![software architecture project management](https://wedo-assets.sos-ch-gva-2.exo.io/i_Stock_1508581187_d1d980cddf.jpg)

## Architecture: collaboration at the heart of success

In the world of architecture, effective collaboration between various project partners is the key to success. Architectural firms face several major challenges in terms of project management, collaboration and communication, mainly due to the complexity and multidisciplinary nature of their projects. 

**1. Coordination of the various parties involved:** Architectural projects involve many players, such as engineers, contractors, suppliers, and customers. Effective coordination between these parties is essential to meet deadlines and budgets.
**2. Change management:** Architectural projects are subject to constant change. Managing these changes effectively without disrupting the overall workflow or deadlines can be a real challenge.
**3. Communication and information sharing:** Clear communication and effective information sharing are crucial. Misunderstandings or delays in transmitting information can lead to costly errors.
**4. On time and on budget:** Projects often have to be completed to tight deadlines and with limited budgets. Efficient management of time and resources is therefore a constant challenge.
**5. Document management:** The quantity of documents generated (drawings, specifications, contracts, etc.) is considerable, and managing them can become a headache, especially to ensure they are up-to-date and accessible to all stakeholders.
**6. Managing customer expectations:** Understanding and meeting customer expectations, while managing technical and budgetary constraints, is essential to project success.

These challenges call for innovative solutions and adapted tools to facilitate project management, collaboration, and communication within architecture firms. The ability to overcome these obstacles determines the quality of the final work and customer satisfaction. 

## Case study: Sarch architects in Zürich

Faced with these challenges, the architectural firm [Sarch](https://www.s-arch.ch/) found WEDO the ideal solution for optimizing its project management. We immerse ourselves in the day-to-day work of Marc Schulz and his team, who use WEDO to manage the complex coordination inherent in the realization of architectural projects.

![Marc Schulz, Architect](https://wedo-assets.sos-ch-gva-2.exo.io/Architecture_en_9f63f6de9a.png)


### Why did you choose WEDO and what other solutions did you consider?

We chose WEDO because it's developed and hosted in Switzerland. Previously, we had considered other solutions such as Meetingbooster and iMeetingX, but in the end, WEDO's local solution convinced us.

### What challenges were you looking to overcome with the integration of WEDO?

The biggest challenge in our workflow was to have an overview of tasks in all meetings and to involve all participants. WEDO proved to be the solution for this, as it enables us to manage all tasks centrally and assign them to the relevant participants.

The features we like best about WEDO are the ability to import tasks from previous protocols and assign them to participants. We've even used the API and webhook to transfer tasks directly into our central CRM software.

### What major improvements have you seen in terms of processes, collaboration and productivity since integrating WEDO?

The use of WEDO has had a positive impact on the efficiency and productivity of our work processes, particularly for the rapid drafting of meeting minutes.

WEDO has improved our working methods by enabling better collaboration and encouraging participants to complete their tasks via the platform.

Although we have no concrete figures or metrics to demonstrate WEDO's impact, we mainly use the platform for file notes and meeting minutes. The PDF export function is particularly useful for participants who prefer to read the minutes offline.

Overall, we would recommend WEDO to other companies or professionals in our industry, as it offers an effective way of keeping track of tasks, outstanding issues and decisions in minutes.

### How do you interact with your partners in WEDO?

WEDO enables us to integrate our partners into our project monitoring and to interact directly with them. Companies and outsiders have reacted positively to WEDO, even if some were skeptical about web-based solutions. Collaboration is easy and centralized in one place.

![Swiss hosted software](https://wedo-assets.sos-ch-gva-2.exo.io/Architecture3_946d4abea3.png)


## How can WEDO improve architectural project management?

**Meeting management:** Prepare meetings as a team, take minutes in real time and track the tasks assigned to your colleagues.

**Task management:** Create workspaces for your projects, departments and teams, then share tasks with colleagues and partners.

**Recurring procedures:** Save templates for your proceedings then follow the progress of your checklists in real time.

**Project management:** Create project workspaces, organize meetings, assign tasks and share files with project members.


[Discover all WEDO features](https://wedo.com/features)

In the world of architecture, effective collaboration between various project partners is the key to success. Faced with these challenges, the architectural firm Sarch found WEDO the ideal solution for optimizing its project management. 

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Architectural firms: the challenge of multidisciplinary projects

To mark International Women's Day on March 8, we'd like to shine the spotlight on an inspirational figure in our company: web developer Michèle. Joining the team as an intern, Michèle quickly distinguished herself through her talent and passion, becoming a key member of our development team - a field often dominated by men. On this special day, we'd like to find out more about her unique career path and her experiences as a woman in the technology sector.

![Michèle Reymond's introduction](https://wedo-assets.sos-ch-gva-2.exo.io/Michele_Reymond_intro_ed5812ed90.png)

## Personal and professional background :

### Michèle, could you tell us a little about your background before joining WEDO?

I studied visual communication at the Bern University of the Arts, where I graduated with a Bachelor's degree in 2016. I then started my professional life as a graphic designer at an agency in Fribourg. Although this was a really fun and formative experience, I soon realized that printing wasn't my cup of tea. So I naturally headed for a digital communications agency where I had the chance to explore different areas that interested me, such as motion design, website creation, video and so on. The desire to train properly in the field of programming grew and so I enrolled in the [Formation du Wagon](https://www.lewagon.com/fr) in 2020 and then in the [École 42](https://42lausanne.ch/) in Lausanne in 2021. After two years of intense training in this new kind of school, I have successfully completed the core curriculum. To validate this first part of our training, we have to do an internship with a company, and it was on this occasion that I landed at WEDO.

### What were your first steps in web development?

To answer this question, we need to go back to the 90s. Back then, every teenager worth his salt had a little space for online expression: a skyblog. While I'm no exception to the rule, I found this platform far too limited, so at the tender age of 13, I took tutorials to learn how to create my own website using HTML, CSS and JavaScript. At the time, I was already drawing a lot and I was beginning to take an interest in all the creative tools available (photo and video editing, digital painting, etc.).

For me, the web simply became a new way of creating, and above all a way of sharing my creations in a space that suited me, rather than using a ready-made platform.

### What motivated you to embark on an IT career?

It's a mixture of several things. First of all, as I enjoyed maths and IT at compulsory school, I always wondered what would have happened if I'd chosen to study IT instead of art school. I wanted to know if I could do it. Secondly, I think I have a great need to understand how things work. Creating designs for websites and collaborating with developers when I was a graphic designer made me want to understand what they were doing. And finally, doing this training was a good way for me to get involved in women's issues. I'd like to encourage women and all other gender minorities to take an interest in IT, because I'm convinced that this field is in great need of diversity.

## Experiences as a woman in the technology sector:

### In your computer school as well as in your previous posts, have you often been the only (or almost the only) woman?

I went from a predominantly female field to a predominantly male one. In art school, the classes were mostly represented by women. In the graphic design profession, I'd say the gender balance is pretty even. In IT school, on the other hand, the overwhelming majority of students are men. École 42 has a slightly higher percentage of women than traditional engineering schools (19%).

### Have you encountered any specific challenges in this male-dominated field? Or, on the contrary, opportunities?

I think there are challenges above all, and that even the few "advantages" we may have as women, represent challenges. It's a fairly benevolent environment, and everyone wants a better gender balance. Of course, there are difficulties that everyone encounters when embarking on IT studies. But being a woman in a male-dominated field, when you're in the process of retraining and haven't been immersed in an IT culture, is a permanent and invisible battle against yourself. One of the main obstacles is the lack of role models. There are few women around us to whom we can look for inspiration, and we end up wondering whether we can do it (hello imposter syndrome). Few women grew up in an environment where they were encouraged to take an interest in IT. This creates a gap with those who have been immersed in it since childhood. Even if this is a gender-independent problem, I think that everything around us (films, TV series, people around us, etc.) gives us the impression that a woman will struggle in front of her computer and will have to ask for help from a man who knows all about IT. This leads to two problematic phenomena when it comes to training: 1. women don't dare ask for help to avoid participating in this cliché, and 2. men are more likely to ask women if they need help (hello savior syndrome).

### Do you think this disparity in gender representation is problematic?

It's a theme I've come across frequently, and one that annoys me. "You're a woman, so you'll find it easier to get a job than me with quotas" or "She passed the school entrance exam just so there would be enough women in the statistics". First of all, no, it's not easier to pass the 42 entrance exam as a woman. But it's a question that has long made me doubt my abilities. And then for the question of quotas, it's a rather problematic principle, because companies that are absolutely determined to fill quotas for women will hire profiles to the detriment of skills, and this reinforces the idea that women are less capable of doing IT. I think the only real "advantage" of being a woman in tech is that most people support us. People in the industry are happy for you to take an interest. I really felt supported throughout my career.

![a woman coding on her computer](https://wedo-assets.sos-ch-gva-2.exo.io/illustration_women_code_FR_39bd19ba74.png)

## Motivations and aspirations :

### Where do you see your career in the future? Do you have any specific goals or aspirations?

That's a difficult question to answer at the moment. My main goal was to see if I could study IT, and now that I've done that, I'm not quite sure what the next step is. Over the last few years, I've prioritized my studies and put my artistic side to one side. I'm now realizing that I've missed out on it, so I'd like to find the right balance between the technical and the creative.

## Perspectives on Programming and Technology :

### What aspects of programming are you most passionate about?

I'm most interested in programming that gives a visual result. For example, the 42 project I was most passionate about was the one where we had to do raytracing, a program that calculates a 3D rendering. For each pixel in the image, you have to calculate whether there's an object, what color it is, whether there's a shadow, whether it's a mirror or transparent, and so on. For weeks on end, I was glued to my computer, feeling unstoppable. During my internship, I also noticed that if I can intervene in the visual aspects of WEDO, I do so with greater ease. My empathy enters into the process, asking myself how I can make the application more enjoyable for the user.

### How do you see your role evolving in the ever-changing world of technology?

Indeed, technology is moving fast, and for me, it's important for women to be part of this evolution. We can't afford to miss out on these tools that are shaping the world. We need to be part of their development, to make them our own. AIs have barely arrived when they already have gender biases, because they are fed by data that deepens inequalities : “garbage in, garbage out”. I don't have a precise vision of how my role in all this will evolve, but I'd simply like to continue to be interested, and if I can motivate other women to take an interest, that's great!

## Advice and inspiration :

### What advice would you give to other women aspiring to enter the tech sector?

Go for it! You can do it, and you absolutely belong! There's no risk in taking the plunge, even if you've never had a passion for computers, if video games aren't your hobby, if you've never taken a computer apart, and so on. The tech world is vast, and you're bound to find something that piques your interest. If it's programming that particularly appeals to you, there are a multitude of languages and tools at your disposal. Faced with this abundance, it's normal to feel a little overwhelmed and undecided about where to start. My advice would be to select a programming language, whatever it may be, as a starting point to help you determine whether programming really is your passion.

### 

### Are there any female figures in technology who inspire you or have influenced you?

Of course there are! People think that IT has always been a male domain and that women haven't been interested in it, but that's not true. In fact, it's a field that's become more masculine, but it was basically 50/50. In fact, the first person to create a program was a woman: Ada Lovelace. After all, she invented the While loop! While the first computers were built by men, it was women who created the first software to run them. Then there's Hedy Lamarr, an actress who decided to help the war effort by inventing a missile guidance system, which was the basis for the invention of Wifi and GPS. Reading his biography really inspired (and annoyed) me. For a more contemporary example, I'd like to mention Isabelle Collet, a computer scientist whose conference on the influence of gender in IT I found very instructive and inspiring. Otherwise, in my close circle, the only woman I knew when I was younger who works in IT is a friend's mother, and I've always admired her for that. I think that now, all the women I know personally from near and far who are in tech, inspire me. Finally, I'm particularly saddened that in films, series, books, etc., there are so few female figures in technology. The most iconic character that inspired me was Abby from NCIS.

## Thoughts on diversity and inclusion:

### Why do you think it's important to have more diversity, especially gender diversity, in technology?

Last year, I read in the newspaper that they had, for the first time, done car crash tests with a female dummy. So about 120 years after its invention, we thought it would be nice to see if a female body reacted differently to a car crash than a male body, and therefore understand how to better protect it in the event of an accident. Apple's health app has long had no functionality linked to menstruation, even though this is an extremely important factor in women's health. For me, these examples are good reasons why diversity is absolutely essential in the teams that create these tools. Without diversity, we run the risk of creating tools that are not suitable for everyone. Diversity encourages us to think differently and be more creative. For example, we are fortunate at WEDO to have a color-blind person on the development team. This enables us to make practical and inclusive decisions when it comes to choosing colors for the interface.

![testimonial from Michèle Reymond](https://wedo-assets.sos-ch-gva-2.exo.io/Michele_EN_488847ceb8.png)



To mark International Women's Day on March 8, we'd like to shine the spotlight on an inspirational figure in our company: web developer Michèle.

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Women in IT - In the mind of Michèle Reymond

Fire departments often face considerable administrative challenges. Among the main obstacles are the complex management of human resources, the coordination of operations, the collection and centralization of data, and the management of budgets and material resources. Maintaining accurate and up-to-date reporting and regulatory controls documentation also represents a significant challenge. All these administrative aspects are essential to ensure emergency services' preparedness, responsiveness, and safety.

## Interview with Christian Mauley, Captain of the protection and safety department of Neuchâtel. He talks about how the WEDO platform helps them manage their activities.

### What is your role at the protection and safety department of Neuchâtel?

I'm deputy to the commander of the Neuchâtel coastal fire defense region and project manager for the Fire Brigade Office.

### Can you describe the Neuchâtel Fire Brigade and its activities briefly?

The protection and safety department's Fire Brigade heads up the Littoral Neuchâtel fire and defense region, which includes 40 professional firefighters and 220 volunteer firefighters. Firefighters are divided into three intervention sectors.

### What are the challenges of this multi-site organization?

The challenges associated with the multi-site organization of our fire defense region are manifold, and meticulous management is required to ensure safe and efficient operation. First and foremost, one of the main concerns is the **standardization of procedures**. With five different sites spread over three intervention sectors, all teams must **follow the same protocols and operational standards**. This ensures optimum coordination during emergency interventions and avoids confusion arising from divergent practices.

Another major challenge is to **manage the differing driving rhythms between professional and volunteer firefighters** at our different fire stations. Professionals are always on call, while volunteers have a variety of off-duty commitments. This requires careful planning to ensure that the correct number of staff is always available to respond to emergency calls while respecting individual constraints. Task management and centralized communication are essential for effective coordination between rescue centers. We use WEDO to facilitate the transmission of critical information in real-time while allowing each sector to operate autonomously for tasks specific to its geographical area. Finally, information security is paramount, especially when sharing files between sites. We must protect sensitive data and operational information from unauthorized access. Strict security measures are in place to guarantee the integrity and confidentiality of our data while enabling it to be shared securely between sites.

### Before integrating WEDO, what tools did you use for collaboration and administrative management?

We took our minutes on an Excel file for our various meetings and discussions. We had a shared diary on Outlook for the availability of rescue teams, and we exchanged information by e-mail. The fire station's various procedures and team management were documented on numerous Excel files that were not accessible to everyone at all times.

### What were the limitations of using these different tools?

Information was scattered in many places, resulting in much redundancy and loss. The dispersed communication between the various layers of the hierarchy and the fire station's stakeholders, therefore, impacted project follow-up and operations' fluidity.

### How do you use WEDO today?

We use WEDO to generate all the reports for the various meetings between the protection and safety department offices, such as regional staff reports, operational staff reports, sector reports, and daily intervention section reports. Finally, WEDO enables us to have all reports in one place so that those entitled to them can consult them at any time. Meeting members can also add items to the agenda to prepare for discussion. The platform has also enabled us to improve project management and track current information within the fire station. The platform's collaborative aspect allows us to assign routine tasks to users. In real-time, We can see how tasks are progressing, track maintenance, manage orders, and process expense claims, to name a few. It is also possible to document recurring procedures, such as material preparation or ongoing training, with checklist templates that can be launched at any time.

![Firefighter software for administrative management of firefighters](https://wedo-assets.sos-ch-gva-2.exo.io/Temoignage_Christian_Mauley_2_EN_7ed196a0fe.png)

### How did team members react to the introduction of the tool?

Consolidating various tasks and information into a single program facilitated integration of the tool. Sharing themes across all strata and management bodies enables the monitoring and transmission of information. In addition, we have created a small in-house newspaper on WEDO to increase adherence to the platform. All staff can add themes concerning current projects and past interventions in this journal. They can also add information in various formats, such as photos or regional articles.

### How does WEDO contribute to the Neuchâtel's protection and safety department digitalization process?

WEDO contributes to digitalization by considerably reducing paper printouts and centralizing project documents. The main benefits are the centralization of information, increased participation, and enhanced staff skills at all levels. The participative aspect of the platform considerably reduces the number of e-mails exchanged.


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



![Software for firefighter procedures and automatic dispatch of intervention-related tasks](https://wedo-assets.sos-ch-gva-2.exo.io/Temoignage_Christian_Mauley1_EN_2482933fb1.png)


Fire departments often face considerable administrative challenges. Interview with Christian Mauley, Captain of the protection and safety department of Neuchâtel.

Fire service captain testifies on the use of software for emergency services

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Management software for emergency, fire, and rescue services

Public administration productivity and digitization have become key issues in the ever-changing landscape of municipal administration. Faced with this revolution, efficient task management, streamlined processes, and practical information management are significant challenges.

In this article, we explore the challenges of municipal digitalization. We delve into the experience of Loïc Blardone, secretary of the Saxon commune (VS), as project manager and user of the WEDO collaborative platform. This exploration will demonstrate the significance of technology in modernizing local governance. It will cover various aspects such as setting up secure cloud-based software and addressing digitalization challenges.


## What were the municipality's main managerial challenges before adopting WEDO?

Before integrating WEDO, our gaps and needs were mainly related to the traceability of tasks and requests. We had to overcome numerous challenges posed by processes that were dependent on employees' memory and needed to be documented.

In addition, managing large volumes of documents, information, and requests from various sources (postal mail, e-mails, citizen requests, and inter-institutional requests) was becoming increasingly complex to process and catalog.

Finally, we needed a municipal software solution enabling us to track Public Works requests efficiently, particularly for the Buildings Department, which manages stewardship issues that absolutely cannot be left to chance.


## What were the major challenges in implementing the management software?

First of all, it was important to determine who would use the platform. We wondered, for example, whether it would be more appropriate to include only the administrative department or whether external services should also be included. In addition, it was essential to predict the platform's usefulness for each role to understand the interest of employees and their level of acceptance of the project.

To ensure optimal support and that everyone felt involved, we included all staff who had to manage administrative tasks, i.e., 35 employees. These include:

- the administration (Population Office, Finance Department, Technical and Building Services)
- the director and the deputy director
- the librarian and the members of the school and after-school services
- the public works manager
- the heritage delegate
- the socio-cultural or integration coordinators
- the building service managers
- the technical staff
- members of the Municipal Council

Some feared implementing an additional digital tool would harm human exchanges within the office, giving way to strictly notification-based communication. However, the "e-mail as a task" feature offers a solution that enables tasks to be assigned while maintaining a human aspect of communication. It allows an e-mail to be sent in a conventional format while simultaneously creating a task for the corresponding person or department.

This option is also convenient for avoiding tedious handling. For example, when an e-mail needs to be replied to with an acknowledgment of receipt and forwarded to a department, a task can be generated in parallel.

However, the major challenge remained getting users on board, especially those less familiar with the technology. The key to success was communicating the usefulness of the platform and its management modules for each sector of activity. 

 
## How did you go about implementing the WEDO platform?

 There were several key stages in getting WEDO up and running:

**1. Platform demonstration**

The project began with a product presentation by the WEDO team directly on our premises.

**2. Discussions with a municipality using the WEDO platform**

We spoke to employees of a local authority using the WEDO platform to find out about their opinions and experiences.

 **3. Project acceptance**

The project was officially accepted. We appointed project managers and selected future users with the help of the WEDO team.

**4. Preparation and training**

We prepared checklists of our various procedures in Excel format in advance to integrate and automate them in WEDO. The network configuration (tasks, checklist, and meeting modules) was carried out in the presence of our WEDO consultant to ensure a solid environment customized to our needs.

**5. Communication to employees**

Future users were informed by e-mail of the imminent implementation of the WEDO platform. We communicated about its usefulness in day-to-day operations as well as the integration process. We instructed them to create checklists for their projects using a template. This would help them prepare to begin their own workspaces.

**6. Employee training**

Our WEDO consultant organized a mandatory training course delivered remotely in groups or face-to-face. The training lasted 1 h 30 and covered task management, workspaces, checklist templates, and meetings.

**7. Production start-up**

The project went into production, and WEDO became a daily tool for task management.

**8. Ongoing monitoring and improvements**

We maintained communication with users to encourage them to explore WEDO further and achieve a 100% discovery rate. The tool has a fun way of evaluating the exploration of the platform. What's more, employees have access to a support service to answer any questions.

![Government software solution implementation process](https://wedo-assets.sos-ch-gva-2.exo.io/Loic_Blardone_EN_1_5393a9a6a1.png)

>Right from the start, feedback from our employees was highly positive. They learned how to use the tool and could try out its features individually after the training sessions. 

## After just a few months of use, what impact has WEDO had on your teams' productivity and on the commune's managerial challenges?

Adopting WEDO has revolutionized the way we manage day-to-day business:

- The platform gives us rapid access to the status of current requests. It has significantly **reduced the time it takes to search for information**.

- It enables **efficient communication between players and sectors**, allowing public works projects and requests to progress more quickly.

- The **transmission of tasks and recurring processes is facilitated**, such as the delegation of tasks from the Communal Council to departments, the management of incoming mail, requests to technical services, or the submission of requirements from users of communal buildings.

- We were able to immerse ourselves in a more **pragmatic vision of project management**.

- With WEDO's meeting module, some municipal commissions can now easily **track meeting discussions** and the progress of related tasks. They have also been able to standardize minutes and facilitate their sharing.

- The municipality can now **document and automate it's numerous procedures** and checklists.

- The tool was **quick and easy to implement**.

 

>The idea of implementing a tool like WEDO quickly won me over. Our administration needed to evolve towards a centralized management mode allowing rapid follow-up and ease of use. Today, I'm convinced of our new way of working and would never go back.


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

Public administration productivity and digitization have become key issues in the ever-changing landscape of municipal administration. Faced with this revolution, efficient task management, streamlined processes, and practical information management are significant challenges.

centralized management mode for public administrations

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Commune of Saxon: a digital revolution in municipal administration

The Association of Swiss Professional Photographers and Film Creators (SBF) is at the heart of Switzerland's visual world and is particularly distinguished by its commitment to the quality of its images. Through a combination of professionalism, innovation and artistic competence, the SBF represents the interests of its members (approximately 700 in Switzerland) while promoting excellence.

André Oldani, member of the national board and financial officer of the association, explains to us how WEDO has acted as a catalyst for SBF's digital transformation.

## What tools did you use to ensure collaboration within your association before integrating WEDO ?

Different tools were used. In fact, the different regional sections organised themselves and different tools were used depending on the chair or department. Since 2020/2021, I have launched an initiative to digitize and harmonize the different regional structures.

## What were the limitations in using these different tools?

There was no synchronizsation between the different software programmes and our work lacked structure.

## How do you use the WEDO tool nowadays?

At national level, we use WEDO for the meetings of the management body and the assembly of delegates. With WEDO, we can keep track of tasks from one meeting to the next, making sure we don't forget anything. We also use WEDO's storage space to store our files centrally and securely.

At section level, i.e. regional level, WEDO is not yet integrated everywhere, but the goal is that every section or division will work exclusively with WEDO in the future. This will also make it easier to work with the Executive Committee, as everything will be centralised in one place.

## How was the integration of the tool accepted by your members? 

Generally very positive. As it is a new software, of course you have to learn how to use it, but it is very "userfriendly".

## How does WEDO help your company with digitalization?

WEDO has helped us to digitize mainly at the level of meetings and tasks. The fact that everything is centralized allows us to manage data more efficiently. To be honest, WEDO is an important part of the association’s digitization strategy.

## Which functionalities of WEDO are used most often and why?

We use the meeting tool a lot because we can coordinate and document our meetings and also for traceability reasons. We also use tasks to unify the way we work and have everything in one place. File storage is also used for the same reasons as tasks.

## What advantages does your association have by using WEDO?

Thanks to WEDO, we save a lot of time. Tracking tasks, decisions and meetings is greatly simplified. As everything is consolidated on a single platform, we have a clear overview of the association's tasks.

André Oldani, member of the national board and financial officer of the association, explains to us how WEDO has acted as a catalyst for SBF's digital transformation.

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Interview with André Oldani on the digitisation of SBF

"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

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

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

"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

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

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

The EMS d'Humilimont is located in a magnificent setting surrounded by greenery and forest with a splendid view of the Fribourg Pre-Alps. We welcome 33 residents for long-term care. Some 50 employees accompany the residents.

## Why did you opt for WEDO?

We were looking for a tool to delegate and track tasks. Outlook did not allow us to obtain the desired traceability. WEDO gives us a global vision of the pending tasks.

## How do you use WEDO to organize your work? Can you give us a concrete example?

We have put together several checklists that allow us to easily follow our internal processes: welcoming residents, welcoming staff, scheduling RAI assessments, updating documents, annual party, etc.

On the other hand, we use WEDO to centralize repair orders for building maintenance. Transport planning, purchasing and vehicle reservations are also carried out on the platform.

## What was the reaction of your employees when you integrated WEDO into your company?

Organizational change inevitably leads to resistance. We have therefore trained the various employees in order to help them understand this new tool.

The hesitation of managers to acquire a new tool has gradually disappeared. Today, we could no longer do without WEDO.

## How has the collaborative tool changed the way you communicate?

As far as communication is concerned, it's fantastic! Thanks to WEDO, we forget less. The collaborative tool makes it possible to centralise the information circulating in the company in order to facilitate access to the various employees.

We have kept the oral communication but thanks to the fast typing, we systematically leave a written trace of our discussions.

## What is your favorite feature in the application?

For some, task management that allows you not to forget anything and to organize yourself with a global vision. For others, the checklists that allow a control of the processes and guarantee a perfect traceability.

## How has WEDO changed the way you work as a team?

The trust placed in individual employees does not exclude the need to monitor the progress of outstanding tasks. WEDO allows us to be more precise in our approach to teamwork. Thanks to WEDO, we have become more demanding in the follow-up of actions and this without any additional effort. We write down the tasks to be done and take the time to organize them when we have a moment.

## Who would you recommend our application to?

We recommend WEDO to any company that wants to improve its communication. In fact, whenever we have the opportunity, we recommend WEDO to anyone who might be interested.

Myriam Fragnière Dufour, director of Humilimont's EMS: "WEDO allows us to centralize the information circulating in the company to facilitate access to the various employees."

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Humilimont's EMS works with WEDO

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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

Most teams don’t realize how much time gets wasted on small, repetitive tasks. Creating the same tasks again and again in your task management software. Manually updating statuses. Following up with team members just to check if something’s been done. These aren’t big jobs, but they pile up quickly and pull attention away from actual progress.
That said, there’s a better way to handle the busywork. Task automation helps you take some of that weight off your team’s plate by setting up simple rules that keep things moving in the background.
In this article, we’ll break down what task automation really means, how it fits into your workflow, and how platforms like WEDO help you build automated systems that keep things moving without constant manual effort.

## What Is Task Automation?
Let’s first take a look at what task automation actually means.
In simple terms, task automation is the process of using technology to handle routine actions in your workflow — things that happen often, follow a pattern, and don’t need human input every single time. Think of it as setting up a system once, so you don’t have to do the same thing manually over and over again.

Instead of logging into your workflow management tool to recreate the same task each week or chase updates by hand, automation lets you set up triggers that do the work for you. For example:
- When a meeting ends, automatically assign action items.
- When a task is marked complete, notify the next person in the chain.
- When a deadline is approaching, send a reminder without anyone needing to click "send."

Task automation isn’t just about saving time, though it definitely does that. It also reduces the risk of things slipping through the cracks. Fewer manual steps means fewer human errors, especially in fast-moving projects or across larger teams.

And the best part? You don’t need a technical background to make it work. With the right workflow management software, task automation can be as simple as setting rules or dragging and dropping steps into place.

## Why Task Automation Helps Teams Work Smarter
Most teams don’t need more hours in the day; they just need to spend less of that time on tasks that don’t need to be done manually.

That’s where task automation makes a real difference. It helps your team cut down on repetitive actions that slow things down, whether that’s assigning the same task to multiple team members, nudging someone about a deadline, or copying information between tools. These tasks might seem small, but they interrupt focus, create friction, and lead to lost time across the board.

Automating these steps does more than saving time, though. It also improves accuracy. When you automate a recurring task or set up a rule for how something should be handled, you eliminate the possibility of someone forgetting a step or entering the wrong detail. Fewer human errors means a more reliable workflow, especially when projects start moving fast.

Additionally, it helps with visibility. Instead of relying on someone to manually update a spreadsheet or notify the next person in line, the system keeps everyone informed in real time. That kind of consistency makes it easier to stay aligned and to trust the process.

On top of that, automation helps you streamline workflows without constantly reinventing how your team works. When your [task management tool](https://wedo.com/blog/how-to-choose-the-right-task-management-tool-for-your-team) handles the handoffs, reminders, and follow-ups, your team can focus on the parts of the work that actually need their attention.

It’s a small shift, but it adds up quickly. Over the course of a week, a month, or a quarter, automating just a few high-frequency tasks can give your team hours back, without changing how they collaborate.

## Where Task Automation Actually Helps
If you’re trying to figure out where task automation fits into your workflow, here’s the simplest rule: start with anything you find yourself doing more than once.

![Infographic titled "Tasks You Should Automate First," showing six icons with labels around a central star icon. The tasks include: "Assigning follow-ups after meetings," "Notifying the next person when a task is completed," "Sending deadline reminders," "Copying information between tools," and "Recreating recurring tasks.](https://wedo-assets.sos-ch-gva-2.exo.io/tasks_you_should_automate_first_en_3caf641d71.png)

That might mean re-creating the same task every week. Manually assigning the same follow-ups after every meeting. Pinging someone to check if something’s done. Or copying info from one system to another just to keep everyone in the loop.

These are all things that can be automated, and probably should be.
For example, recurring tasks don’t need to be created from scratch each time. You can easily duplicate them, along with the right owner, due date, and notes.

The same goes for post-meeting actions. Instead of taking notes in one place and then creating tasks somewhere else, you can connect the two. With a tool like WEDO, tasks can be created and assigned in real time while you’re still in the meeting. The task is then displayed in the minutes of your meeting, as well as in subsequent meetings, so you can track its progress automatically. No extra steps, no follow-up reminders needed.

Notifications can also run on autopilot. You can set up alerts for when a task is created or completed, when a deadline is modified, or when the next person needs to step in. That way, your team stays in sync without having to constantly check in.

Then, there’s the copy-paste work, like repeating the same info across tools or forms. That’s where automation can step in to save time, reduce human errors, and make your task management system way easier to manage.
None of this has to be complicated. You’re not rebuilding your entire process. You’re just removing friction from the parts that don’t need to be done manually anymore.

## How to Build Automation Into Your Workflow Without Making a Mess
Once you’ve decided what you want to automate, the next challenge is making sure it actually works inside your existing setup and doesn’t break everything else.

Here’s where a little structure goes a long way.
### 1. Map your workflow first
Before you start clicking through automation options, take a few minutes to sketch out how the task actually moves from start to finish. Who creates it? When? What happens next? Who needs to be notified?
This step helps you spot bottlenecks, duplicate effort, or unnecessary steps, all things you don’t want to accidentally lock into your automated process.

### 2. Use automation to replace clicks, not decisions
Good automation replaces steps your team shouldn’t have to do manually, such as assigning repeatable tasks, defining the schedule, sending reminders, or supplying the necessary documents, not work that requires context or judgment.

If you need a human to stop and think, don’t automate that part. Focus on the parts that are already following the same steps every time.

### 3. Keep your automations visible
One of the biggest mistakes teams make is setting up automations and then forgetting they exist. If someone changes a workflow and doesn’t realize there’s automation tied to it, you can end up with duplicated tasks, skipped steps, or worse.

Make sure your workflow management tool logs automated actions clearly. Team members should be able to see what was triggered, when, why, and by whom, ideally right in the task history or timeline. The goal is to make your system more responsive, less manual, and not more fragile.

## How WEDO Helps You Automate and Work Smarter
You don’t need to overhaul your entire system to start using automation. WEDO is designed to fit into how your team already works, while helping you simplify and streamline everyday processes.

Here’s how it supports automation in a way that’s actually usable, even for non-technical teams.

![how-WEDO-helps-your-team-automate-smarter-en.png](https://wedo-assets.sos-ch-gva-2.exo.io/how_WEDO_helps_your_team_automate_smarter_en_5ee2f67683.png)

### 1. Automate task creation from meetings
WEDO makes it easy to assign tasks in real time while you’re running a meeting. Instead of taking notes in one tool and creating tasks in another, you can assign action items on the spot, with deadlines, owners, and context included. These tasks are then automatically placed in the appropriate workspaces and task lists, and are tracked in your meeting minutes and subsequent meetings, keeping everything connected without extra steps.

### 2. Streamline recurring processes with checklist templates
For recurring workflows, WEDO’s [checklist templates](https://wedo.com/features/checklists) are a game-changer. Instead of manually recreating the same set of tasks each time, you can build standardized templates for processes like onboarding, quality checks, or event planning. Tasks are automatically assigned with the right owners, due dates, and documents, ensuring consistency without extra setup. You can even track checklist progress in real time to ensure everything stays on course.

### 3. Keep your project plans updated with Gantt automation
With WEDO’s new [Gantt chart feature](https://wedo.com/features/project-management), you don’t have to manually update project timelines. Any action taken on a task, like changing a start date, marking a task complete, or adjusting deadlines, is automatically reflected in the Gantt view. This keeps your project schedules accurate without double entry or manual adjustments, making it easier to manage dependencies and maintain momentum.

### 4. Reduce manual follow-ups
With WEDO, task statuses and ownerships are always visible to the right people. That means fewer check-ins, fewer status meetings, and less time spent chasing updates. Everything stays synced in real time, across your team’s workspaces and meetings.

### 5. Simplify your workflow without writing rules
You won’t find a complex rules engine buried in WEDO. Instead, automation is clean, usable, and built around your team’s real actions, and no coding or setup headaches are required. Assignments, follow-ups, recurring tasks, and project tracking happen in the background, letting your team stay focused on work that matters.

And because WEDO combines [task management](https://wedo.com/guides/the-ultimate-guide-to-task-management-strategies-tools-and-best-practices), meeting documentation, checklists, and project planning in one platform, you don’t need five different tools to make automation work. It’s already built into your workflow.

## Conclusion
Manual work has a way of creeping into every corner of your workflow. A few extra clicks here, a missed follow-up there, and suddenly your team is spending more time managing tasks than actually completing them. Task automation helps clean that up. It removes the repetitive steps that don’t need to be handled manually and keeps your processes running smoothly in the background.

WEDO gives you the tools to make that shift without overcomplicating your setup. From real-time task creation during meetings to recurring workflows and built-in collaboration features, it’s designed to support teams that want to simplify how they work, not add more to their plate.
Want to see it in action? [Start your WEDO free trial](https://wedo.com/signup) today.

Learn how task automation helps streamline workflows, reduce manual work, and improve team productivity with WEDO’s smart collaboration tool.

This image introduces an article on task automation, explaining what it is and how it helps your team work smarter.

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Task Automation: What It Is and How It Helps Your Team Work Smarter


The Swiss data protection landscape has undergone significant changes in recent years. In response, **WEDO SA** has carried out a **comprehensive revision of its contractual framework** to align with current legal obligations.

This initiative is designed to **remove legal barriers** for our clients—especially **cantonal and municipal public entities**—so they can use our services **without needing to request contract modifications**.



## Evolving Legal Context

Switzerland’s **new Federal Act on Data Protection (nFADP)** came into effect on **September 1, 2023**, introducing enhanced rights for individuals and stricter obligations for organizations.

In parallel, **most Swiss cantons have revised their own data protection laws**. At the time of writing, **only the canton of Vaud** has yet to update its legislation. These regional laws often include **specific requirements for IT providers** working with public entities.

---

## Why We Updated Our Documentation

Our goals were to:

- **Remove legal friction** for customers outsourcing data processing to WEDO.
- **Ensure alignment** with new cantonal legislation, beyond just the federal level.
- Provide a **standardized, legally robust, and user-friendly** contractual framework.



## What Has Been Updated?

### 1. Data Processing Agreement (DPA)

Our DPA has been **completely redesigned**:

- It now **fully incorporates cantonal requirements**, including rules around professional secrecy and data transfers.
- It is **ready to use by public sector entities** without needing further adjustments.
- It includes robust commitments around **security, confidentiality, subcontracting, and data subject rights**.

### 2. Privacy Policy

Now limited to **our website (www.wedo.com)**, this policy clearly outlines data processing related to web navigation and marketing interactions.

### 3. Terms of Use

Updated to ensure **consistency with our new DPA and privacy practices**.


## Key Features of the New DPA

- Clear clauses around **subcontracting and subprocessors**
- Compliance with **legal secrecy obligations** (e.g., professional or official secrecy)
- Provisions on **cross-border data transfers**
- Commitments to **data breach notifications**
- Enhanced **security clauses** and **data subject rights**, including a **contractual audit right**


## What This Means for You

- **Time-saving**: No need to request additional amendments
- **Legal assurance**: Fully compliant with federal and cantonal laws
- **Clarity and simplicity**: The documents are robust yet easy to understand


## Special thanks to YB Conseils & Solutions Sàrl

We would like to warmly thank [**YB Conseils & Solutions Sàrl**](https://www.yb-cs.ch/), a legal firm specializing in technology law based in **Bulle, Switzerland**, for their expert guidance throughout this process. Their support enabled us to meet complex legal standards while keeping our documentation accessible and transparent.


If you have any questions or would like to learn more, feel free to contact us at [info@wedo.com](mailto:info@wedo.com) or consult our updated legal documentation via our [Trust Center](https://trust.wedo.com/).

*— The WEDO Team*

WEDO SA has carried out a comprehensive revision of its contractual framework to align with current legal obligations.

A graphic showing legal documentation that meets new regulatory requirements

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WEDO Updates Its Legal Documentation to Meet New Regulatory Requirements

In the fast-paced world of administrative management, executive assistants play a crucial role. The Swiss army knives of any organization juggle many tasks and deadlines while supervising those of others. Faced with these challenges, they often find themselves overwhelmed by routine, repetitive responsibilities. We immersed ourselves in the daily lives of 6 executive assistants who use the WEDO platform to understand the workings of their organization, the challenges they face, and the tools they have put in place to facilitate their management.

According to our study, the most time-consuming tasks for executive assistants revolve mainly around administrative functions. These activities, while necessary, tend to monopolize a significant proportion of their working time, preventing them from concentrating fully on more crucial aspects of their role, such as operational and strategic development.

Among the most time-consuming tasks in their job descriptions, the executive assistants surveyed identify the following:

**1. Meeting preparation:** preparing agendas and presentation documents, taking and sharing minutes, following up on decisions and tasks delegated at meetings,

**2. Diary management and meeting organization:** planning and coordination of appointments, team meetings, and conferences, taking care to avoid scheduling conflicts,
**3. Document preparation and management:** drafting, proofreading, and organizing important documents such as reports, presentations, correspondence and contracts,

**4. Project coordination:** managing and following up on specific projects, liaising between different departments, and meeting deadlines.

Internal and external communications, administrative support, and human resources management closely follow those.

## How to lighten the administrative load for an executive assistant?

When asked what tools were used to monitor collaboration before WEDO was integrated, the most common programs were Outlook, Word (for taking minutes), and Excel. However, these tools had significant limitations. Respondents reported difficulties related to the cross-functionality of information between different team members. For example, these tools were not conducive to **active, real-time collaboration when taking PVs**, making this task often cumbersome and time-consuming, and necessitating numerous round-trips. The systematic use of e-mail to distribute these documents wasted considerable time without guaranteeing effective communication.

Furthermore, the limited nature of these tools prevented efficient tracking of tasks and projects. Users faced significant challenges maintaining a clear, up-to-date overview of projects. In short, although these tools are widespread and familiar, their use in team collaboration and project management needs to be improved.

This situation underlines the importance of cross-functional tools and solutions to lighten the administrative workload. With the implementation of WEDO, the executive assistants surveyed were able to optimize their administrative processes.

### 1. Meeting preparation and management

![computerized agenda for real-time note-taking](https://wedo-assets.sos-ch-gva-2.exo.io/reunion_ENEN_aad2ef7f0e.png)

One of the most time-consuming aspects of the job is the preparation of meetings. With WEDO, executive assistants benefit from automated management and considerable time savings in preparation and follow-up. The platform enables uniform management of minutes, clear distribution of post-meeting tasks, and automatic tracking of topics from one session to the next. Users report an average time saving of 55% for these tasks.

![save time spent on meetings](https://wedo-assets.sos-ch-gva-2.exo.io/55_ENEN_83c8604c19.png)

WEDO's meeting module lets you integrate blocks of paragraphs, tasks, file attachments, personal notes, votes and signatures, among others.

![testimonial Regula Oberdorfer](https://wedo-assets.sos-ch-gva-2.exo.io/Regula_Oberdorfer_ENEN_1a54d3c30f.png)

### 2. Project management and task tracking

![efficient task management](https://wedo-assets.sos-ch-gva-2.exo.io/tasks_ENEN_be99588a59.png)

Project management and tracking represent another major challenge. WEDO simplifies this task by offering clear delegation possibilities, the creation of checklist templates to standardize processes, and real-time task tracking. This leads to better prioritization and more efficient day-to-day management.

![testimonials Aline Volery and Nicole Thalmann](https://wedo-assets.sos-ch-gva-2.exo.io/testimonials_Aline_et_Nicole_ENEN_11a8dc6cff.png)

### Use case: facilitating HR processes and the transmission of specifications

When executive assistants are involved in HR processes, the integration of WEDO proves to be a major asset. The platform makes it possible to standardize on-boarding and off-boarding procedures by means of specific checklists. These checklists, drawn up for each stage of the process, automatically assign the relevant tasks to the team members concerned. This method ensures structured, efficient management of personnel transitions, eliminating the operational uncertainties often associated with the question "What steps should I take?".

By simplifying these processes, WEDO not only eases the workload for HR managers, but also contributes to a clear, documented handover of tasks and knowledge from one employee to the next.

![simplified hr processes](https://wedo-assets.sos-ch-gva-2.exo.io/Modeles_checklists_ENEN_fdf58af70f.png)

One of the decisive advantages of WEDO, highlighted by our management assistants, is the ease with which recruitment interviews can be documented in real time. Each exchange can be recorded directly in a standardized (and customized if required) agenda, enabling these interactions to be saved methodically and instantaneously.

### 4. Transmission of information

WEDO lets you link documents to tasks or meetings, ensuring that all the necessary information is in the right place. Global search makes it easy to retrieve documents, and to find a specific file based on a keyword found in the PDF file.

In terms of communication, WEDO users particularly appreciate the immediate visibility of entries and the ability to restrict access to certain information.

![Alexandra Locher](https://wedo-assets.sos-ch-gva-2.exo.io/Alexandra_locher_ENEN_e53527e95c.png)

**We asked our users to rate the platform on a scale of 1 to 10, to qualify the positive impact WEDO has on their daily tasks.**

![Best collaborative software for executive assistant productivity and organizations](https://wedo-assets.sos-ch-gva-2.exo.io/preparation_reunion_note_ENEN_1_d92c7629a1.png)

![Alicia Aubert](https://wedo-assets.sos-ch-gva-2.exo.io/Alicia_Aubert_ENEN_5d3644b8f7.png)

Executive assistants can greatly ease their workload by equipping themselves with a collaborative platform. Do you have any questions or doubts about WEDO's compatibility with your needs? We'll be happy to give you a short 30-minute demonstration.

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

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

In the fast-paced world of administrative management, executive assistants play a crucial role. The Swiss army knives of any organization juggle many tasks and deadlines while supervising those of others

an executive assistant overwhelmed by work and demands

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Making daily life easier for executive assistants

Held once a month, quarter, or half-year, as required, these privileged meetings provide a confidential and open communication space, encouraging in-depth discussion of individual and collective objectives. They create a valuable opportunity to discuss each employee's specific challenges and needs, fostering better mutual understanding. Moreover, these meetings provide a framework for recognizing individual achievements and contributions, reinforcing a sense of accomplishment and belonging to the team. Thanks to these personalized exchanges, bilateral meetings contribute to more effective personnel management, more focused professional growth, and solid, fulfilling working relationships.

## Key topics for a bilateral meeting

During a bilateral meeting between a team leader and an employee, several key topics must be addressed to ensure effective communication and optimal management. Here are some of these topics:

### 1. Ongoing assessment
Discuss objectives for the current period and assess progress and results achieved. Identify successes and areas requiring further attention.

### 2. Professional Development
Explore opportunities for employee development, training, and professional growth. Identify skills to be strengthened and possible progression paths.

### 3. Feedback
Exchange constructive feedback on work performed, highlighting strengths and addressing areas for improvement. Encourage open dialogue to stimulate continuous learning.

### 4. Needs and Challenges
Allow employees to express their needs regarding resources, assistance, or support to accomplish their tasks. Discuss possible obstacles and find solutions together.

### 5. Work-Life Balance
Address workload-related issues, stress levels, and work-life balance. Identify measures to support employee well-being.

### 6. Projects and Initiatives
Discuss future projects, new initiatives, and potential employee contributions. Encourage active participation and creativity.

### 7. Management feedback
Offer employees the opportunity to share their feelings about management, work methods, and team communication. Foster an environment of trust and continuous improvement.

### 8. Focus on Vision
Ensure that the employee understands and adheres to the team or company's overall vision, values, and goals.

### 9. Resources and Support
Identify the resources required for the associate's success and ensure that he/she has the proper support to carry out his/her tasks.

### 10. Long-Term Planning
Examine longer-term perspectives and discuss the employee's career aspirations and how these align with team or organizational goals.

_"Enabling discussions in bilateral meetings, in a more intimate way and with a long-term vision, brings a notable benefit to the employee's career in the company. It makes them feel valued, heard and recognized above all. Setting clear, long-term objectives is a real motivator for them."_

**Marie Rudaz-Jaeggi**, *[AmbitionSuccess.ch](http://ambitionsuccess.ch/)* - MORGES

Team leaders and employees can establish fruitful collaboration, foster professional development, and maintain a positive working climate by addressing these topics regularly and in-depth at bilateral meetings.

## Use WEDO to keep track of your bilateral meetings!

![1_1 ENFR.png](https://wedo-assets.sos-ch-gva-2.exo.io/1_1_ENFR_78b8a89537.png)

With WEDO, you can prepare your agenda jointly with your manager or colleague. In this way, each participant can prepare the questions or topics to be addressed.

Generally speaking, the agenda items for a bilateral meeting are recurrent. WEDO enables you to set the topics so that they recur from one time to the next to ensure that discussions are followed up and that objectives evolve.

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

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

During a bilateral meeting between a team leader and an employee, several key topics must be addressed to ensure effective communication and optimal management.

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