding of your business model and data processing operations is essential to determine specific regulatory obligations.

## Differences between FADP and GDPR:

Although their objectives are similar, there are several key differences between the two regulations:

**1. Consent:**
    - **GDPR**: requires explicit and clear consent from individuals for the processing of their personal data for one or more specific purposes.
    - **FADP:** consent is only required when it serves to justify data processing that infringes on personality. For example, if sensitive data is communicated to third parties, or if the data is reused in campaigns. Consent should not be confused with the duty to inform, which applies prior to consent. The duty to inform applies even when personal data is not collected directly from the data subject, but via third parties (art. 19, para. 1, FADP).
    
**2. Individual rights:**
    - **GDPR**: offers extensive rights to individuals, including the right to be forgotten, the right to data portability, and the right of access and rectification.
    - **FADP:** provides similar rights, but there may be nuances in how these rights can be exercised. For example, the data controller may now refuse, restrict or defer the communication of information when the request for access is manifestly unfounded or procedural. (art. 26, para. 1, let. c, FADP).
    
**3. Data breaches:**
    - **GDPR**: companies must notify data breaches to the supervisory authorities within 72 hours of their discovery, and, in some cases, to the individuals affected.
    - **FADP**: notification of data breaches is also required, as soon as possible, without any particular specification.
    
**4. Sanctions:**
    - **GDPR**: penalties for non-compliance can reach up to 4% of the company's worldwide annual sales or €20 million, whichever is higher.
    - **FADP**: sanctions under the FADP are generally less severe than under the GDPR, although they can include fines and penalties for data controllers.
    
**5. Data Protection Officer (DPO):**
    - **GDPR:** organizations may need to appoint a DPO to oversee compliance with the GDPR.
    - **FADP**: the need for a DPO is not mandatory, but strongly recommended for large companies.
    
**6. International data transfer:**
    - **GDPR:** the transfer of data outside the EU is strictly regulated and may only take place to countries recognized as offering an adequate level of protection, or through specific data protection mechanisms.
    - **FADP**: requirements for international data transfers may be less stringent, but transfers must always guarantee an adequate level of protection. It is important to consult the list of states and international organizations offering an adequate level of protection, defined by the Federal Council.

In reality, for many small and medium-sized businesses, appointing an in-house Data Protection Officer is not always a wise decision. Indeed, depending on the density of processing, the actions to be undertaken are limited and do not justify a dedicated position over the long term.

Companies can, however, benefit from the support of consultants specialized in compliance with legal requirements. Calling on external experts to take on the role of DPO offers access to precise expertise when specific needs arise.


Click [here](https://wedo.com/security) to find out more about WEDO's commitment to safety. 

Determining compliance with the Swiss Federal Act on Data Protection (FADP) or the European Union's General Data Protection Regulation (GDPR) depends on several factors related to your company's business. Here are some guidelines to help you determine which regulations your company must comply with.

Green illustration under the heading “SECURITY” featuring two people pondering a large question mark between two labeled plaques: one bearing the Swiss flag on the left and one with the EU flag on the right

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FADP or GDPR, which law applies to your company? 

Human resources (HR) departments are at the heart of talent management and employee well-being in companies. Their role ranges from day-to-day administrative management to strategic decisions to improve corporate culture and employee engagement. However, these responsibilities bring a considerable administrative burden, particularly in managing the time spent preparing and monitoring HR processes and meetings.

Automating HR procedures is emerging as a key solution for saving time, reducing errors, and improving the employee experience. In this article, we take a look at the recruitment process.

## Standardizing the recruitment process

Recruitment is often a long and costly process. Automating procedures will simplify the process for any new business.

### Checklists for your recurring procedures

By creating a checklist model for employee recruitment, you standardize the steps to be taken. 

With WEDO, each task in the template has :

- a detailed description
- attachments (application file, regulations, assessment, specifications, etc.)
- a completion date and deadline
- a member of staff responsible
- an observer, if required

Once created, these templates are available in the WEDO platform and can be updated as often as necessary as the internal process evolves. The various tasks in the template are automatically delegated to the people in charge and will be added to their list of tasks.

In the case of recruitment, good practice would advocate the creation of checklist templates for each of the following stages:

#### Talent search process
From describing the job to putting your adverts online, your checklist will enable you to list all the usual steps involved in targeting the right profiles. 

#### Recruitment process
As soon as an application enters the recruitment process, a checklist can be launched on behalf of the candidate to ensure that each application is treated in the same way:

![recruitment process with wedo](https://wedo-assets.sos-ch-gva-2.exo.io/Recruiting_process_EN_1_47784f7f75.png)

#### Onboarding procedure
You've found your rare pearl. Mission accomplished? Not entirely. You now need to prepare for the arrival of your new employee. Contracts, integrating the profile into the system, setting up their computer, creating entry badges, creating an email address, informing employees: you've got a long list of tasks ahead of you. What's more, this list of tasks will concern not only the HR department, but also the head of the person's department, or the IT department, for example. That's why it's so important to be able to delegate tasks between departments and to be able to monitor them as an observer.

![onboarding process with WEDO](https://wedo-assets.sos-ch-gva-2.exo.io/Onboarding_EN_1_0563642850.png)

#### Handover of tasks to the new employee:
Now that the HR staff's job is done, the checklists will be invaluable to the new recruit's manager. Welcoming a new employee and handing over tasks and projects are laborious and time-consuming stages. WEDO improves familiarization by providing checklist templates. These will provide crucial information on the steps to follow, contacts and documents needed to carry out their new projects.

In addition to recruitment and onboarding, WEDO customers use the Checklists module to automate procedures such as employee departure, contract amendment, maternity/paternity leave, event preparation and training strategy.

### Preparing and transcribing job interviews

As part of your recruitment process, you can transcribe all your interviews in WEDO's meeting module. By creating a customized agenda, all you have to do is transcribe the discussions into the planned themes.

## An array of essential HR management functions

In addition to its checklists and task management, the WEDO collaborative platform offers a host of features to support human resources in their activities.

### Manage your bilateral meetings

Bilateral meetings are privileged occasions for establishing a confidential and open communication space, encouraging in-depth discussion of individual and collective objectives. They provide a framework for recognizing each person's achievements and contributions, reinforcing the sense of achievement and belonging to the team.

![bilateral meetings with WEDO](https://wedo-assets.sos-ch-gva-2.exo.io/HR_EN_1_c973c7a2da.png)

The WEDO platform enables you to automate your recurring meetings of all types, particularly bilateral meetings. The agenda is set by the supervisor, but preparation is collaborative. This allows employees to fill in the various points and questions to be addressed beforehand, or to complete an assessment, for example.

Generally speaking, the items on the agenda of a bilateral meeting are recurrent. With WEDO, you can set up the themes so that they recur from one meeting to the next, to ensure that the discussions are followed up and the objectives evolve.

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

![Sylviane Juilland HR manager testimonal](https://wedo-assets.sos-ch-gva-2.exo.io/EN_Sylviane_Juillandfinal_1_b0a38e1a92.png)

In a previous article, we gave you a few ideas on what to discuss at a bilateral meeting, to make it as engaging as it is constructive. 

[Read article](https://wedo.com/blog/topics-for-bilateral-meetings)

### Governance :

In addition to checklists, task management and the meeting module, WEDO offers a governance add-on. It represents your organization chart in the form of circles and roles. Thanks to this unique and innovative visual structure, drawn from the principles of holacracy, WEDO users can now benefit from an agile and transparent method for structuring their teams, defining roles and responsibilities, and improving internal communication.

[Learn more](https://www.youtube.com/watch?v=vSchpiRKs0M)

### Home working supervision :

As a collaborative platform, WEDO lets you monitor the progress of tasks and projects in real time. It provides secure access to minutes and files at all times, for seamless remote collaboration.

Interested in WEDO? Schedule a 30-minute meeting to discover all the WEDO features that will make your HR processes easier.

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


Automating HR procedures is emerging as a key solution for saving time, reducing errors, and improving the employee experience. In this article, we take a look at the recruitment process.

This image asks how to save time in your HR processes, illustrated with a fast-moving stopwatch on a yellow background

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How can you save time in your HR procedures?

![software data security](https://wedo-assets.sos-ch-gva-2.exo.io/Protection_des_donnees_1_909041edbc.png)

Data protection has become a major concern for organizations of all sizes, whether public or private. Faced with a steady increase in cyber-attacks and the risk of data leakage, it is imperative to adopt robust IT security strategies. The hosting of computer data and the software used in day-to-day business activities play a major role in the risks incurred. Careful selection can significantly reduce vulnerabilities and offer solid protection against these increasingly sophisticated threats.

## Hosting your data

The choice of a data hosting provider should not be based solely on performance, availability and scalability. Security and compliance aspects must be considered as a sine qua non, as well as aspects related to the hosting country.

1. **Security and compliance**: the hosting provider must offer robust security measures to protect your data against intrusion, loss and leakage. Look for recognized security certifications, and make sure the hosting provider meets the compliance standards specific to your industry.
    
    The *ISO/IEC 27001:2013* standard establishes a set of criteria designed to help entities secure their assets, including people, infrastructure and reputational information. The standard is applicable to any organization, regardless of its size, field of activity or sector, and represents the most universally recognized method for managing information security.
    
2. **Hosting location:** the country of the hosting provider is crucial for several reasons:

    - **GDPR and FADP legal compliance:** data protection laws vary from country to country. Hosting your data in a country with strict data protection standards can help ensure compliance with applicable regulations, such as **GDPR** in Europe or **FADP** in Switzerland.
    - **Data sovereignty:** some countries impose restrictions on the transfer of data beyond their borders, which may affect your ability to access or transfer your own data. This ensures that European countries are not dependent on non-European suppliers, who may be subject to conflicting foreign legislation (such as the US Cloud Act), which could compromise the security and confidentiality of European data.

In particular, you are advised to be vigilant with regard to countries that do not have strong data protection laws or are known for their extensive government surveillance:

- **Without strong data protection legislation**: countries without strict data protection laws or a clear regulatory framework may expose your data to confidentiality and security risks.
- **With extensive government surveillance:** some countries are known for their intrusive state surveillance, which could compromise the confidentiality and integrity of your data.

![ESigA and eIDAS e signature](https://wedo-assets.sos-ch-gva-2.exo.io/EN_a199c8efc7.png)

### Hosting in the USA for a Swiss or European company: good or bad idea?

Hosting data in the USA presents specific challenges for Swiss and European companies, mainly due to the differences in data protection regulations between Europe (including Switzerland) and the USA.

**1. Different regulatory framework:** the US does not offer the same level of personal data protection as the GDPR in Europe or Swiss data protection laws. This can create complications for Swiss or European companies in terms of legal compliance.
**2. Surveillance laws:** the United States has laws that allow governments to access data stored on its territory as part of investigations. This includes laws such as the Patriot Act and the Cloud Act, which can compel cloud service providers to disclose data, including that belonging to foreign entities, to US government agencies.
**3. International data transfers:** for European and Swiss companies, transferring personal data to the USA requires ensuring that this data will benefit from an adequate level of protection. This may involve setting up standard contractual clauses, binding corporate rules or other legal mechanisms to ensure compliance with the GDPR.

## What role does the softwares you use play?

**Your server hosting may have been carefully selected, but what about the data available in the many software applications used by your staff?**

Today, the use of software is virtually indispensable to business development. Payroll management software, CRM for customer follow-up, marketing platforms for campaign management, task managers, instant messaging software, and so on. All these tools enable optimal management of business activities, as well as smooth and efficient collaboration. However, each of them stores personal and potentially sensitive information about the company's customers, users and collaborators, representing a security risk.

**This means that the softwares they use must be chosen with the utmost care to guarantee compliance.**

This means asking precise questions about how the software collects, processes and stores personal data. It's also important to check whether the supplier offers features that make it easy to manage users' rights, such as the right to be forgotten, data access and data portability.

### How to choose secure, GDPR- and FADP-compliant software.

**1. Give preference to transparent and cooperative suppliers**

Choose suppliers who are transparent about their data protection practices and willing to cooperate to ensure compliance. This can include providing detailed documentation on data security and compliance measures, as well as support in the event of an audit or inspection by data protection authorities.

**2. Ensuring data security**

Compliance doesn't stop at privacy; it also encompasses data security. Make sure that the software you choose offers solid security guarantees, such as encryption of data in transit, regular backups on a second server, and protection against unauthorized access. These days, for example, it's unimaginable to connect to a cloud service that doesn't use HTTPS (hypertext Transfer Protocol Secure) or offer 2FA (two-factor authentication).

**3. Choose software that hosts its data in Europe**

For the same reasons that you should choose to locate your servers in Switzerland or Europe, it's a good idea to choose software that follows this strategy. By hosting their data in the EU, companies can ensure that they comply with EU directives, thereby avoiding potential sanctions which can be particularly severe. They also avoid conflicts of data sovereignty and boost user confidence.

### The little extra: support for the Swiss and European technology sector

Choosing Europe as the location for data hosting offers significant economic advantages. Firstly, it stimulates the local economy by promoting the development of digital infrastructures and data centers, and creating jobs in the technology sector. Secondly, it encourages innovation by providing startups and enterprises with secure, regulated access to crucial data, facilitating the development of new technologies and services. In addition, the existence of a clear regulatory framework and the geographical proximity of data centers can improve the performance and responsiveness of online services.

**Now that you know everything, why not do a little audit of the software used by your company?**

- Are they hosted in Switzerland? In Europe? In the USA?
- Are their data centers ISO 27001 certified?
- Do they have independent audit certificates (e.g. SOC 2 Type II)?
- Do they use HTTPS protocol for Cloud software?

![SOC2 certification](https://wedo-assets.sos-ch-gva-2.exo.io/Soc2_Type_II_1_ec31b36a93.png)

Click [here](https://wedo.com/security) to find out more about WEDO's commitment to safety. 



The hosting of computer data and the software used in day-to-day business activities play a major role in the risks incurred. Careful selection can significantly reduce vulnerabilities and offer solid protection against these increasingly sophisticated threats.

Green-themed illustration featuring an open laptop displaying a large locked shield at its center, two suited figures standing on either side of the shield, and floating icons of a padlock, key, cloud, binary code and a user profile under the label “SECURITY”

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Data security and protection: how to keep control of your company's data?

Trello

Asana

Decisions

Monday.com

eSéances

MS Teams

MS Planner

OneNote

Every day, we juggle a series of tasks, from answering emails and attending meetings all the way to cooking dinner or finally folding that pile of laundry staring us down for days. Task management is everywhere around us, whether we realize it or not. 

But here's the catch: managing tasks is more than checking boxes. It's making sure the right boxes are checked at the right time, by the right people.

For individuals, good task management can mean less stress and more time to spend on what matters most to them. For teams and organizations, it's the difference between controlled chaos and seamless collaboration. When done well, task management becomes a superpower, moving businesses toward growth and ensuring projects are delivered on time (and with fewer sleepless nights).

In this guide, we're going to explore strategies, tools, and best practices that turn task management into a fine-tuned system. Whether you're wrangling your own to-do list or leading a team toward big goals, this can be your roadmap to staying on top of your game. 

Let's get started!


The Ultimate Guide to Task Management: Strategies, Tools, and Best Practices

Most teams aren’t missing deadlines because they’re not working hard. In fact, it’s usually the opposite, everyone’s busy, tasks are moving, and there’s a lot of activity. But somehow, the project still falls behind.

Often, it’s not a work ethic problem. It’s a visibility problem.

When you don’t have a clear system for tracking what’s being worked on, who’s responsible, and how things are progressing, even the most important tasks can slip through the cracks. That’s where solid project tracking comes in. It’s what connects your team’s effort to actual outcomes and keeps deadlines from becoming a moving target.

In this article, we’ll break down what effective project tracking really looks like, why so many teams get it wrong, and how [WEDO](https://wedo.com/features) helps you stay ahead of deadlines without losing control of your workflow.

## What Is Project Tracking, Really?

Project tracking means knowing what’s happening with your work: what’s done, what’s in motion, and what’s at risk of falling behind. It gives you a structured way to follow progress, spot issues early, and keep everything moving in the right direction.

At its core, project tracking helps you connect the dots across tasks, people, and timelines. It lets you see:

- Which tasks are completed
- What’s still in progress
- Who’s responsible for what
- Whether your team is on pace to meet upcoming deadlines

A long task list might look impressive, but without tracking, it’s just a collection of items with no clear path forward. You need to see more than just what needs to be done. You need to know how that work is unfolding across your team.

Project tracking gives structure to your task management process. It prevents important tasks from getting buried, ensures team members are aligned, and makes it easier to complete actual tasks rather than just check boxes.

Done well, project tracking creates transparency. Everyone knows what they’re working on, what’s coming next, and how it contributes to a shared outcome.

## Why Deadlines Get Missed (Even When Everyone’s Busy)

You’ve probably seen it before. A project kicks off with energy, tasks start moving, and updates are flying. But as the days go by, things start to slip. A few tasks go quiet. A handoff gets delayed. And then, out of nowhere, the deadline passes, and the project isn’t done.

This doesn’t usually happen because people aren’t working. It happens because no one has a clear view of what’s happening when.

Here are a few common reasons deadlines get missed:

![Infographic titled “Why Projects Miss Deadlines – Even When Everyone’s Working”. On the left: four reasons for delays (no clear task ownership, constant priority changes, scattered task lists, no real-time visibility). On the right: suggested solutions.](https://wedo-assets.sos-ch-gva-2.exo.io/why_projects_miss_deadlines_en_d8ced546ac.png)

### 1. Task ownership is unclear

One of the fastest ways for work to stall is when it’s not clear who owns what. If a task is assigned to a group or left unassigned, no one feels fully responsible for it. It sits in the system, waiting.

Clear ownership is the foundation of successful task completion. Every task should have a specific team member accountable for moving it forward, not “the team” not “someone,” but a name. This avoids confusion, reduces follow-ups, and helps everyone stay focused.

### 2. Priorities keep shifting

Projects evolve, and that’s normal. But when priorities are constantly changing and there’s no way to clearly prioritize tasks, teams end up reacting instead of planning. Something important gets pushed aside for something louder, not necessarily more urgent.

Without a shared understanding of what matters most, even important tasks can get overlooked. That’s why [consistent prioritization](https://wedo.com/blog/guide-to-managing-and-prioritizing-your-daily-tasks), ideally visible to everyone, helps keep focus where it belongs.

### 3. The task list is scattered

When tasks are split across email threads, sticky notes, documents, and separate apps, it’s nearly impossible to track what’s really happening. Things fall through the cracks because no one can see the full picture.

Centralizing your task list in one place is critical for effective project tracking. It makes it easier to review progress, reassign work, and prevent overlap, especially when multiple people are involved.

### 4. Progress is hard to track

You might have [tasks with deadlines](https://wedo.com/blog/how-to-stay-on-top-of-task-deadlines-and-due-dates), but unless you’re tracking progress in real time, it’s hard to know if you’re actually on schedule. And by the time someone notices a task is behind, the deadline’s already blown.

That’s where active [task management](https://wedo.com/blog/how-to-choose-the-right-task-management-tool-for-your-team) comes in, not just assigning work, but keeping a live view of how things are progressing. You don’t need hourly updates, but you do need enough visibility to step in before things get off track.

## How to Build a Project Tracking System That Works — with Help from WEDO

Project tracking works best when it’s part of how your team already operates, not something you try to bolt on after the fact. When your tools support the way your team thinks, plans, and communicates, staying on top of projects becomes a whole lot easier.

Here’s a step-by-step approach to building that kind of system, with a look at how [WEDO](https://wedo.com/features) helps you make it happen.

### Step 1: Centralize your task list

If your team is juggling notes in one tool, tasks in another, and updates in a third, something’s going to fall through the cracks. A shared, structured task list keeps everyone looking in the same direction.

**How WEDO helps:**

![View of a WEDO meeting topic showing a description, task list, and suggestions to improve a Google Ads campaign, with icons for time management and checklists](https://wedo-assets.sos-ch-gva-2.exo.io/screen_meeting_topic_en_9f74d74519.png)

WEDO brings your entire task list into one place, organized by workspace, project, or meeting. You can create tasks during planning sessions or live meetings and attach them directly to the conversation they came from. No scattered action items. No digging through emails. Just one source of truth your whole team can work from.

### Step 2: Assign every task to a specific team member

When a task doesn’t have a name next to it, it usually doesn’t move. Clear ownership prevents the “I thought someone else was on it” problem.

**How WEDO helps:**

Every task in WEDO has a clearly assigned team member, visible to everyone. You can set due dates, add instructions and attachments, and loop others into the task when needed. As updates are made, assignees get notified in real time, so there is no need to check in manually or guess where things stand.

### Step 3: Prioritize with intention

Without prioritization, everything starts to feel urgent and your team ends up reacting instead of focusing. A strong tracking system keeps the real priorities front and center.

**How WEDO helps:**

WEDO lets you prioritize tasks using customizable tags or sort tasks into the Eisenhower Matrix to separate important tasks from the noise. You can filter your view to focus only on top-priority items so your team isn’t wasting time on low-impact work.

### Step 4: Track progress before it becomes a problem

A task that’s late isn’t the problem; it’s the symptom. The earlier you catch slowdowns, the easier it is to fix them.

**How WEDO helps:**

With WEDO, you can see progress in real time. Overdue tasks automatically rise to the top of your workspace’s open task list, so nothing urgent gets buried. You can also view tasks by deadline and keep track of what’s moving, stalled, or done, all without waiting for a meeting or manual report. That makes it easier to catch bottlenecks before they become missed deadlines.

### Step 5: Use visual timelines to stay ahead of schedule shifts

Sometimes even with strong task tracking, timelines shift, a blocker delays one task, and suddenly everything downstream is affected. That’s where a visual planning tool like a Gantt chart can make a difference.

**How WEDO helps:**

![Screenshot of WEDO’s Gantt view showing a task hierarchy with durations and coloured bars tracking progress across quarters](https://wedo-assets.sos-ch-gva-2.exo.io/screen_task_and_checklists_gantt_view_en_8061ab942b.png)

WEDO includes a built-in Gantt chart that gives you a real-time visual of your entire project timeline. You can [map task dependencies](https://wedo.com/features/tasks), track progress, and spot delays before they affect delivery.

You also get control over how date changes ripple through your plan, thanks to [three smart buffer options](https://wedo.com/features/project-management):

- **Maintain Buffer:** Keeps the gap between dependent tasks consistent
- **Consume Buffer:** Uses the built-in gap only when needed to absorb delays
- **Disable Automatic Shifting:** Lets you adjust one task without moving others

It’s a fast, flexible way to keep projects on track and your deadlines intact, even when plans evolve.

### Step 6: Keep updates where the work happens

If your team has to hunt down context in a Slack thread or email chain, momentum slows. Communication should be part of the work, not something that happens on the side.

**How WEDO helps:**

In WEDO, every task includes space for comments, notes, and file attachments. That means the full history of a task, from the original ask to the final outcome, stays in one place. It’s easier to ask follow-up questions, give feedback, or hand off work when everything is already there.

### Step 7: Make project tracking part of your weekly rhythm

It’s not enough to set things up once and hope for the best. Project tracking only works when it becomes a habit, something your team checks, updates, and trusts.

**How WEDO helps:**

WEDO makes that habit easier to stick to. You can review tasks from your own dashboard, filter by what’s due soon, or scan your workspace to see how things are moving. During weekly meetings, you can review projects live, update statuses as you talk, and create new tasks without switching tools.

When each of these steps becomes part of your everyday workflow and your tools are designed to support them, project tracking stops being an extra task and becomes the engine that drives your team forward.

## Conclusion

The most successful teams aren’t just organized; they’re aligned. They know what needs to be done, who’s doing it, and what’s getting in the way.

That level of clarity comes from having a system that supports real project tracking, making it easier to manage tasks, prioritize work, and adapt when things change.

[WEDO](https://wedo.com/features) gives your team that system. It connects the dots between planning and progress so you can deliver on time without the usual chaos.

Ready to stay on top of every task, project, and deadline? Start your [WEDO free trial today](https://wedo.com/signup).

Discover how to improve project tracking, manage tasks effectively, and meet deadlines with ease using WEDO’s collaborative work platform.

Purple background visual with white text: “How to Master Project Tracking Without Losing Sight of Deadlines”, featuring a gear icon with a clock and a timeline with progress indicators

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Master Project Tracking Without Missing Deadlines

Most people don’t hate team meetings. What they hate is showing up for something that doesn’t seem to go anywhere.

We’ve all been there: a weekly check-in that turns into a rambling debate, a project sync that rehashes the same status updates, or a staff meeting where nothing gets decided and no one knows what happens next. And when that becomes the norm, meetings stop feeling productive and start feeling like, well, a waste of time.

But it doesn’t have to be that way. A well-run team meeting can help everyone share updates, unblock decisions, clarify priorities, and come away with clear action items. It can be a space for sharing ideas, not just ticking boxes. The difference comes down to a few simple things: preparation, structure, participation, and follow-through.

In this guide, we’ll break down what makes an effective team meeting, how to create a focused team meeting agenda, and what to do before, during, and after the meeting to make sure it actually leads to progress. Whether you’re managing a small team or running a cross-functional sync, these team meeting best practices will help you cut the clutter and get more out of every minute.

![Infographic about team meetings showing what works — clear purpose, structured agenda, on-time start and end, balanced participation, action items — and what wastes time — vague agenda, late starts, no decisions, lost follow-ups](https://wedo-assets.sos-ch-gva-2.exo.io/team_meetings_what_works_what_doesnt_en_19bb37c330.png)

## What Makes a Team Meeting Worth It

Meetings should move work forward. That’s the simplest test.

A team meeting that helps people align, make decisions, and leave with clear next steps? Worth it. A meeting that eats up 45 minutes with scattered thoughts, untracked action items, and no real outcome? That’s where teams start checking out and questioning why they showed up at all.

An effective team meeting creates clarity. It gives team members a shared understanding of what’s happening, what needs to happen next, and who’s doing what. Even if not every problem gets solved in the moment, the meeting should lead to momentum: blockers surfaced, priorities adjusted, timelines refined.

But that only happens when meetings have a purpose beyond “just checking in.”

If your [team meetings](https://wedo.com/features/meetings) are mostly used for status updates, consider whether that information could be shared another way, like a shared doc, a Slack channel, or an async video update. Meetings are expensive. They’re a big chunk of time with smart people in one room (or Zoom), and that time should be reserved for work that actually benefits from live discussion: problem-solving, sharing ideas, making decisions, and asking questions that need a real-time back-and-forth.

Before scheduling or joining the next staff meeting, ask:

- What outcome are we aiming for?
- Do we need to meet live to get there?
- Who really needs to be in the room?

A successful team meeting isn’t measured by how long it lasted, it’s measured by whether anything changed after it ended.

## Plan Ahead with a Purposeful Team Meeting Agenda

If your meeting doesn’t have a solid plan before it starts, don’t be surprised when it goes off the rails. A clear meeting agenda helps teams show up prepared, stay aligned, and actually get something done.

The agenda sets expectations. It tells meeting participants why they’re there, what will be covered, and how they’re expected to contribute. That alone can shift the dynamic from passive attendance to active participation.

But not all agendas are created equal. A long list of vague talking points is no better than no agenda at all. Instead, aim for three things: relevance, clarity, and purpose. Every agenda item should earn its place.

Some best practices:

- Phrase agenda items as questions or outcomes (“Decide on Q3 hiring plan” instead of “Hiring”)
- List items in order of urgency or strategic value
- [Allocate time blocks](https://wedo.com/blog/how-time-blocking-helps-you-manage-your-daily-workload) if needed, and stick to them
- Note who owns each topic so there’s no confusion about who’s leading what

Even five minutes of prep can change the entire tone of a team meeting. Share the agenda in advance, not five minutes before go-time. That gives team members space to reflect, gather input, or prep updates without being put on the spot.

And if something doesn’t belong on the agenda? Cut it. One of the simplest ways to avoid wasting time in meetings is to avoid cramming them with items that could be handled elsewhere, via email, a comment thread, or an async check-in.

## Start and End Meetings on Time

It sounds simple, but consistently starting and ending your team meetings on time can completely shift how your team sees the value of meeting together.

People are more likely to [show up prepared and stay engaged](https://wedo.com/blog/meeting-engagement-strategies-keep-everyone-focused-and-involved) when they know the meeting won’t drag or start 20 minutes late. Start by opening on time or with a short grace period, no matter who’s missing. Waiting too long for late arrivals sends the message that showing up on time doesn’t matter. Instead, reward punctuality by starting promptly, even if it's just with a recap or quick check-in.

Then keep an eye on pacing. If you’ve set time blocks for agenda items, respect them. A quick heads-up like, “We’ve got five minutes left on this topic,” helps the group stay focused without cutting off discussion entirely. If the conversation still needs more time, table it for follow-up or move it to an async thread.

And yes, end on time, even if you haven’t covered everything. It encourages better prioritization next time and gives your team members a reliable boundary around their schedule. No one wants to walk into a “30-minute check-in” that always turns into an hour-long download.

Ending strong also means wrapping with clarity: restate any action items, confirm due dates, and make sure it’s clear who’s doing what. A minute or two for this recap helps prevent the classic “so what did we actually decide?” moment once people leave the call.

The more consistent you are about running meetings on time, the easier it becomes for your team to show up ready, speak up with purpose, and get back to work without feeling like their time was hijacked.

## Make Participation Easy and Purposeful

When meetings are dominated by just a few voices, it’s easy for other team members to check out, even when they have something valuable to contribute. Participation shouldn’t feel like a performance or a disruption. It should feel like a natural part of the process.

That doesn’t mean everyone needs to speak the same amount, but there should be intentional space for people to jump in, ask questions, or clarify something before it turns into confusion later. Sometimes that means calling on someone directly. Other times, it means building in pauses between agenda items so people don’t have to fight for airtime.

A few small tweaks can make a big difference: rotating who leads certain topics, using the chat for quick check-ins during hybrid calls, or doing a round of brief updates where each person has the floor for one minute or less. These touches help the team stay engaged and give quieter voices a chance to weigh in without adding pressure.

You can also create structure without being rigid. Assign someone to take meeting notes and track action items. Ask one person to keep an eye on time. Give someone else the job of flagging when a conversation is going off course. The goal isn’t more roles, it’s shared ownership.

Meetings feel more useful when people know their input matters, not just to check a box but to move things forward. And the more engaged people feel, the less likely they are to see the next team meeting as another block of time they’ll never get back.

## Don’t Just Talk, Track Action Items

Good conversation is great, but it doesn’t mean much if nothing happens afterward. One of the easiest ways to spot a failing meeting habit is when the same topics come up week after week, because no one actually did the thing they agreed to.

Every discussion should either lead to a decision, an open question to revisit, or a clear next step. If there’s no follow-up, the meeting becomes just another conversation that fades once the call ends.

The most effective teams don’t just talk through problems, they assign ownership. As topics wrap, make sure someone is writing down what needs to happen, who’s responsible, and when it’s due. Even better, say it out loud before moving on: “Sounds like Maria will draft the client summary by Friday. That right?”

Capturing this in your meeting notes isn’t micromanaging—it’s clarity. People walk away knowing what they’re supposed to do, without needing to scroll back through a chat thread or guess what was implied. It also makes follow-ups easier. If someone misses a due date, the team can check the notes and get back on track, fast.

It helps to link each action item back to the agenda item it came from. That way, context isn’t lost, and people understand not just *what* they need to do, but *why* it matters.

## Use the Right Tools to Keep Meetings Productive

![Infographic titled "5 Simple Ways to Improve Your Team Meetings" showing five key practices: share the agenda in advance, encourage balanced participation, prioritize high-impact topics, start and end on time, and track action items in one place](https://wedo-assets.sos-ch-gva-2.exo.io/5_simple_ways_to_improve_your_team_meetings_en_22aae7af6b.png)

The tools you use can either streamline your meetings or add more noise. Switching between docs, emails, calendar invites, and chat threads might seem manageable in the moment, but it’s often where details fall through the cracks.

That’s why using one platform to manage the full meeting cycle, agenda, notes, action items, and follow-up, can save serious time and frustration.

Tools like [WEDO](https://wedo.com/features) are built for exactly this. [WEDO](https://wedo.com/features) gives your team a single space to plan, run, and follow up on team meetings, without the back-and-forth or the scattered tools. You can build your meeting agenda directly in the platform, assign roles before the meeting starts, and take structured meeting notes as the conversation happens.

No more switching between a notes app, a calendar, and a project tracker. No more guessing who was supposed to do what.

With [WEDO](https://wedo.com/features), you can:

- Create reusable agenda templates to streamline recurring meetings
- Take notes in real time, linked directly to each agenda item
- Assign action items with clear owners and due dates, on the spot
- Share meeting summaries automatically with team members
- Look back at past team meetings to see what was discussed and what got done

If your meetings often feel productive in the moment but don’t lead to clear results, it’s time to tighten the loop. Try [WEDO for free at your](https://wedo.com/signup) next team meeting and see how easy it can be to stay focused, stay aligned, and turn discussion into real progress.

Learn how to run focused team meetings that lead to action, not burnout. Get practical tips, agenda strategies, and tools that help meetings deliver.

Pink visual with the title “How to Run Better Team Meetings” in French and an illustration of three people under three stars

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How to Run Better Team Meetings (and Avoid Wasting Time)

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”

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