## Send the meeting agenda and minutes of your meeting by email. 

Send the meeting agenda and meeting minutes by email to invite the attendees to read and view them at the right moment. To facilitate the sending, message templates are available at each step. You can, of course, modify the subject and body of the message if necessary. Recipients will receive an email inviting them to directly access the meeting in WEDO. Here is an overview of the messages that the recipients will receive according to the step of the meeting. 

To send the meeting agenda or meeting minutes by email, click on the **button with the envelope**(1) – it is accessible at each step in the top right of the screen.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_05_slide1_2_81b9c299d3.png)

A window will pop-up: the default recipients are the selected attendees of the meeting. However, you can delete (2) or add (3) other recipients. Once the subject and message have been completed, click **Send by email**(4).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_05_slide2_bebfc8763e.png)

### Step 1 – Meeting agenda in preparation

The attendees are invited to add their notes to the items in the meeting agenda. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_05_slide3_2_6369d11577.png)

### Step 2 – Meeting agenda validated

The attendees are invited to read the meeting agenda to prepare for the meeting. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_05_slide4_2_7cc229dc9a.png)

### Step 3 – Meeting minutes currently written 

The meeting begins: the attendees are invited to read and follow the meeting minutes in real time. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_05_slide5_2_11e9eb917d.png)

### Step 4 – Meeting minutes in review 

The attendees are invited to review the meeting minutes and to send their comments. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_05_slide6_2_93272c7927.png)

### Step 5 – Meeting minutes locked

The attendees are invited to read the meeting minutes to follow-up from one meeting to another. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_05_slide7_2_402fb5d148.png)

## Other new features in this version

### Copy an item from the meeting agenda to another meeting 

It is now possible to copy an item or a sub-item from the meeting agenda to another meeting. This will allow you to make connections between your meetings by easily sharing information. Please note that the entire content of the item is copied, i.e. the notes, decisions, tasks and attached files. 

You can copy an item from the meeting agenda from the table of contents – or from the item in question. Click on the button with the **three vertical dots**(1) and select **Copy to…**(2).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_05_slide8_92aa996031.png)

A window will pop-up asking you to define to which meeting the item should be copied: first choose the workspace, then the meeting, and finally, the exact location of the copy in the meeting agenda (3). 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_05_slide9_945d57297a.png)

Then click **Copy**(2).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_05_slide10_9110ca02d1.png)

You now have the possibility to send your meeting agenda and meeting minutes by email so that the attendees can view them. Check out this new feature through this article. 

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Send the meeting agenda and minutes of your meeting by email

## Manage corporate meetings using digital solutions 

On March 27th, the _HR Today_ newspaper, the Swiss media of reference in the field of human resources management, devoted an article to the very topical theme of the meeting madness. The "illness" of meeting, ironically characterized by this neologism, is an ailment from which many companies suffer. Nowadays, there are fortunately technological remedies to solve this real scourge which can cost a lot of time, energy and money.

Presenting WEDO as the Swiss software designed to facilitate the preparation, conduct and follow-up of corporate meetings, the editor gives a detailed portrait of our tool and highlights the solutions proposed to optimize the management of meetings. In this article, discover the testimonials of Antoine Sudan and David Dutch, co-founders of WEDO.

[![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_05_slide1_1_dd7cccfcba.png)](http://hrtoday.ch/fr/article/la-technologie-est-en-train-de-guerir-la-reunionnite-aigue-des-rh)

[Read the article](http://hrtoday.ch/fr/article/la-technologie-est-en-train-de-guerir-la-reunionnite-aigue-des-rh)

The press organ HR Today proposes to take an interest in digital tools that are committed to alleviating the problem of interminable and unproductive meetings. 

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## What is a team?

A team represents a department or a service of your organization. You can move workspaces and checklists templates from your network to previously created teams.

This new manner of grouping collaborators aims to improve the structure of your network. Furthermore, it simplifies the integration of new users: once their account is created, you can simply add them to the appropriate team. They will have direct access to workspaces and checklists templates that concern them.

Here is a preview of what a team-structured network looks like:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_04_diapositive1_6402e25b7c.png)

## Main menu revised

The introduction of teams brings changes to the general ergonomics of the main menu on left side of the screen. A TEAMS section now appears in the menu and allows you to visualize the workspaces and checklists templates of the teams of which you are a member.

The idea is to replace the categorization of workspaces into different folders – which will eventually disappear in a future version.

We came up with a solution that will allow you to gradually adopt this new organization in teams. Hence, you will find in the side menu the following elements:

* The WORKSPACES
* The CHECKLISTS TEMPLATES
* The TEAMS – the newest category

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_04_slide1_1_3667ce2950.png)

In the long term, the ideal would be to have only the TEAMS section that groups and categorizes the workspaces and checklists templates.

Team-related workspaces and checklists templates are grouped into two tabs – you will find an example in the screenshot below, with the _Management_ team_._ 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_04_slide2_1fd493db75.png)

## How to adopt an organization in teams?

All users are allowed to create teams. We suggest you proceed in steps:

1. [Create a team](https://help.wedo.swiss/les-equipes/creer-une-equipe)
2. [Move a workspace to a team](https://help.wedo.swiss/les-equipes/deplacer-un-espace-de-travail-dans-un-equipe)
3. [Move a checklist template to a team](https://help.wedo.swiss/les-equipes/deplacer-un-modele-de-checklists-dans-un-equipe)

**Information:** Even though all users are allowed to create teams, only the moderators of workspaces and checklists templates have the right to move these elements to the different teams of the network.

## Confidentiality concerning workspaces

When you link a workspace to a team, you can choose between two options that will determine the confidentiality of the space in question:

* **Public:** all members of the team will automatically have access to it.
* **Private:** only members of the workspace will have access.

### Join a public space 

A public space can be joined by all members of the team.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_04_slide3_1_e3dd9238db.png)

### Private space

A private space is only visible to its members.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_04_slide4_c3eb9e221b.png)

For more information, please consult the following article in the Help Center:[ Create a workspace.](https://help.wedo.swiss/les-espaces-de-travail/creer-un-espace-de-travail)

### Checklists templates

Confidentiality also applies to checklists templates linked to a team. Hence, you have the option to create public or private templates.

For more information, please consult the following article in the Help Center: [Create](https://help.wedo.swiss/les-modeles-de-checklists/creer-un-modele-de-checklists) a checklist template.

## Review of access rights management in meetings

Other improvements in this new version: the distinction between meeting attendees and users who can access it.

The **Access** and **Signature** columns no longer appear in the list of meeting attendees. A button now allows you to access directly to the management of meeting access rights.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_04_slide5_94ca650f18.png)

From this overview, it is possible to manage the rights of each attendee according to the usual procedure. This is also where the signature option should be checked if necessary

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_04_slide6_c72517f846.png)

This access list also allows you to add other users and give them meeting access rights, even though they are not among the attendees.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_04_slide7_5ccebd1996.png)

## Other functionalities to discover in this version:

* Search through decisions made in meetings
* Sorting tasks according to scheduled dates
* Improved performance in the display of task lists
* A drop-down list to move from an organization to another when you are a member of several networks
* Display of the management of members in workspaces and checklists templates
* The design of maps representing workspaces and checklists templates

**Further questions concerning teams? Please consult the articles in our Help Center!**

[Access the Help Center](https://help.wedo.swiss/les-equipes)

Our latest update introduces a new system that will help you organize and structure your network according to different work teams.

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Structure your network according to teams

> When our workload becomes substantial, getting organized on a daily basis can sometimes seem impossible. How to approach your day positively when you feel overwhelmed by the amount of work and its tasks? 

It is not always easy to know where and how to start. To avoid being overwhelmed by stress, simply take a step back: do not jump in head first into the workload! Before starting, take the time to write, prioritize, schedule and delegate tasks. You will necessarily be more efficient and productive. But how to proceed methodically? By following four basic steps, you will approach your work day in a calm and thoughtful manner. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_10_4_etapes_pour_mieux_gerer_vos_taches_au_quotidien_cba3791351.png)

## First step: write down what you have to do

Before trying to prioritize and plan, start by checking your emails, your personal notes and the current projects you are participating in to clearly define all the work you have to do. From this global view, break down your work into different tasks, such as a bulleted list. This will help you visualize what there is to do according to each project, work group or department.

## Second step: prioritize your tasks

The second step consists in prioritizing tasks, which does not always seem easy at first sight. However, a simple method can help you. When managing different cases, it is important to distinguish between urgent and important tasks. Two adjectives not to be confused! Dwight David Eisenhower, 34th President of the United States, initiated the Eisenhower Method, which stems from his famous quote: “what is important is seldom urgent and what is urgent is seldom important”. How to manage a schedule according to this method? The principle is quite simple and proposes to divide tasks into four categories. According to the Eisenhower Principle, tasks can be:

* **Urgent and important;** tasks that require immediate attention and that contribute to the achievement of your long-term goals.
* **Not urgent but important;** tasks that have a deadline set to a more or less long-term and that also contribute to the achievement of your personal goals.
* **Urgent but not important;** tasks that require immediate attention but do not contribute directly to the achievement of your long-term goals.
* **Not urgent and not important;** tasks that have no impact on your long-term goals but still need to be addressed.

This distribution of tasks, which should be established according to your goals and needs, will encourage you to work on the urgent and important tasks in priority. In sum, urgent and important tasks are the ones you should address immediately, whereas the not urgent but important tasks are to be planned. The urgent but not important tasks represent tasks linked to the goals of other people (such as tasks to do in the context of a collective project). Hence, you can delegate them to third parties as much as possible. Tasks that are neither urgent or important can be moved to a sort of “suggestion box”. These tasks are not essential at the moment, as they do not have a direct influence on your long-term goals, but they should still be kept in mind. The main idea is that tasks should be frequently reviewed, and their relevance should be analyzed to see if their status is changing.

## Third step: plan the important tasks

Once you have determined which are the most important tasks, you can then plan their achievement in the short or long-term according to their degree of urgency. You can first try to organize your week, then divide your tasks according to your working days.

For all important tasks, try to set a planning date according to your time schedule. The planning date represents the date on which you wish to complete the task. It differs from the due date, which puts an end to the deadline. When you decide to schedule your tasks, think about specifying their deadlines if you know the exact due date. 

In your work routine, you probably have tasks that recur. Try to determine which are the recurring tasks before defining their frequency: daily, weekly, monthly, annual. This will help you ensure the management of your main activities.

## Fourth step: delegate certain tasks

In your daily life, you are likely to collaborate and work in teams. Not important but urgent tasks are probably the ones you could delegate: they are not considered important in terms of your responsibilities but still need to be addressed and completed within a short period of time. These tasks could be the ones that contribute to the achievement of a collective project but that do not depend solely on you. When delegating a task to a colleague, make sure to follow up by adding, for example, a comment that explains why you assigned the task to that person in particular. You can also define a due date to make sure it will be achieved in time. Be as clear as possible in your statement to simplify collaboration. 

## With this approach, organize your time efficiently.

This method will allow you to plan your time schedule in a realistic way. Avoid overloading yourself by overestimating your daily productivity! Set clear and achievable goals. Address your tasks one by one. From one day to another, check your progress: were your planned tasks completed? If that is the case, it means that your goals were reasonable. If on the contrary, certain tasks have not been completed, try to reduce the number of tasks to achieve per day and try to evaluate the time of achievement of each of them. Good planning will reduce the number of urgent and important tasks that can be a source of stress.

To optimize your organization at work, there are many existing tools that are made to revolutionize your way of managing tasks. Find the solution that works best for you: adopt a single and flexible tool that corresponds to your way of working. This will save you time and improve efficiency.

Would you like to improve your everyday organization?

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

When our workload becomes substantial, getting organized on a daily basis can sometimes seem impossible. How to approach your day positively when you feel overwhelmed by the amount of work and its tasks?

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Organization: 4 steps to improve the management of your daily tasks

## Move a meeting to another workspace

You now have the possibility to move a meeting to another workspace. To do so, first go to the workspace in question (1) and then click the **Meetings** tab (2). Click the button with the **three vertical points** (3) on the meeting you would like to move and then select **Move to…** (4).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_03_diapositive1_29a147a849.png)

A window will open with a list of all the available workspaces. Select the workspace to which you would like to move the meeting (5).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_03_diapositive2_ac0d239829.png)

To finalize, click **Move meeting** (6).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_03_diapositive3_00a6b63d7d.png)

## Create a meeting outside a workspace

Meetings can be created from your personal space. This functionality allows you to organize a bilateral meeting without having to create a single use workspace. You also have the possibility to prepare a meeting agenda in your personal space, and make it accessible at the right moment by moving the meeting to a workspace. 

To add a meeting from your **Personal space** (1), select the **Meetings** tab (2) and click **Add meeting** (3).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_03_diapositive4_7797334901.png)

## Import tasks from all workspaces 

Tasks that are linked to other workspaces can be imported to the items of the meeting agenda of a specific meeting. This option will be useful if you wish to organize a global meeting in which several tasks from different workspaces will be treated. From the pending tasks box or from the **\+ button** (1), you will be able to access all tasks from the workspaces you are a member of.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_03_diapositive5_ed1cc1aed7.png)

A **drop-down list** (2) which allows you to browse from a workspace to another has been added. To access the pending tasks from another workspace, select the drop-down list and the workspace which contains the tasks you want to import (3), and click on the **tasks to import** (4).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_03_diapositive6_b44549c3ce.png)

To finalize the importation, click **Import** (5).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_03_diapositive7_5ef0ecb87f.png)

## Reorder notes and decisions of an item 

It is now possible to change the order of the notes and decisions within an item or a sub-item. When you are browsing through your agenda items, a **drag-and-drop button** will appear in the left margin and your mouse pointer will become a hand. Click on that button and drag and drop the notes and decisions to the desired place.

Information: it is still impossible to change the order between notes, decisions and tasks. They can only be reordered within their categories.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_03_diapositive8_05dac3f982.png)

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_03_diapositive9_457ddc8cf0.png)

**Further questions concerning meetings ? Have a look at the articles in our Help Center !**

[Access to the Help Center](https://help.wedo.swiss/en/collections/3202989-meetings)

The latest WEDO update offers more flexibility in organizing meetings! Discover the new available functionalities throughout this article.

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Although meetings are integral to a company, there are many executives and employees who complain about their length being sometimes excessive. In January, a study conducted by Doodle[^1]  revealed that Swiss employees spent an average of 5 hours per week in meetings. So how can you improve the efficiency of meetings? 

An endless meeting is often the result of poor preparation. To save time during a meeting, there are a few steps that should not be neglected. The moderator, as well as the attendees, must contribute to the elaboration of the meeting in order to plan its frame and progress. The meeting agenda, which represents the discussion thread, needs to be established according to the goals of the meeting in order to stay focused. This will help employees progress efficiently without wasting time. 

## Before the meeting – a collective preparation 

### Ask yourself the right questions and set clear goals

> _According to the survey on meetings presented by Doodle, 72% of the interviewed employees think that a good meeting goes through clearly set goals!_

Before scheduling a meeting, key questions need to be addressed: 

**What is the purpose of the meeting?** The outcome of the meeting will serve as a guideline. This preliminary question will allow you to highlight the interest of the meeting for the attendees. 

**What are the main topics to address?** The following step is to define the topics to be addressed during the meeting to achieve the desired goal. These topics will be the items of the meeting agenda.

**Who are the people involved?** A meeting with a large number of presenters is likely to drag on. It is therefore important to gather only those who are directly involved in the topics, decisions and tasks to be performed. 

**What is the estimated time for the meeting?**  According to the number of topics to be addressed, try to estimate and set the duration of the meeting and stick to it on the day of the meeting.

### Establish an organized and clear meeting agenda

> _According to the survey on meetings presented by Doodle, 67% of the interviewed employees think that a good meeting goes through a clearly established meeting agenda._

**List the different items in the meeting agenda >**  A meeting agenda consists of a list of items that resume the topics to be covered during the meeting. The establishment of a precise meeting agenda will ensure efficiency and rapidity during the meeting and will thus avoid unnecessary digressions and off-topic debates. Depending on the topics to be addressed, you can build the frame of the meeting by choosing, for example, a list of points hierarchized in different levels (ex: 1., 1.1, 1.2, 1.3,). If this organization does not seem relevant to you, you can try to group the items to address according to criteria that makes sense regarding the type of meeting: _departments or services concerned, addressed topics, topics ordered according to the interventions of different presenters, steps of the project to realize,_ etc.

**Define the role of the presenters >**  Depending on the established items, define who will speak during the meeting. In order to avoid taking attendees by surprise, schedule each person’s interventions ahead of time according to the meeting agenda. This will encourage them to prepare the meeting and will improve the efficiency and length of the discussions.

**Make the meeting agenda accessible to allow attendees to consult it >** Once the meeting agenda has been established, make sure to share it with all the attendees a few days before the meeting. A good preparation of the different interventions will contribute positively to the smooth running of the meeting. Furthermore, a previously established meeting agenda is likely to ensure a well-organized and productive meeting. The attendees will feel concerned and will not have the impression that the upcoming meeting will be wasting their valuable time.

## During the meeting – the roles of the meeting moderator and the drafter

### Progress according to the set order 

On the day of the meeting, keep the goal of the meeting in mind. The moderator of the meeting is responsible for its smooth running and must avoid any misplacements by following rigorously the pre-established meeting agenda. This will avoid the attendees to feel lost and they will be able to follow the discussions by referring to the common frame previously diffused. 

### Address the covered topics in a systematic way

The moderator of the meeting must try to facilitate the task of the meeting minutes drafter by being clear and rigorous in the way he conducts the meeting. By discussing each item of the meeting agenda in a systematic way, you will ensure a productive meeting and meeting minutes drafting while avoiding wasting time. But how can you discuss the various items of the meeting agenda in a systematic way? 

Here is a solution that considers the discussion of each item of the meeting agenda following three steps that will come out as three separate blocks of information in the meeting minutes: 

**Step 1 – the minutes of the discussions:** Every topic covered in a meeting generally leads to a discussion that will need to be transcribed in the meeting minutes > _this constitutes the first block of information of the discussed item._

**Step 2 – the result of the discussions:** The decisions and high points of the preliminary discussions should be highlighted > _this constitutes the second block of information of the discussed item._ Many employees often complain about leaving a meeting without really knowing which major decisions were made. Highlighting them will avoid that kind of uncomfortable feeling.

**Step 3 – tasks arising from the decisions:** The attendees will have to perform various tasks to reach the set goals > _this constitutes the last block of information of the discussed item._ Thanks to a clear division of tasks to perform, the attendees will be operational as soon as the meeting ends. This will avoid people forgetting what they are supposed to do from a meeting to the next. 

This method will encourage you to proceed in an efficient manner and will facilitate the drafting of the meeting minutes. Furthermore, when the attendees will have to review the meeting minutes, they will easily obtain the necessary information. Needless to say, certain items will not require such a structure and can therefore be covered far more quickly – for example by using only one of the three proposed blocks of information. 

In summary, the success of a company meeting is largely dependent on its preparation. By focusing on clearly set goals and on a clear meeting agenda, you will necessarily limit the length of your meetings and thus keep the attendees active and concerned. Establishing a meeting agenda can sometimes seem tedious. The trick is to create a meeting agenda template according to the different meetings that you conduct. This way, from one meeting to the next, you will only have to make a few changes to the template of the previous meeting agenda for the upcoming meeting, without having to create a new one each time. 

Do you want to facilitate the preparation and conduct of your meetings?

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

[^1]: To carry out the study in question, more than 6’500 professionals from the United Kingdom, Germany, Switzerland and the United States were interviewed. Doodle also looked at the analysis of 19 million meetings to write this report: [Read the Doodle report](https://fr.blog.doodle.com/le-point-sur-les-reunions-en-2019/)

Do your company meetings tend to drag on? In this article you will find a few tips to limit their duration! 

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## Table of contents

The table of contents facilitates the browsing through the meeting minutes. Furthermore, a single click will bring you to the item to be treated. From the table of contents, you can also:

* Decrease the indentation of an item
* Increase the indentation of an item
* Delete an item
* Drag and drop the items and/or sub-items to organize them

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_01_diapositive1_c190e8d7b5.png)

## Item by item

For this new version, the drafting has been redesigned: from now on, only the item to be treated will appear on the screen. Once you are done with an item, you just need to click the button with the title of the next item to be treated to progress in the drafting. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_01_diapositive2_2_d8f1773246.png)

## Redesigned Toolbar 

Each item and sub-item has its own Toolbar. From the **\+ button** you can:

* Attach a file
* Add a note
* Add a decision
* Create a task
* Add a sub-item to the meeting agenda
* Import tasks from the workspace

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_01_diapositive3_3_e41bc9c72a.png)

## The “move” button 

It is now possible to move a note, a decision, a task or a file to another item in the meeting agenda. Click the button with the **three vertical points** (1) and **Move the note** (2). A window will open with all the possible destinations. Click the item to which you wish to move your note (3). The same procedure applies to move a decision, a task or a file.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_01_diapositive4_3_7828884129.png)

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_01_diapositive5_1_68b88ca912.png)

## The pending tasks box 

Pending tasks from the workspace are now available in a box that you can access with a button. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_01_diapositive6_8c12348415.png)

From the pending tasks box, it is possible to import tasks into a specific item: click the tasks to import (1) and, with the drop-down list, select the item in which you want to import the tasks (2). Then, click **Import** (3).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_01_diapositive7_6e99b65c52.png)

_Info : if you would like your pending tasks to figure as an item in your meeting agenda, like in the previous version, you can simply create an item entitled “Pending tasks” and import all the pending tasks from the workspace._ 

## The 5 steps of the meeting

At all times, you can see which step of the meeting you are in. The user with all access rights can click on each step to change the status of the meeting.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_01_diapositive8_3f51cf7d39.png)

_Info : other buttons at the bottom of the page also allow you to switch from step to step._ 

## Display of access rights of each attendee

You can now click on the attendees of a meeting to see the distribution of access rights. Click on the attendees (1), a window will open with a list of the meeting attendees and their access rights for the current meeting (2). 

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This can be useful if you need to modify meeting minutes but you do not have the appropriate access rights. You can then spot the attendees who have full access rights on that meeting, who will be able to change your access rights. Attendees with full access rights are represented by a logo with a crown on a blue background. 

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A collection of articles explains all the ins and outs of the new Meetings module.

::button-primary[Access the Help Center]{link="https://help.wedo.swiss/en/collections/3202989-meetings"}

The new version of WEDO revises the meeting module to simplify the drafting of the meeting minutes. With this article, discover the improvements this update offers!

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Meeting module : improvements that will facilitate the drafting of your meeting minutes

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Relive the year 2018 of WEDO through this retrospective and discover the new members of our team. 

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Retrospective 2018

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> _Sick of long, unproductive meetings? Two Fribourgeois propose a digital solution, WEDO, to make them efficient. Explanations._

Between three and six weeks a year: that's the time we spend on average in work meetings, according to a survey published in 2017 by the Opinionway Institute for the business consultancy firm Empreinte Humaine. According to this survey of a thousand employees in companies of various sizes and in a variety of economic sectors, nearly one out of every two sessions is considered unproductive. More than 25% of the respondents do not see the need to participate. As a result, 44% of them discreetly use their smartphone to do something else during this time (typically reading and sending emails).

This scourge has a name: Meeting madness. Antoine Sudan and David Dutch suffered from it for several years after graduating from engineering school. "Meetings are not useless in themselves," they say at the outset. "The problem is that they are poorly prepared, the agenda is not respected and you come out of them far too often without being sure of what has been decided. Amazed at the time they spent on this commendable but frustrating exercise, Antoine Sudan and David Dutch developed the WEDO web application. That was in 2014\. Today, four years and thirty updates later, this web application is used by more than a hundred organisations, municipalities and companies in French-speaking Switzerland, including Groupe Mutuel, Groupe E Connect, HES-SO Fribourg and Banque Cantonale de Fribourg.

Neither blockchain, Dropbox, nor intranet, WEDO is a collaborative platform whose layout automatically adapts to the size of the screen you use (iPhone, PC...). It is in fact an interface with a common and participative space. Very didactic, it has been designed to be within everyone's reach. Regardless of its functionalities and technical qualities, the WEDO application is based on in-depth reflection and careful analysis of the factors that make working meetings so often disappointing and time-consuming. In other words, this organizational solution has been developed to respond directly and pragmatically to certain recurring problems. One example: the agenda often remains a little vague until everyone is gathered around the table. To avoid this, WEDO offers a feature that allows you to record and schedule the items to be discussed. Once this is done, simply open the application and follow the thread of questions. No more digressing, in short.

## EASY TO KNOW WHO'S DOING WHAT

The minutes are a chore? Thanks to WEDO, it is possible to write it live. "This is one of the interesting features of our meeting management module. You have an agenda, with a series of items to be discussed, and you can add under each item blocks of information, whether they are notes, decisions or tasks to be carried out," explains Antoine Sudan. Decisions made and tasks assigned during meetings can then be recorded by the minute writer at the time. Since this information is displayed in a specific place in the module and all participants have a personal access account, it is very easy to retrieve this information later. In short, at the end of the session, everyone knows where to find the answer to the famous "who does what" question.

In addition, it is possible to export an agenda or minutes by generating a PDF file so that it can be shared, printed and signed. You can also easily create extracts from minutes, or retrieve notes through the minutes using simple keywords. Gone are the days when you had to open multiple files to get your hands on information!

"The strength of WEDO is that it covers all phases of meeting management: before, with the preparation of the agenda, during, with the taking of important notes, and finally after, with the follow-up of tasks. Indeed, in addition to our module for meeting management, we have developed another one for task management and scheduling, and both interact with each other. Therefore, you have the means to ensure a continuous and dynamic follow-up of the work. This way, you can see at any time what has been done between sessions and what remains to be done. You no longer have to wait to obtain or pass on information, nor do you have to send several confirmation e-mails or call three times to find out how much a quote will cost," says David Dutch. In addition, each user can activate synchronisation with his electronic calendar (Outlook, Google Calendar...).

## MEETINGS SHORTENED BY ONE THIRD

It is also possible to create specific spaces for certain projects, departments or work teams, so that tasks can be distributed in one click. As soon as a job is indicated as completed, the participants concerned receive immediate and automatic feedback. "All of these processes greatly speed up the processing of decisions and shorten the duration of sessions by an average of one third," says Antoine Sudan.

Solving complicated problems with a simple software: that was the challenge of the creators of WEDO. The first person they told about it - a former professor - predicted that « it would never work ». Which makes them laugh a lot today. « Luckily, our engineering mentality soon got the better of us and we refused to let it get us down ». While many young entrepreneurs start by trying to raise funds, Antoine Sudan and David Dutch decide to develop their application while working and approach their first customers in parallel. They conduct more than 300 interviews for this purpose. Right from the start, they rely on user feedback to improve their product. The first version is officially released in May 2015\. A few prospects test it. « With each new release, we surveyed our customers to find out how we could improve WEDO. And we continue to solicit their opinions and feedback. For example, some of them recently commented that they would have liked to have been able to define specific access criteria, to avoid having participants pop up with irrelevant questions on the agenda. While a General Secretary should certainly be able to modify the agenda, this is not necessarily the case for any participant. So in the latest version of WEDO, we have introduced a new tool to set up access rights very finely ».

  
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## START WITH A FREE TRIAL

What about the price? According to a common practice in applications, it depends on the number of users. It varies between 15 and 25 francs per person per month. WEDO is available in packs of five, ten or fifteen users; above twenty, packs are sold in increments of ten additional units. The subscription covers all updates, data hosting and support, i.e. all services with the exception of change management during the first year to maximise the chances of success, which is also calculated on the basis of a flat rate depending on the size of the network. 

"But what we always offer in the first place is a free presentation of WEDO. That's why you'll find a big blue button on the homepage of our website [www.wedo.com](/) that you can click on to schedule a demonstration by booking a date at your convenience directly in our calendar," say Antoine Sudan and David Dutch, who claim that the data will only be hosted on servers located in Switzerland.

Source: original article [Le Matin Dimanche](https://wedo-assets.sos-ch-gva-2.exo.io/article_wedo_matin_dimanche_316cb86cf5.pdf)

Sick of long, unproductive meetings? Two Fribourgeois propose a digital solution, WEDO, to make them efficient. Explanations.

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The cure for meeting madness is called WEDO

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In the ever-evolving world of technology, staying ahead of the curve is imperative to ensure that your software remains not just relevant but also efficient and user-friendly. This is precisely why we are thrilled to announce a major overhaul of our flagship software, WEDO.

Since its inception, WEDO has undergone significant growth and transformation. Our team has continuously worked to enhance its capabilities, introducing numerous features and functionalities to meet the evolving needs of our users. However, this growth led to the obvious - **the need for a complete code rewrite to ensure the software's longevity**.

Over the past year, our dedicated team of developers has poured their expertise and energy into this project. The result is a robust and future-proof version of WEDO, poised to deliver stability and lightning-fast performance for years to come.

But that's not all. We didn't stop at just rewriting the code. Alongside this technical overhaul, we've also reimagined the user interface, making it more intuitive and user-friendly. We've refreshed the color schemes and aesthetics to give the software a modern and appealing look. Additionally, we've incorporated several enhancements suggested by our users, further tailoring WEDO to meet your needs.

The countdown has begun. We're thrilled to announce that the new version of WEDO will be officially rolled out across all user networks in December 2023. Get ready to experience a faster, sleeker, and more powerful WEDO that will empower you to achieve even more 🚀





In the ever-evolving world of technology, staying ahead of the curve is imperative to ensure that your software remains not just relevant but also efficient and user-friendly. This is precisely why we are thrilled to announce a major overhaul of our flagship software, WEDO.

New, optimized version of WEDO collaboration software

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A fresh start for enhanced performance and user experience

Two Fribourg SMEs, WEDO and [Swiss Statistical Design & Innovation](https://swiss-sdi.ch/en/home/), have won the Trophées PME 2023 contest of the Fribourg conurbation. This distinction was awarded at the awards ceremony, held last Thursday at the Forum Fribourg, in the presence of some 200 guests. This biennial competition aims to reward dynamic and creative companies based in the conurbation, as part of its economic promotion activities.

**Competition winners:**

In the SME category, WEDO won over the jury with its innovative SaaS (Software as a Service) tool for preparing meetings, tracking tasks assigned to employees and drafting minutes in real time. The company now has 15 employees.

**Watch the video portrait of WEDO**

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As for the micro-company category, Swiss Statistical Design & Innovation stood out thanks to its artificial intelligence models based on "smart data" (intelligent data processing). Founded in 2018 by three EPFL engineers, the company has developed models capable of providing strategic advice based on statistical analysis and currently employs six staff.

© _Video credits: henrik.olofsson_

In the SME category, WEDO won over the jury with its innovative SaaS tool for preparing meetings, tracking tasks assigned to employees and drafting minutes in real time. The company now has 15 employees.

WEDO video, presented by the two co-founders

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Trophée PME : discover WEDO in video

In the context of digitalization, it is essential to improve the efficiency of administrative tasks within municipalities and public administration to ensure better delivery of public services. However, these entities are often grappling with time-consuming administrative activities that can hamper productivity.

Digital transformation offers valuable opportunities to automate administrative tasks. WEDO is a major asset in this field and has a proven track record as an cloud based, high-performance municipal government software. With its user-friendly interface, it enables local authority and public service professionals to quickly create, organize and manage essential documents. This automation frees up valuable time that can be reallocated to more strategic activities.

## Efficient management of committee meetings, town council meetings and municipal assemblies

Municipal meetings play an essential role in the decision-making process within public administrations. However, organizing and keeping track of them can be time-consuming.

WEDO simplifies this process by making it easy to create city council agendas or any other operational meeting agendas. The web app helps schedule meetings, write meeting notes, and share them easily and securely. As a result, we structure discussions better, make decisions faster, and closely monitor their implementation. WEDO is ideal for managing all types of meeting, whether bilateral or large-scale.

![government software solutions for municipal council meetings](https://wedo-assets.sos-ch-gva-2.exo.io/Administrations_publiques_6_EN_2f16bea765.png)


## Tracking discussions and decisions of council's and areas' meetings

Traceability of discussions and decisions is a key element in the transparent management of public administration. WEDO meets this requirement by recording every discussion, every decision and every task precisely and with a time stamp. This traceability guarantees complete documentation, promoting public accountability and trust in public institutions.

Before choosing a meeting manager, communities and municipalities should ensure that the software solution in question allows the management of access rights to certain areas and meeting minutes, so that sensitive information remains confidential.


## The benefits of a collaborative task management software for municipalities and local governments

A good task manager is essential for effective supervision of all areas of the commune. In WEDO, every member can get an overview of the status of every project, task, meeting and file.

This makes it possible to make informed decisions, identify potential bottlenecks and reallocate resources to optimize overall administrative productivity.

![Software for the management of operational daily business of municipalities](https://wedo-assets.sos-ch-gva-2.exo.io/Administrations_publiques_5_EN_ac2fe2fc90.png)


### The benefits of a task manager for an area manager:

**Organization and monitoring of activities:**
A task manager enables the area manager to maintain an organized list of activities and projects underway in his or her area. This gives him or her an overview of all tasks to be completed, their status and deadlines.

**Strategic planning in the public sector :**
Area managers can use a task manager to plan short-, medium- and long-term activities in their area. This helps him or her define objectives, allocate the necessary resources and develop strategies to meet community needs.

**Distribution of responsibilities :**
Using a task manager, the sector manager can assign specific tasks to members of his team or to other departments in the commune or town hall. He can assign priorities and keep track of who is responsible for what, promoting role clarity.

**Progress tracking :**
The task manager enables the area manager to monitor the progress of projects in real time. It can quickly detect delays or potential problems, enabling corrective action to be taken quickly.

**Internal communication:**
The Area Manager can use the Task Manager to communicate with his team and other departments in the commune. He can share information, documents and updates on ongoing projects without having to send e-mails. This boosts collaboration and cohesion within the town hall.

**Reduced forgetfulness:**
By recording all tasks to be completed in a task manager, the team leader minimizes the risk of oversight or neglect. He can be sure that nothing slips through the cracks and that all responsibilities are taken care of, with precise deadlines.


### The benefits of a task manager for the employee:

**Work management:**
A municipal software helps to keep track of the tasks assigned to the employee. They can organize their activities, set priorities and avoid oversights, all of which contribute to better workload management. Municipal operations can be managed from a computer, tablet or smartphone. This compatibility means that everyone, whether in the field or in the office, can find what they're looking for.

**Project and file tracking:**
A municipality management solution enables employees to track the progress of specific projects or files on which they are not working alone. They can note milestones achieved, important information and actions to be taken, making it easier to collaborate with other colleagues or departments in the municipality.

**Priority management:**
Employees can prioritize tasks according to importance and urgency. In this way, they can concentrate on activities that are crucial to the commune, and avoid being overwhelmed by lower-priority tasks.

**Reminders and notifications:**
Task managers often offer the option of setting reminders and notifications. This ensures that the employee doesn't forget deadlines, important meetings or actions to be taken, thus contributing to better punctuality.

**Personal assessment :**
A task manager enables employees to reflect on their own performance. They can analyze their achievements, identify areas for improvement and take steps to enhance their efficiency.



## Case study: How did the commune of Saxon (CH) breathe new life into its activities with WEDO?

In this article, you'll discover how the Commune de Saxon improved internal communication between its councillors, sector managers and staff. A successful implementation, both in terms of productivity and staff motivation:

[**Read article**](https://wedo.com/blog/commune-of-saxon-a-digital-revolution-in-municipal-administration)


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



In the context of digitalization, it is essential to improve the efficiency of administrative tasks within municipalities and public administration to ensure better delivery of public services.

Software helping municipalities and local authorities to manage their daily operations

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Digital transformation of public administrations

Brainstorming sessions are often the crucible of creativity, innovative ideas and free expression. Whether around a meeting table or online, these dynamic meetings can take meandering paths, exploring an impressive array of ideas often represented by multicolored sticky notes or diagrams drawn on a whiteboard. However, in the midst of all this excitement, it's essential not to lose sight of the original objective: to generate ideas, productive discussions and, above all, informed decisions.

This is where the need to synthesize and record all those ideas comes in the nightmare of every brainstorming report writer. In this article, we'll explore the art of writing a brainstorming report, a document that captures the outcomes of these dynamic meetings. We'll look at how to turn the constructive chaos of brainstorming into a simple, clear and actionable written report for the future.

### Step 1: Preparing for the meeting

**1. Prepare in advance:** 
Familiarize yourself with the subject of the brainstorming session and make sure you have the tools you need to take notes. For greater speed and flexibility, consider using brainstorming tools for writing like WEDO.

**2. Prepare the brainstorming agenda:** 
At this stage, the agenda will mention only the general points on which the group should reflect and come up with innovative or creative ideas. These concepts should be kept broad, to leave the door wide open for creativity. In WEDO, these broad concepts are referred to as sections, which will then be broken down by participants' ideas into themes. This pre-defined agenda provides a framework for brainstorming.

**3. Identify roles**: 
If possible, appoint a moderator and a scribe. The moderator, often standing, facilitates discussion, illustrates and notes ideas on a board or sticky notes, and encourages participants to express themselves. The scribe transcribes and synthesizes the information into a report. When visual brainstorming, the script may need to regularly take photos of the discussion board to make sure no information is missed.

### Step 2: Note-taking during the brainstorming session

**1. List ideas:** 
Create a structured list of all the ideas generated during the meeting. WEDO lets you list each idea in themes for a clear structure. Take note of all ideas, even those that seem far-fetched or off-topic. Use key words, short phrases, photos or diagrams to record information quickly. 
    
![animer un brainstorming](https://wedo-assets.sos-ch-gva-2.exo.io/Brainstorming_Od_J_EN_f618169554.png)
    

**2. Record key discussions:** 
Take note of participants' points of view, debates and important discussions. This will help give context to the ideas generated.

**3. Encourage brainstorming decision making :** Whenever a decision is made, be sure to record it in your report, along with the reasons for it. With WEDO, you can formalize decision-making with the voting module, enabling you to come to a decision transparently and fairly.

![brainstorming output with the voting feature](https://wedo-assets.sos-ch-gva-2.exo.io/Brainstorming_Od_J_EN_1_1_5fea3e77db.png)

### **Step 3: Reorganize ideas and information**

It's hard to maintain a logical flow of ideas when brainstorming. Once the brainstorming session is over, it's time to organize the information gathered.

**1. Restructure the list of ideas if necessary:** 
Take the time to reorganize and group similar ideas into the right themes to define the common thread of your report.

**2. Summarize discussions:** 
Scan your notes to identify the most relevant or influential discussions. Summarize them concisely. Don't hesitate to use colors or emojis to structure your paragraphs or categorize ideas.

![synthèse de brainstorming en ligne](https://wedo-assets.sos-ch-gva-2.exo.io/Brainstorming_lister_idees_EN_76019bb7e2.png)

**3. Highlight decisions:** 
Highlight all decisions made during the brainstorming session. In WEDO, you can decide on a decision so that it becomes official and is highlighted in your report.

### Step 4: Write the brainstorming report

Now that you've organized the information, it's time to write the report itself:

**1. Introduction:** 
Start with a brief introduction explaining the purpose of the brainstorming session, the date, the participants and the context.

**2. List of ideas:** 
Present the list of ideas generated during the brainstorming session in the form of sections and themes.

**3. Conclusions and decisions:** 
Decisions can be listed in each theme, but they can also all be duplicated and added to a special theme, summarizing all the decisions made during the meeting. This summary will delight those who need a quick overview of the meeting's outcomes.

![Synthèse des décisions](https://wedo-assets.sos-ch-gva-2.exo.io/Brainstorming_Od_J_EN_2_2745b387be.png)

**4. Action plan:** 
End the report with an action plan. Outline the next steps to be taken, the actions to be taken and the people responsible for implementing them. In a WEDO report, you can create tasks directly in the report. The task will include a description, a deadline, a responsible person and an observer if required, as well as attachments or comments. These tasks will be sent automatically to each participant's task manager, for easy project follow-up.

![Action plan brainstorming](https://wedo-assets.sos-ch-gva-2.exo.io/Brainstorming_Od_J_EN_3_c31b07dc14.png)

In conclusion, writing up the outcome of a brainstorming session requires preparation, effective note-taking and organization. WEDO software is an invaluable brainstorming tool for simplifying this process, centralizing information and facilitating team collaboration. Your brainstorming reports will become valuable documents for decision-making and future planning. It also allows you to conduct brainstorming meetings online.

Interested in this topic? In a future article, we'll be taking a closer look at the second key role in a brainstorming meeting: that of the facilitator. We'll look at the most effective methods for engaging participants and encouraging creativity.

In this article, we'll explore the art of writing a brainstorming report, a document that captures the outcomes of these dynamic meetings. 

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