In this article published in the April 2023 issue of PME Magazine | Focus IT & Digital, we discuss the place of people in an environment that is becoming increasingly digital.

(Article only available in French)

![article dans le PME MAGAZINE | Digitaliser au profit de l’humain](https://wedo-assets.sos-ch-gva-2.exo.io/2903_PME_IT_1_19_1_91e9506501.png)

Digitizing, yes, but with the aim of raising the human element. David Dutch and Antoine Sudan, creators of the WEDO software, have always wanted to put the human element at the heart of the digitalization process of a company.

Team of four professionals seated around a conference table in a high-rise office, smiling and interacting, overlaid with the “PME” logo and the WEDO logo

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PME MAGAZINE | Digitalising for the benefit of people

It's time to get out the brooms and rags to do spring cleaning in your task lists and work environment! Take the opportunity to throw out anything that is no longer needed, update what needs to be updated and focus on the most critical tasks.

Sorting and cleaning your to-do lists will have a beneficial effect on your productivity. All you have to do is block off an hour in your calendar, pour yourself a cup of coffee, start your favorite playlist, and get to work!

## Here are some steps to get your projects in order:

1. Make a list of all your current tasks - this will allow you to see the scope of your current and upcoming projects so you can anticipate a possible lack of resources and prevent potential delays. For more clarity in tracking your projects, it is recommended to use a task manager that will allow you to centralize your tasks and those of your colleagues.
2. Prioritize your tasks - this will help you focus on the most critical tasks with the shortest due dates and the most severe consequences for poor execution.
3. Evaluate your tasks - ask yourself if all tasks are necessary, still relevant, or could be updated or deleted.
4. Eliminate redundant or unnecessary tasks - free up time and resources to focus on more important tasks.
5. Update your tasks - if they need updating, change them to keep them relevant.
6. Delegate - if a task doesn't seem relevant to your skills or job description, discuss with your colleagues and supervisors whether you should delegate it to a colleague.

Beyond your task lists, you can extend your spring cleaning to your work environment. Get rid of unnecessary things and rethink your organization to make a fresh start.

1. Spend a few minutes on your personal storage space, such as a locker or drawer. File or scan documents that must be filed to eliminate unnecessary or non-functional items.
2. Your mind will be lightened with an orderly workstation. To do this, sort out your desk. Put away your documents, throw away pens that haven't had ink in months, and collect all your *Post-its* and notes encroaching on your space. A digitalized task and note manager is highly recommended to avoid forgetting information written on loose sheets.
3. Sort out your computer desktop. Computer screens are often overwhelmed with files left there "momentarily" Here is an opportunity to sort or delete them to rediscover your desktop.

Spring cleaning is a rite of passage that guarantees guaranteed satisfaction and well-being, even if sometimes perceived as a chore.

If you want to digitalize, centralize and manage tasks collaboratively within your company, request a free demo of the WEDO collaborative platform.

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

It's time to get out the brooms and rags to do spring cleaning in your task lists and work environment! Discover our tips.

This image introduces the idea of spring cleaning your task management, with a broom icon on a red background

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Task Management: The Big Spring Clean!

## What is agility?

According to Jérôme Barrand, head of the Institute of Organisational Agility in Grenoble, agility is the capacity of a company to be reactive, flexible and innovative. It must also be able to anticipate future changes in order to adapt to them. It cannot wait for the environment in which it operates to force it to do so.

To be able to face these challenges, human-sized work teams must be learning, connected and autonomous. The aim is for everyone to find their place in the team and thus have a global vision of the company's organisational systems. Also, the agile culture advocates a light but sufficient hierarchical framework. The human element as well as communication are central to the organisation[^1] [^2]

## SCRUM method

Different methods exist to help companies in their quest for agility. SCRUM, which originated in the IT world, but which is becoming more and more popular, is one of them and is very widespread. This iterative and adaptive method always seeks a collective optimum[^3]

The first form of SCRUM appeared in an article by Takeuchi and Nonaka in 1986. They compare the so-called traditional approach to "a relay race" and the so-called holistic approach to "a rugby scrum" (SCRUM). "The relay race is a development process where teams of specialists pass the baton to each other once they have completed their task.  In contrast, in the "rugby" approach, where specialists try to complete the task by passing the ball from back to front (as in a rugby team), the development process is totally different. [^4]

Indeed, the SCRUM method, officially developed by Ken Schwaber and Jeff Sutherland a few years after this first article, is based on short cycles called "sprints". These usually last between one and four weeks. Each sprint begins with a planning meeting where the team defines the goals to be achieved and the tasks to be accomplished. During the sprint, the team works independently to achieve the defined goals. Every day, the team meets for a short follow-up meeting called "Daily SCRUM". During this meeting, each team member presents what they have accomplished since the last meeting and what they plan to do during the day.

At the end of each sprint, the team meets for a retrospective, during which they evaluate their progress and look for ways to improve the development process for the next sprints.

The SCRUM method is particularly useful for projects that are subject to frequent changes or where it is difficult to plan all the details in advance. It allows for rapid delivery of high quality products, close collaboration between team members and better responsiveness to changes. [^5]

Unlike traditional project methods, SCRUM does not plan years in advance and present a solution only at the end of the project. The goal of SCRUM is to divide the business requirements into the smallest possible increments and thus deliver many, finished results in short intervals. In this way, it is possible to take action after each sprint should a requirement or priority change. This not only saves time and costs, but also keeps the process agile and customer-oriented.

## Why WEDO is ideal for an agile company

In accordance with the above explanations, it is understood that the agile method is in fact a culture and a state of mind that must be spread throughout the company. David Preti, in his article "Doing Agile" versus "Being Agile", also shares this vision:

>Agility is not defined by a set of practices, but rather by a state of mind that one cultivates.   [^6]

WEDO presents itself as the ideal tool to cultivate this mindset and share an agile culture within the company. Indeed, thanks to WEDO, it is possible to efficiently manage the different types of meetings of the SCRUM method, but not only. The collaborative platform also allows you to be permanently connected to information and to your team members. Whether you are working from home or from the office, communication is easy. In addition, WEDO's teams and workspaces make the company more responsive and better organised. Each team member can easily consult their tasks and have a clear overview of what they have to do. This task overview can also be displayed in Kanban view, which is particularly useful for project management.

## The limits of the agile method

But then why hasn't the agile method, which sounds so beneficial in theory, already found its way into all companies?

The fifteenth edition of the State of Agile report, produced by the company [digital.ai](https://digital.ai/), provides some answers. According to the report, the main problems identified by more than 1,380 people worldwide in the adoption and practice of agile are the following:

- Inconsistent processes and practices between teams - 46%.
- Organisational culture not aligned with agile values - 43%.
- Resistance to change from the overall organisation - 42%.
- Lack of competence/experience with agile methods - 42%.
- Insufficient leadership involvement - 41%.
- Insufficient management support and sponsorship - 40%.

The report states that the main challenges mentioned above have remained largely unchanged in recent years. [^7]

Interestingly, then, these problems are not new and unknown. Other articles on this topic also point out the same limitations.

In summary, it is essential for a company that wants to implement agility sustainably into its structure to consider the points mentioned above. The list is certainly not exhaustive, but it will help the company avoid certain mistakes on its way to agility. One thing is certain: agility is a real challenge, and as the saying goes, "it's worth the effort".


**Sources :**

[^1]: BARRAND, Jérôme, 2010. L’entreprise agile : agir pour une performance durable. Paris : Dunod. Stratégies et management. ISBN 978-2-10-054346-5. 658.515.

[^2]: BARRAND, Jérôme, 2012. Le manager agile : agir autrement pour la survie des entreprises. 2e éd. Paris : Dunod. Stratégies et management. ISBN 978-2-10-057460-5. 658.401.

[^3]: SCHMITT, Christophe, 2016. De la complexité de l’action dans les organisations. ISBN 978-2-940384-36-05.

[^4]: TAKEUCHI, Hirotaka et NONAKA, Ikujiro, 1986. Stop running the relay race and take up rugby. Harvard Business Review. 1986. pp. 11.

[^5]: SCHWABER, Ken et SUTHERLAND, Jeff, 2020. The Scrum Guide:The Definitive Guide to Scrum: The Rules of the Game. novembre 2020.

[^6]: PRETI, David, « Faire de l’Agilité » versus « être Agile » - Blogue Savoir Agile. [en ligne]. [Consulté le 6 décembre 2022]. Disponible à l’adresse : [https://savoiragile.com/2017/02/07/faire-de-lagilite-versus-etre-agile/](https://savoiragile.com/2017/02/07/faire-de-lagilite-versus-etre-agile/)

[^7]: [DIGITAL.AI](http://digital.ai/), 2021. 15th Annual State Of Agile Report. 2021.

In a world where everything is moving fast and change is permanent, a company must be agile. This article will explain how to become more agile in order to better face this growing complexity.

This image illustrates the necessity of agility in business, depicted by a Scrum symbol with a circular arrow and gear on an orange background

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When agility becomes a necessity

From new features to milestones, relive the year 2022 with us. ✨

A look back at the objectives reached in 2022

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2022 | Our Year in Review

"With WEDO, all meetings are managed efficiently and easily by our bank and our Board of Directors." 🚀

Check out the testimonial of Antonella Andenmatten, team leader at Raiffeisen Bank Mischabel-Matterhorn, who tells us how they use WEDO.🎬

Thanks to the whole team at Erlebnisbank - Raiffeisen Mischabel-Matterhorn for the kind welcome and the time spent to make this video!

Don't forget to activate the subtitles to access the English version.

🎦: www.air-production.ch

::youtube-video{#5-L-H67Kcj0}

"With WEDO, all meetings are managed efficiently and easily by our bank and our Board of Directors."

Testimonial from Antonella Andenmatten, Team Leader at Raiffeisen Mischabel-Matterhorn, stating that all meetings of their bank and board are now managed efficiently and easily with WEDO

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Check out the testimonial of Antonella Andenmatten, team leader at Raiffeisen Bank Mischabel-Matterhorn

How can you ensure optimal organization of your meetings?

Find out in the new issue of Erfolg magazine. The article explains the importance of assigning specific roles to the various participants.

Enjoy the read! (Article only in German)



::button-primary[Read the article]{link="https://wedo-assets.sos-ch-gva-2.exo.io/WEDO_ideale_Tool_5c1a6e5c9e.pdf"}

How can you ensure optimal organization of your meetings? Find out in the new issue of Erfolg magazine. The article explains the importance of assigning specific roles to the various participants. Enjoy the read! (Article only in German)

Six businesspeople gathered around a table with laptops in front of a floor-to-ceiling window overlooking a cityscape, overlaid with the “SKV” logo and the WEDO logo

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WEDO, the ideal tool for efficient meetings

"Thanks to WEDO, we optimize our time and productivity, while lightening the collaborative load of our teams. "🚀

Check out the testimonial of Laurent Murith, Director of the Bulle branch at ETF, who shares his experience with WEDO.🎬

Thanks to the great team at ETF for taking the time to help us create this video!

Don't forget to activate the subtitles to access the English version.

🎦: www.air-production.ch

::youtube-video{#-YiznZnxqcg}

"Thanks to WEDO, we optimize our time and productivity, while lightening the collaborative load of our teams. "

Testimonial from Laurent Murith, Branch Director in Bulle at ETF, stating that WEDO helps them optimize their time and productivity

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Check out the testimonial of Laurent Murith, Director of the Bulle branch at ETF

## Voting in meetings

During a meeting, the participants' opinion is frequently requested to facilitate the decision-making process. **Voting** is an excellent way to reach a clear and transparent decision.

The WEDO collaborative platform includes a new feature that allows you to collect votes within your organization efficiently. Let's find out together what is included in this update. 👇🏻

## Digital voting with WEDO

### Add a vote

🗳️ A new block has been added to the editor so you can integrate a vote into your meeting.

Insert a **Vote block** in the topic of your meeting agenda, then enter a _Title_ and a _Description_ to formulate the purpose of the vote:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2022_10_1_voting_en_40e452fa87.gif)

### Define answers

From the voting details panel, enter the possible answers. _Yes_ and _No_ are added by default. If needed, click on the field to change them manually or add other answers.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2022_10_2_voting_en_c81470adcd.gif)

### Manage abstention

If participants have the right to abstain from voting, check the **"Can abstain"** option in the voting details panel.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2022_10_3_voting_en_b741381967.gif)

### Prepare for the voting decision

While preparing a vote, you can already add a **Decision**. When the time comes, you will only have to validate the final decision, which will be added with one click to your meeting minutes. By doing so, you will save precious time during the minutes taking process.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2022_10_4_voting_en_d0a1706fb0.gif)

### Choose how to collect the answers

#### **Option 1 | Direct vote : participants add their answers**

Do you want to encourage a collaborative vote so participants can enter their answers independently? Then choose who can vote by checking the "Vote" option for authorized participants:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2022_10_5_voting_en_239ebb2a90.gif)

🔔 When the meeting is "Validated”, users receive an instant notification and can access all the votes they need to vote on with one click.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2022_10_6_voting_en_9dbfd99719.gif)

🚨 Users haven't voted yet as the deadline approaches? **Send an email request for a vote** to invite them to express their opinion!

![](https://wedo-assets.sos-ch-gva-2.exo.io/2022_10_7_voting_en_350c0a9316.gif)

#### **Option 2 | Proxy vote : the organizer votes for the participants**

Depending on your internal process, it is possible that you carry out votes by show of hands during your meetings or that the organizer wishes to keep the writing on the final entry of the results in WEDO.

The meeting editor can then **Edit results**.

ℹ️ To ensure full transparency, it will be stated that X voted on behalf of Y.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2022_10_8_voting_en_28210a3d41.gif)

#### **Option 3 | Absentee voting: vote collection**

With this collection method, the vote is not nominative; it simply expresses a percentage according to the possible answers (on 100 voters, we collected 60 _Yes_ against 40 _No_).

Thus, after a postal survey, you can record the result of the vote in your meeting minutes after the votes have been counted. Enter the number of votes received for each answer:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2022_10_9_voting_en_eb5225b956.gif)

### Close a vote

If you want to manage the response time of a vote, you can close it at the appropriate time. However, participants will no longer be able to vote after it is closed.

📅 When setting up, you can also set a due date for votes for a meeting.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2022_10_10_voting_en_7d7134e197.gif)

## Use Case: Efficiently manage votes for your boards of directors

With this update, WEDO improves the voting system for your board of directors by offering a simple and efficient digital alternative. During these meetings with a very specific functioning, the shareholders or associates are frequently brought to vote in order to make decisions. The **voting** functionality integrated in the meeting module favors this type of use. WEDO also offers advanced options that will speak to all members of a board of directors. For each meeting, the editor can :

* Allocate shares according to the decisional weight of each voter,
* Require a quorum (minimum number of shares based on those present at the meeting),
* Allow anonymous voting,
* Hide the results of the vote from the participants until the vote is closed.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2022_10_11_voting_en_1_fd9ba95c26.gif)

## The benefits of this update 🗳️🤚🏻

In sum, the **Voting** feature aims to encourage clear, accurate and transparent decision-making by allowing organizations to manage votes during meetings efficiently.

Integrate voting into your meetings today to effectively poll participants' opinions!

![](https://wedo-assets.sos-ch-gva-2.exo.io/2022_10_12_voting_en_1_edae4bd816.gif)

To facilitate the collection of votes and the adoption of decisions, we have integrated a new feature that allows you to vote before or during meetings. In this article you will learn more about the features and benefits of this update.

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Improve decision-making with voting

## What's new in the Files tab 📁

Each workspace in WEDO allows you to share files with the members concerned. For example, in the Files tab, you will find :

* **Files shared** with the workspace: user can easily link them to the tasks or meetings concerned.
* **Files not shared**: find here all the files only attached to the meetings and tasks of the workspace.

To efficiently organize shared files, you can now prioritize them using folders

![](https://wedo-assets.sos-ch-gva-2.exo.io/2022_10_1_files_en_cf7be3f703.gif)

### Create a folder

Optimize your filing system by creating folders to organize your files!

![](https://wedo-assets.sos-ch-gva-2.exo.io/2022_10_2_files_en_93501bcab2.gif)

💡**Tips:**

* Click on the home icon 🏠 to return to the base of the hierarchy.
* To go back, use the back button on the browser (or your mouse 🖱️).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2022_10_3_files_en_6c2bb2a7fc.gif)

### Move files in a folder

Once you have created a tree structure with the folders, you can add the different files. Here are two options:

➡️**Move to…**

![](https://wedo-assets.sos-ch-gva-2.exo.io/2022_10_4_files_en_58fec81e25.gif)

🖱️**Drag and Drop**

![](https://wedo-assets.sos-ch-gva-2.exo.io/2022_10_5_files_en_5c4f10f3d5.gif)

### Quickly perform actions on one or more files

Select your files and use the action bar to :

* Download one or more files (WEDO creates a ZIP file in a few clicks! 📂)
* Move to another folder
* Delete

![](https://wedo-assets.sos-ch-gva-2.exo.io/2022_10_6_files_en_b7c908696b.gif)

💡 From the **`⋮`** button, you can still perform other actions on your files (open, download, rename, replace...) or access a version history.

### Sort files in ascending or descending order

Want to sort a list of files? Click on the column headers to sort by Name, Size, Update Date or User.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2022_10_7_files_en_7c6e02e03d.gif)

## Benefits of this update 🗃️

With these optimizations, create a filing structure today based on your team's work habits so that everyone can easily access the right file.

---

This update is based on feedback from our customers! We hope these new features will make your collaboration and file management easier.

It is now possible to create folders to organize your files in WEDO. This improvement makes it easier for you to find and share documents with other users. Discover the new features to help you create an efficient tree structure to manage your file flow better.

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Organize your files with WEDO

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

We’ve all walked out of a meeting wondering what just happened. No clear direction, no notes, no decisions, and somehow a follow-up meeting gets scheduled to rehash it all. Multiply that by ten, and you’ve got the average workweek for many teams.

Unproductive meetings are a major drain on time and momentum. The signs are easy to spot:

- No structured meeting agenda, so conversations drift
- Agenda items aren’t prioritized or time-boxed
- Key decisions and important information aren’t captured
- Action items are vague or forgotten altogether

Many teams still rely on a disconnected mix of tools: email threads for prep, video calls for discussion, shared docs for notes, and separate apps for task follow-up. By the time someone checks in on progress, the details have already been lost.

At best, these meetings stall momentum. At worst, they lead to confusion, missed deadlines, and frustration.

In this blog post, we’ll break down what effective meeting management actually looks like and how WEDO helps teams plan smarter, document in real time, and follow up without the extra work.

![Comparison between fragmented tools and WEDO for meetings. Old way: emails, docs, calls, notes, tasks scattered. With WEDO: shared agenda, live editing, task creation, auto-minutes, centralized tracking](https://wedo-assets.sos-ch-gva-2.exo.io/from_fragmented_tools_to_one_seamless_meeting_workflow_en_1544cae07d.png)

## What Effective Meeting Management Looks Like

Running a productive meeting doesn’t require complexity. It requires a system that works.

Effective meeting management starts with structure. That includes a clear meeting agenda, time allocated for each agenda item, and visibility for all team members before the meeting begins. When people know what to expect, meetings stay focused.

Structure allows space for real decisions. Meetings become working sessions where things get done, not just time spent recapping old news.

A few key traits of [productive meetings](https://wedo.com/features/meetings):

- Agenda items are prioritized by urgency or importance
- Contributors are assigned ahead of time
- The conversation leads to clear outcomes

During the meeting, documentation should happen in real time. Some teams use a notetaker, some rely on shared docs, and others use tools that automate the process. But without a structured system, notes end up scattered or incomplete.

The key is to capture important information as it happens, decisions, blockers, and follow-ups, so it doesn’t fall through the cracks. When notes are tied to the right agenda items, the entire team stays aligned.

Follow-up doesn’t start after the meeting. It starts during it. When ownership is clear and tasks are visible, progress continues without extra admin work.

## WEDO’s All-in-One Approach to Meeting Management

Modern teams are juggling more complexity than ever: hybrid schedules, async updates, global time zones, and fast-moving projects with multiple stakeholders.

But even as teams adapt, one thing hasn’t kept up: the way meetings are managed. Too often, agendas are thrown together at the last minute, decisions go undocumented, and action items get lost between platforms.

[WEDO](https://wedo.com/features) gives teams a single workspace to plan, run, and follow up on meetings, without relying on a patchwork of tools.

![Infographic of 3 phases of meeting management with WEDO. Before: build agenda, assign roles, reuse templates. During: edit agenda live, capture notes, assign tasks. After: auto-generate minutes, carry over tasks, keep records accessible, track follow-ups](https://wedo-assets.sos-ch-gva-2.exo.io/the_3_phases_of_meeting_management_with_WEDO_en_3cc01f68a6.png)

**Before the meeting:**

- Build and share the meeting agenda with enough time for team members to prep
- Add clear agenda items with time allocations and discussion leads
- Reuse templates for recurring team meetings to keep things consistent
- Give everyone a place to contribute asynchronously if needed

**During the meeting:**

- Edit the live agenda as conversations evolve
- Capture notes under each agenda item so context is never lost
- Tag team members and [assign tasks directly in the workspace](https://wedo.com/features/tasks)
- Keep the meeting focused with built-in virtual meeting tools and live visibility

**After the meeting:**

- Automatically generate meeting minutes tied to the original agenda
- Carry over any incomplete action items into the next meeting
- Keep everything searchable, from comments to decisions to file attachments
- Ensure important information stays accessible, not buried in someone’s inbox

The full meeting process happens in one place. From prep to follow-up, every step is tracked and visible. Notes stay attached to the agenda, action items stay with their owners, and team members can revisit decisions without digging through old email threads or side chats.

Instead of resetting every time, WEDO keeps meetings connected, so your team builds on what’s already been done, rather than starting from scratch.

## Built for Every Meeting Type

[WEDO](https://wedo.com/features) adapts to the format and structure of any meeting. Whether it’s a daily stand-up, project review, or leadership sync, the same shared workspace supports it all.

Each meeting agenda can be tailored to match the format, either from scratch or using a reusable template. Agenda items come with time estimates, owners, and relevant context so teams stay focused.

[WEDO](https://wedo.com/features) works for in-person, remote, and hybrid teams. Everyone sees the same notes, tasks, and agenda in real time, whether they’re joining live or reviewing later.

Common ways teams use WEDO:

- Project meetings: track blockers, assign next steps, and document key updates
- One-on-ones: maintain continuity and document feedback
- Team check-ins: align on goals and progress without wasted time
- Leadership reviews: tie key decisions to follow-up action
- Hybrid collaboration: allow asynchronous updates before or after meetings

With everything centralized, important information stays visible and nothing gets lost in inboxes or chat threads.

## Building Better Meeting Management Skills with WEDO

Better meeting habits don’t come from more policies. They come from using better tools.

[WEDO](https://wedo.com/features) helps teams build stronger meeting management skills by baking structure into the process.

- **Templates** bring consistency. Teams don’t have to guess what goes into a weekly sync or project kickoff. It’s already built in.
- **Agenda items** come with owners and time limits. Everyone knows who’s leading each section and how long they have.
- **Task assignment happens on the spot.** As the meeting unfolds, tasks can be created directly under agenda items and assigned to specific team members with due dates. There’s no need to retype notes afterward or follow up in a separate tool—everything gets captured and delegated while the conversation is happening.
- **Meeting minutes** are saved in context, linked to the agenda that generated them. No separate doc to clean up later.
- **Follow-up** is automatic. Assigned tasks stay visible after the meeting, so they don’t get buried or forgotten.

This isn’t an extra layer of process. It’s how [WEDO](https://wedo.com/features) works by default. As teams use it, they naturally improve their meeting process. Discussions get sharper. Prep gets easier. Follow-through improves without needing separate workflows.

## The Results Teams See with WEDO

When meetings are planned well and followed through, the impact is clear. The agenda gets used. Notes are captured while they’re still fresh. Tasks are assigned before the meeting ends. And no one has to chase updates later.

Teams that use [WEDO](https://wedo.com/features) start seeing results quickly:

- Meetings stay focused and end on time
- Everyone knows who owns what
- Decisions are documented, not just mentioned
- Past meetings are easy to reference
- Projects move forward between meetings, not just during them

Instead of managing meetings across five different tools, everything lives in one place, built for real-time collaboration, task follow-up, and shared accountability.

**Ready to run meetings that actually lead somewhere?** [Try WEDO for free today](https://wedo.com/signup) and see the difference one tool can make.

Simplify your meetings with WEDO’s meeting management software. Plan agendas, capture notes, and assign tasks in one place.

Orange background with text 'Plan, Document, and Follow Up with WEDO' next to a calendar icon representing task and meeting organization

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Meeting Management Software: Plan, Document, and Follow Up with WEDO

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.

Illustration with the text "Plan, Prioritize, and Track Like a Pro" on a yellow background, next to blue icons representing a workflow with milestones and a check mark.

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

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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