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

Read the new issue of Erfolg magazine and the article about the role of WEDO collaboration platform in managing meetings and tasks in a company.

Enjoy the read! (Article only in German)

::button-primary[Read the article]{link="https://wedo-assets.sos-ch-gva-2.exo.io/Saas_Loesung_ba1e662f69.pdf"}

Read the new issue of Erfolg magazine and the article about the role of WEDO collaboration platform in managing meetings and tasks in a company. Enjoy the read! (Article only in German)

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A Swiss SaaS solution for managing meetings and tasks

## What are the organizational challenges in the education sector?

For educational organizations, communication and collaboration are central and essential issues. The management of these structures must be able to actively exchange with all departments to ensure the smooth running of their institution. Management's responsibility is also to foster optimal collaboration between administrative and pedagogical teams.

In terms of collaboration, here are some challenges in the education field:

 🗓️ Managing, monitoring and ensuring the efficiency of various meetings: board of directors, deans' meetings, pedagogical meetings, bilateral meetings, team meetings, etc.

✅ Complete and review tasks of the school management and professionals, as well as of the individual departments, competence centers and partner institutions

 📋 [Manage recurring procedures](https://wedo.com/blog/schools-faculties-automate-your-recurring-procedures)

---

## What hinders organizations from working together efficiently?

Employees often have to reach their objectives with limited and inefficient resources. Email remains the most common used communication channel, and it is to be criticized that few truly collaborative tools are available in everyday education.  
Another finding is that meetings are often poorly prepared, often too frequent, and sometimes interminable… in short, unproductive. However, meetings are crucial for the exchange of information. In the sector, these meetings bring together multiple actors: members of the management, administrative staff, deans, professors or teachers, as well as external stakeholders. The challenge for the management is to efficiently manage these multiple meetings while involving each participant before, during and after the meetings.  
So how do you overcome these organizational and collaborative difficulties while encouraging the digitalization of processes?

## Our solutions to improve collaboration within schools and faculties

WEDO is a collaboration tool that is perfectly suited for the internal organization of schools and faculties. Our solution is already helping many institutions to overcome their organizational challenges and improve internal communication.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2022_08_wedo_education_1_7b7a9d1792.svg)

Find out how the **WEDO platform** supports schools and faculty in their daily collaboration.

### 1\. Create a collaborative structure tailored to the education sector

Each department or service of the institution can manage its various projects organized in "workspaces". These spaces allow the institution's employees to share meetings, tasks and files. TheWEDO solution brings together all these features on a single platform. 💡Note that collaboration with external specialists is also very simple and possible without additional costs.

### 2\. Manage all meetings in one tool

From workspaces, users can manage all their meetings with WEDO: from the Board of Directors to the Deans, including pedagogical meetings and bilateral discussions. With the "Meeting" module, agendas can be prepared together as a team, minutes can be taken in real time, and assigned tasks can be tracked from one meeting to the next.

### 3\. Prepare agendas collectively

Unproductive meetings are usually the result of poor preparation. The feature that changes the daily life of management and administration is, without a doubt, the collective preparation of meetings. With WEDO, each employee can complete the agenda to prepare their contributions in advance. It is also possible to share and add documents, for all the information that will be consulted in advance or presented during the meeting (PDF, Excel, Word, PowerPoint, etc.).

### 4\. Highlight decisions made during meetings

Meetings are often closed without having documented clearly made decisions or knowing the pending issues and their deadlines. With WEDO, it is very easy to document the decisions and delegate the associated tasks in a reliable way. The meeting minutes are always clearly organized so that the relevant information can be found immediately.

### 5\. Delegate tasks in meetings

It is possible to create tasks and delegate them immediately during the meeting. Thus, the employees involved will be operational as soon as the meeting is over. From one meeting to the next, WEDO keeps track of the tasks completed so that you can always keep an eye on the deadlines set.

### 6\. Transparent and simple communication on running tasks

The task manager integrated into the WEDO platform simplifies collaboration and communication. It is possible to comment on a task, to share information and exchange with the people involved in its completion. A notification system allows you to stay informed in case of changes or important information.

### 7\. Find information quickly

With the powerful search function integrated in WEDO, you can access the required information with just a few clicks. The search runs across the platform using keywords. In this way, users can find meeting minutes, important decisions, tasks and files that contain the keyword they are looking for.

## WEDO is the ideal tool for Schools and Faculties

WEDO is a tool that brings teams together by providing multiple opportunities to communicate and collaborate efficiently. By integrating our solution in many schools and faculties, we understand the educational sector's organizational challenges. Enhance collaboration within your institution with our features:

🗓️ Agenda preparation, real-time minute taking and tracking of delegated meeting tasks.

✅ Collaborative management of tasks through workspaces. 

▶️ Automation of workflows to improve the quality of internal processes.

![WEDO-education-2_EN.png](https://wedo-assets.sos-ch-gva-2.exo.io/WEDO_education_2_EN_d4dae7e484.png)

These customers have chosen WEDO to collaborate efficiently in their schools:

::button-secondary[Learn more about their testimonials]{link="/industries/education"}

Holding and tracking meetings, coordinating between departments, exchanging information and managing administration are daily challenges for the education sector. Learn how WEDO helps schools and academic institutions improve collaboration by optimizing their meeting and task management.

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How does WEDO help schools and faculties improve their collaboration?

## Management of recurrent procedures: what are the challenges?

In administrative departments, process management is an integral part of daily activities. Procedures are often summarized as lists of tasks to be performed in a predefined order. While these steps are common and everyday for educational institutions, completing them can be difficult and may challenge the institution's quality assurance. Let's explore some common obstacles together:

* A large amount of information to process through different communication channels: internal documents and notes, emails, calls, letters, etc.
* Complex organization: many employees involved in the process.
* Transversal coordination (several departments and sites involved).
* Documents that are not up to date and follow-up files that are not very collaborative, even complex (spreadsheets, Excel sheets, Word documents).
* A lack of clarity in the tasks to be accomplished (no reference document or with incomplete explanations)
* A hybrid work mode: face-to-face and remote employees.
* A lack of global communication that can jeopardize the quality of execution.
* A staff leaving the company, which hinders the completion of a procedure in cases where the former employee had the necessary know-how and knowledge.

![WEDO-education-3.png](https://wedo-assets.sos-ch-gva-2.exo.io/WEDO_education_3_f57f4a4685.png)

Does this list remind you of situations you have experienced? Do you work in the education sector and think your procedures' conduct could be improved?

WEDO offers you the **Templates and Checklists** feature that allows you to increase the efficiency and collaboration of your departments. Find out how to automate your institution's routine procedures by quickly creating templates and generating predefined task lists.

## We help you manage your recurring procedures

### 1\. Model your recurring procedures

#### ✅ List and assign tasks

Ensure the quality and monitoring of your internal processes by creating templates for each procedure. This way, the employees get a clear and structured overview of the processes in place and the tasks for which they are responsible.

#### 📅 Plan the tasks

For each task, define deadlines relative to a reference date. When you launch a checklist based on the template, the deadlines will be automatically generated. You can then distinguish :

* Tasks to be done before the reference date
* Tasks to be done on the reference date
* Tasks to be done after the reference date

#### ↗️ Sharing information

The templates will also allow you to transmit knowledge to employees while maintaining consistency in executing procedures. Train new employees efficiently by giving them access to the checklist templates that concern them.

#### 📋Modify template tasks at any time

Does a procedure need to be reviewed? Authorized users have easy access to the model's tasks to revise it.

### 2\. Launch a checklist when the procedure is to be performed

Is your template ready? All you have to do is launch a checklist to start a procedure! Then, your colleagues instantly receive the tasks they are responsible for in their personal space.

### 3\. Collaborate and communicate easily

Communicate with your colleagues by commenting on the tasks from each current checklist. Your colleagues will be instantly notified and can exchange with you.

### 4\. Follow the progress of the procedures in progress

With this feature, your follow-up is assured, and you can :

* Analyze the progress of a specific checklist.
* Get a global view of the progress of all current checklists.
* Sort checklists according to their progress percentage or their reference date.

## Education sector: standardized procedures to ensure quality

Ensuring the quality of services to customers and partners is a significant challenge for training institutions. Many institutions obtain certifications and labels, such as the ISO standards (21001:2018) for education and training organizations. The administrative requirements to obtain these certifications are often tedious. WEDO will assist you throughout the implementation of these particular procedures. Once your institution is certified, the Templates and Checklists will ensure quality in executing your institution's internal processes.

## Some examples of procedures you could manage with WEDO in your institution

### **Management, Administration & Secretariat**

* Organization of the school start
* Material orders
* Preparation of the timetables
* Preparation of the curricula
* Annual budget
* Organization of graduation ceremonies
* Certifications & labels
* Administration of the alumni network

### **Human Resources Management**

* Entry of an employee
* Leave of an employee
* Recruitment process

### **Admissions Office**

* Student application
* Student matriculation
* Student visa

### **Pedagogical groups**

* Exam preparation
* Pedagogical days
* Organization of activities
* Organization of congresses

### **Academic events**

* Open house
* Alumni meetings
* Information events
* Special events

### **Marketing & Communication**

* Communication campaigns
* Marketing campaigns
* Translations

---

Want to test our tool to manage recurring processes in your educational institution?

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

These customers have chosen WEDO to collaborate efficiently in their schools:

::button-secondary[Learn more about their testimonials]{link="/industries/education"}

In administrative services, process management is an integral part of daily activities. Do you work in the education sector and think your procedures could be improved? WEDO offers the Templates and Checklists feature to help you track and collaborate on your processes. In this article, you will find out how to automate the recurring processes in your educational institution.

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Schools & Faculties: automate your recurring procedures

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

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

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

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

Let's get started!


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

Managing a remote team sounds simple: set tasks, assign owners, and let everyone work from anywhere.

In reality, remote task management brings its own unique set of challenges. Without a shared office space, staying aligned on priorities, deadlines, and progress can quickly turn into a juggling act.

Scattered communication, delayed updates, unclear ownership; these problems can slow down even the most capable teams. Project managers and team members alike often find themselves buried under emails, toggling between tools, or struggling to track progress across different projects.

That’s why successful distributed teams don’t just rely on more meetings or more messaging apps. They need a collaborative task management system that helps everyone stay organized, prioritize tasks, and work together effectively, no matter where they are.

[WEDO](https://wedo.com/features) simplifies remote task management by bringing meetings, tasks, projects, and collaboration into one intuitive platform, so teams can spend less time managing work and more time making real progress.

![Remote task management infographic contrasting what gets in the way versus what works, including task ownership, communication, and progress tracking.](https://wedo-assets.sos-ch-gva-2.exo.io/remote_task_management_what_gets_in_the_way_vs_what_works_en_1c8364b117.png)

## The Challenges of Remote Task Management

Managing tasks across a distributed team creates challenges around visibility, accountability, and alignment. Without a shared office space, communication gaps tend to grow quickly, and small problems compound over time.

Here are some of the key difficulties remote teams face when managing tasks:

**1. Unclear task assignment**

Without a consistent system, team members can lose track of who owns which task and when it is due. As a result, important work can be delayed or forgotten altogether.

**2. Difficulty monitoring progress**

Project managers often have to chase updates through scattered emails and chats. Without a centralized place to check progress, it becomes harder to make informed decisions or adjust priorities.

**3. Disorganized file sharing**

Documents often live across email threads, chat messages, and cloud folders. It becomes easy to lose track of the latest versions or miss important attachments that should have been connected to specific tasks.

**4. Complex projects without a high-level view**

Remote teams working on large initiatives struggle to see how tasks connect to bigger goals. Without clear visual workflows, it is easy to miss dependencies and deadlines that impact the entire project.

**5. Collaboration slowed by scattered communication**

When discussions happen across too many channels without being tied to specific tasks, collaboration becomes inefficient. Important information is buried, and follow-ups get missed.

## What Remote Teams Need to Manage Tasks Effectively

Solving the challenges of remote [task management](https://wedo.com/features/tasks) starts with the right foundation. Teams need more than just communication tools or shared drives. They need a system that brings clarity, accountability, and structure into their daily work.

Here are the core elements that help distributed teams manage tasks successfully:

### Clear task ownership and accountability

Every task should have a single owner, a due date, and clear expectations. Teams work faster when there is no confusion about who is responsible for the next step.

### Flexible ways to manage and view tasks

Different projects require different approaches. Some teams work best with Kanban boards, others prefer structured lists or timeline views. A flexible task management tool makes it easier to adapt based on the project’s complexity.

### Templates for recurring workflows

Repeatable processes, such as onboarding or reporting, should not start from scratch every time. [Checklist templates](https://wedo.com/features/tasks) help teams launch recurring workflows faster and reduce the risk of missing critical steps.

### Integrated collaboration

Meetings, tasks, files, and conversations should live in the same system. Scattered tools slow teams down and create more work. Integrated collaboration keeps everything tied to real action items.

### An intuitive interface that remote teams can use immediately

A [task management app](https://wedo.com/features/tasks) should make it easier to organize work, not harder. Remote teams need an intuitive platform that simplifies navigation, speeds up adoption, and reduces training time.

Strong remote task management depends on having the right systems in place. Teams that can assign tasks clearly, track work visually, and collaborate in context are much more likely to stay organized and deliver projects on time. WEDO was built around these core needs, helping teams manage tasks more clearly and collaborate more effectively from anywhere.

## Why WEDO’s Task Management Platform Stands Out for Distributed Teams

![Infographic showing the structure of a high-value recurring meeting with agenda, responsibilities, and outcomes.](https://wedo-assets.sos-ch-gva-2.exo.io/the_structure_of_a_high_value_recurring_meeting_en_35539fea09.png)

Distributed teams need more than shared drives and endless chat threads to stay on track. To manage work effectively from anywhere, they need a platform that connects meetings, tasks, collaboration, and progress tracking in one place, without adding complexity. WEDO was designed for this exact environment.

Here’s how WEDO helps remote teams manage tasks and projects with clarity, consistency, and confidence:

### Complete task and project organization in one platform

[WEDO](https://wedo.com/features) brings meetings, tasks, project tracking, and file sharing together in a single workspace. Teams can create collaborative agendas, assign action items during the meeting, and track progress afterward without jumping between tools.

Tasks are assigned in real time during discussions, with responsibilities, due dates, and attachments captured on the spot. Participants can contribute directly to meeting minutes, review agendas in advance, and access signed summaries afterward to stay aligned on what was decided. Electronic signature functionality also supports remote validation, providing a complete record without requiring anyone to be physically present.

Every task is linked to its original context, whether created [during a meeting](https://wedo.com/features/meetings) or in a project workspace, so nothing gets lost, misfiled, or forgotten.

### Flexible task management for simple and complex projects

Not every team or project works the same way. WEDO supports a range of task views to suit different needs, from structured lists for detailed workflows to [Kanban boards](https://wedo.com/blog/what-is-a-kanban-board-tools-apps-and-project-use-cases-explained) for visual tracking and Gantt charts for timeline-based planning.

These views are shared across the team and updated in real time, making it easy for everyone to see priorities, dependencies, and responsibilities at a glance. Tasks can be filtered, reorganized, and adjusted as projects evolve, without introducing confusion or duplication.

### Standardized workflows with shareable checklist templates

When processes are repeated across teams or locations, standardization saves time and reduces risk. WEDO’s checklist templates make it easy to build repeatable workflows for tasks like onboarding, audits, or monthly reports.

Each template includes predefined steps, assigned owners, and deadlines, so teams don’t have to start from scratch. Templates can be shared across teams or departments, helping distributed organizations maintain consistency and quality from one site to the next. Progress is tracked in real time, so it’s always clear what’s done and what’s still in motion.

### Integrated file sharing and task-based collaboration

Files and conversations often get lost in email chains or disconnected tools. WEDO keeps everything in context by tying documents, comments, and notes directly to the tasks and meetings they support.

Team members can upload, annotate, and discuss documents within the platform, keeping collaboration focused and eliminating version control headaches. Whether it's a project brief or a checklist attachment, all materials are exactly where they need to be.

### Real-time updates, smart notifications, and mobile access

WEDO helps teams stay informed without creating noise. Smart notifications alert users to updates, comments, and task changes based on personal preferences, so people can stay in sync without constant check-ins.

The mobile app makes it easy to review progress, respond to updates, or manage tasks from anywhere, at home, on the road, or between meetings. And because WEDO supports asynchronous work, distributed teams can keep projects moving even across different time zones or schedules.

### Security, scalability, and performance built for modern teams

WEDO is hosted in secure, ISO-certified Swiss data centers and meets high standards for data protection and compliance. The platform scales with your organization, whether you’re managing a single team or coordinating large, multi-team initiatives.

It’s powerful enough to handle complex projects and user groups, yet intuitive enough that teams can adopt it quickly and start seeing value right away.

WEDO’s platform brings structure to remote collaboration, making it easier to plan, execute, and follow through without the friction of disconnected tools. It gives distributed teams the clarity they need to stay productive, aligned, and in control, no matter where they’re working from.

## Conclusion

Managing tasks across a distributed team requires more than communication and good intentions. It demands systems that keep work organized, maintain visibility across projects, and allow teams to collaborate effectively without creating additional complexity.

[WEDO](https://wedo.com/features) simplifies [remote task management](https://wedo.com/features/tasks) by bringing meetings, tasks, projects, and collaboration into one intuitive platform. Teams can organize their work through flexible views, automate recurring processes with checklist templates, track real-time progress with smart notifications, and manage project files in one centralized location. Features like Kanban boards, Gantt charts, and integrated file sharing provide the structure needed to run complex projects while remaining accessible enough for daily collaboration.

By combining clarity, flexibility, and ease of use, WEDO helps distributed teams [prioritize tasks](https://wedo.com/blog/guide-to-managing-and-prioritizing-your-daily-tasks), monitor progress, and keep projects running smoothly, no matter where team members are located.

If your team is ready to move beyond fragmented tools and manual workarounds, WEDO offers a smarter way to manage tasks and collaborate remotely.

[Start your free trial today](https://wedo.com/signup) and see how [WEDO](https://wedo.com/features) keeps distributed teams aligned, productive, and organized.

Simplify remote task management with WEDO. Organize tasks, track progress, and keep distributed teams aligned in one collaborative platform.

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How WEDO Simplifies Remote Task Management for Distributed Teams

Work gets done every day. But how does it get done? That’s often unclear.

Tasks are scattered across chats, emails, and meetings. Progress happens, but not always efficiently. A step gets skipped. Someone doubles up on work. Deadlines shift, and no one’s quite sure why.

That’s the cost of not having a workflow or not managing one well.

Workflow management basically creates a structure where there isn’t any. It helps teams follow a clear path, reduce back-and-forth, and finish what they start without wasting time.

Whether you're handling routine approvals, multi-step projects, or team-wide coordination, having a workflow and managing it well saves time, reduces confusion, and keeps things moving. This guide breaks down what workflow management actually means, why it matters more than most teams realize, and how the right tools can help you make it part of your everyday work.

## What Is Workflow Management, Really?

Workflow management means defining how work moves from start to finish. Each task has a purpose, a place in the process, and someone responsible for moving it forward. Instead of relying on memory, inboxes, or scattered notes, the steps are mapped out and visible to the team.

Every business process includes repeatable steps — reviewing documents, collecting approvals, and coordinating tasks. These patterns can be simple or complex, but they’re always easier to manage when clearly defined. That’s where workflow management helps. It brings structure to patterns so the work becomes more predictable, repeatable, and less stressful to complete.

Some workflows involve only a few steps. Others span departments, involve multiple people, or need progress tracking across tools. In all cases, clarity improves speed and reduces the chance of errors.

A good workflow management system or workflow management software helps teams put this structure into action. It helps teams create tasks with clear ownership, track progress as work moves, and keep everything visible without constant check-ins. Instead of repeating steps or missing deadlines, the team stays aligned and knows exactly where things stand.

## Why Managing Workflow Is Hard Without a System

Most teams don’t realize how much time they lose just figuring out what’s next. Without a clear system, work gets stuck in all the usual places: waiting on approval, missing a detail, assigned to the wrong person, or duplicated without anyone noticing.

The symptoms usually show up gradually: questions that get asked twice, updates that don’t match, deadlines that slip without warning. Everyone’s busy, but the results are scattered.

When teams rely on chat threads, spreadsheets, or memory to manage their process, things break down. There’s no shared view of what’s been done, what’s coming next, or where things are stuck. That’s where workflow management becomes more than a nice-to-have. It becomes the way to actually move work forward without extra effort.

Effective workflow management gives every task a place in the bigger picture. It reduces manual follow-ups, avoids redundant tasks, and keeps the team aligned. Updates happen in real time, so everyone sees the same status without needing to ask for it.

Even simple projects run smoother with structure. A shared process gives people clarity, frees up mental space, and removes the guesswork from daily work.

## The Two Core Workflow Types

Most workflows fall into one of two categories: sequential or parallel. Understanding the difference helps you design a process that actually works for your team and avoids unnecessary delays or confusion.

![Infographic in English showing the difference between sequential and parallel workflows with icons and examples.](https://wedo-assets.sos-ch-gva-2.exo.io/sequential_vs_parallel_workflows_whats_the_difference_en_fa0f8230d8.png)

### Sequential workflows

A sequential workflow moves in a straight line. One task needs to be completed before the next one begins. This structure is common in processes like document approvals, content publishing, or expense reviews, where each step depends on what came before.

**For example:**

A new hire onboarding process might include setting up accounts, submitting paperwork, and assigning equipment. Each task happens in a specific order, and the next one only starts once the previous one is marked complete.

Sequential workflows are easy to follow and ideal when accuracy and order matter. But if they’re not tracked well, a single delay can stall the entire process.

### Parallel workflows

Parallel workflows allow multiple tasks to run at the same time. These are common when work spans departments or when different team members can make progress independently.

**For example:**

A product launch might involve writing content, designing assets, preparing sales materials, and scheduling announcements, all happening at once, but still part of the same project. Parallel workflows help teams move faster, but they also require coordination. Each task needs to be tracked clearly so nothing falls behind.

Both types of workflows require structure to work well. When teams can see what’s happening, what’s waiting, and who’s responsible, things get done faster and with fewer interruptions.

## What to Look for in a Workflow Management Tool

Not every tool that tracks tasks is built to manage workflows. A good workflow management tool should help you set up structure, follow progress easily, and adapt as your process changes. It should work for your team, not make the team work around the tool.

Here’s what to look for:

### ✔️ A clear layout that mirrors your process

Visual clarity makes a big difference. You should be able to see the steps of your workflow process at a glance. Tools that offer list views, board views, [Gantt charts](https://wedo.com/features/project-management), or drag-and-drop task movement make it easier to reflect the way your team actually works.

If your process involves stages like “To Review,” “Waiting on Feedback,” or “Complete,” your tool should let you build those into the workflow without needing a workaround.

### ✔️ Basic task management features that stay out of the way

At the core of any workflow is a set of tasks. You need to be able to create them quickly, assign them to a team member, add a due date, and mark them as done. These features should be easy to use, not hidden behind too many steps.

Some workflows are short and simple. Others include multiple team members, subtasks, and dependencies. Your tool should support all three without getting in the way.

### ✔️ Real-time visibility

When you update a task, reassign a step, or check something off, that change should show up immediately. Teams move quickly, and outdated information creates confusion. [Real time updates](https://wedo.com/features/meetings) reduce the need for follow-ups and help everyone see what’s actually going on.

### ✔️ Support for automation

Many workflows include steps that repeat every time, such as sending a reminder, assigning the next task, or changing the status when a condition is met. A tool that supports automated workflows can handle those repetitive steps without manual effort. This saves time and reduces errors in daily work.

### ✔️ Built to support different ways of working

Some teams follow a fixed process, step by step. Others run multiple tasks in parallel, with different people working at the same time. A good tool should support both. You should be able to map out your process as it really happens, not force it into a structure that doesn’t fit.

### ✔️ Customization that doesn’t require technical setup

The tool should let you build customized workflows that fit your team’s process. If you have to request admin access or rebuild the setup every time your process changes, the tool slows you down. Look for something that gives you control without extra layers.

### ✔️ Works across teams and scales with you

As your team grows or your work gets more complex, the tool should still work. A good workflow management system scales with your process, your team, and your priorities. That includes visibility across departments and features that don’t break down under pressure.

### ✔️ Cloud-based access that fits remote or hybrid teams

If your tool only works in one environment or on one device, that’s a limitation. A cloud-based system makes it easier for teams to work together, whether they’re in the same office or spread across time zones.

![Infographic in English highlighting the key elements of a good workflow management tool, including automation, visibility and cloud access.](https://wedo-assets.sos-ch-gva-2.exo.io/what_to_consider_when_choosing_a_project_management_tool_en_d107067037.png)

## How WEDO Supports Smarter Workflows (Without Adding Complexity)

A workflow tool only works if the team actually uses it. [WEDO](https://wedo.com/features) gives teams structure without forcing them to change how they work. The features feel familiar, the setup is quick, and the process fits into your day, not the other way around.

In WEDO, every workspace gives you the tools to build and follow a clear process. You can organize tasks by stage, priority, or timeline using a flexible [kanban view](https://wedo.com/features), list, or [Gantt chart](https://wedo.com/features/project-management) view. It’s easy to move things with drag and drop, assign owners, and adjust task details as work moves forward.

Tasks aren’t floating around in isolation. They’re connected to your meetings, notes, and follow-ups. If an action item comes out of a team discussion, you can turn it into a task on the spot, with context already attached. No need to switch tools or manually copy over details.

Workflows can be simple or more structured. You can set up something sequential, where one [task depends on the next](https://wedo.com/features/tasks), or keep things open for parallel progress across team members. You don’t need to choose between flexibility and structure; WEDO handles both.

The platform supports real-time updates, clear ownership, and visibility across the team. And because it’s cloud-based, you can access your workflow from anywhere, whether you’re in a meeting, working remotely, or just trying to keep everything on track.

If your team is ready to streamline how work moves from start to finish, WEDO gives you the tools to do it, without adding extra complexity.

**Ready to make your workflows smarter and easier to manage?** Start your [WEDO free trial](https://wedo.com/signup) today.

Learn what workflow management really means, how it supports better teamwork, and how tools like WEDO help streamline everyday work.

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What Is Workflow Management and Why Does It Matter?

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.

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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

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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.

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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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