Fribourg SME WEDO is doing well and has decided to consolidate its place in the Swiss economy by changing its legal form. The former Llc is proud of its new name, WEDO Ltd, even though the founders have no intention of opening up the company's shares to external investors for now.

After swapping the initial domain name wedo.swiss for [wedo.com](https://wedo.com/) a few months ago, the company is now pursuing a strategy of consolidating its assets for serene and ambitious growth.

**A team with international ambitions**

Founded in 2015 by Fribourg-based David Dutch and Antoine Sudan, the company now has 14 employees based in Fribourg and Zurich, including four recruits in 2022 alone. Working in high value-added jobs such as Full Stack Developer (3 of whom trained at the Fribourg School of Engineering), Digital Marketing Specialist, Business Developer, or Customer Success Manager, these employees contribute to the wealth of a secure, high-performance software product. Recruitment accelerated in 2022, intending to build a team of 20 employees by 2024. Widely adopted in French-speaking Switzerland, WEDO has been gaining ground in German-speaking Switzerland since the hiring of Business Developers in 2020. Our ambition is to continue our expansion in German-speaking Switzerland and internationally.

WEDO Ltd operates mainly in Switzerland, covering various industries, including healthcare, the public sector, finance, and construction. Today, WEDO is used by some 500 organizations in 18 different sectors.

![Employees_en.png](https://wedo-assets.sos-ch-gva-2.exo.io/Employees_en_5676cb8f03.png)

The transformation of WEDO from a limited liability company to a public limited company is part of this growth strategy. By increasing its share capital, WEDO aims to reassure and establish the credibility of its business model. It's a business model that quickly proved to be a winner and which has more or less retained its initial structure since the beginning of the adventure: a system of annual subscriptions paid per user, giving access to the platform's full range of functions.

![Chronology_en.png](https://wedo-assets.sos-ch-gva-2.exo.io/Chronology_en_6c2afd656f.png)

**Next steps**

In addition to its capital increase and the long-awaited acquisition of wedo.com, the development teams have recently focused on extending the platform's functionality. While the platform defied all competition regarding meeting management, it will soon launch a new, more powerful version for project management, ready to challenge its American competitors.

Fribourg SME WEDO is doing well and has decided to consolidate its place in the Swiss economy by changing its legal form.

White rounded-rectangle card with a green border displaying “WEDO Ltd becomes WEDO Ltd” and a green seal labeled “NEWS” on a white background

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WEDO Llc becomes WEDO Ltd

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

## What are the key figures for 2021?

Here is your work in WEDO in 2021\. We are particularly proud of your investment in the platform and we are already looking forward to analyzing the performance you will achieve in 2022! Over 400 organizations have made WEDO their daily collaborative tool. We want to take this opportunity to thank you for your trust, that motivates our entire team to give the best of itself to continue this wonderful adventure. ✨

![](https://wedo-assets.sos-ch-gva-2.exo.io/2022_01_1_2021_numbers_users_1024x1024_7fc2ae20b8.png)

## The WEDO team grows

During the past year, it is the development team that has been in the spotlight at WEDO 👨🏻 💻. In August 2021, we had the chance to welcome two new added values to the team. Victor Pirat and João Ventura came to strengthen the development team in order to allow us to achieve our objectives in terms of continuous improvement of the platform. As Full _Stack Developers_, they quickly contributed, each in their field of expertise, to the launch of multiple new features. Today, four people are in charge of the development of our tool. Soon 5 who knows? We are already looking forward to welcoming future WEDO employees in 2022.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2022_01_3_2021_wedo_team_dev_1024x576_27e0e4ef40.png)

## Customer service always at your disposal

We are particularly proud of our customer support figures. More than ever, we remain at your disposal with a response time of about 5 minutes! That's almost 4 minutes less compared to 2020\. Our customers appreciate the speed with which they can get their questions answered. In addition, they can access a help center available in French, German and English at any time 📚. We also remind our customers that it is possible to get new training in case your team grows or needs a reminder about using WEDO. With the launch of the new Meetings module, we have once again measured the importance of customer support available at all times. We were delighted to be able to help you, via chat or during a video conference, to get started with new features recently developed. You have not yet had the chance to attand one of our coachings? Contact us now via support to set up an exchange with our team.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2022_01_2_2021_numbers_wedo_1024x576_d02bcf68ca.png)

## 2021 - mainly a brand new Meeting module

Let's review the features developed in 2021 as part of the _Meeting Topics_ update 🚀. In regard of the year 2020 - which was rich in diverse and varied development - in 2021 our team focused exclusively on the Meeting module which has been greatly improved and optimized. Aware that these changes must be adopted by our users, we emphasize that we remain at your disposal for training and exchanges by videoconference to help you daily in the preparation and follow-up of your meetings.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2022_01_4_2021_new_update_1024x1024_3f81eec97c.png)

## Looking ahead to 2022

In 2020, we expanded our sales team and set the goal of welcoming new employees in the development team. Objective therefore achieved in 2021, with the arrival of two computer engineers specialized in web application development. Our goal for 2022? 🎯 Constantly improve our tool to make it more efficient and intuitive! Many of these developments have been inspired by feedback from our users. We are committed to providing our customers a collaborative platform that meets your needs and expectations. In 2022, let's make this goal a common challenge! Do not hesitate to send us your user feedback via the support. There is still time to wish you a wonderful new year of happiness and success! 🎇 

The WEDO Team

Who says “New Year” says “New challenges and objectives to achieve”. Before making you discover them, let's go back together to 2021\. A year rich in novelties, especially concerning the Meetings module and thanks to the “Meeting Topics update”. The opportunity for us to take a look at our customer support who makes it a priority to help you every day. In 2021, the WEDO team is continuously growing and welcoming new added values that we introduce to you.

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Welcome 2022 : back to 2021

Security is an integral part of our DNA, both in our products and in our internal processes. Whether it's your company data or your users' data, you trust us to protect your most important information. That's why security and privacy have always been top priorities. From the beginning, we've worked closely with experts on application security assessments, security architecture reviews, and network penetration testing.

Today, we are pleased to announce that we have received our SOC 2 Type II report, reaffirming our commitment to security and making all of our security efforts transparent to our users. As the engineer responsible for our SOC 2 technical controls, I'm here to explain in detail what this means for you and how we protect your data.

## What is SOC 2 Type II certification?

The SOC 2 Type II audit is an industry-recognized security certification for software-as-a-service (SaaS) companies. It validates that your data is secure, safe, and controlled with WEDO. The 6-month long audit involved a thorough analysis of our controls, the tests we perform to assess their effectiveness, and the results of those tests.

## Why SOC 2 now?

As remote working has become the norm, employees need to be able to access work data securely from anywhere. For many early-stage startups, it’s tempting to treat security as an afterthought. After all, growth comes first, but we can’t just ignore the seriousness of security. With many recent examples of security breaches, nobody can ignore the cybersecurity threats.

Through this process, we were able to prove our dedication to protecting customer data, ensuring our systems are reliably built, and creating a secure product while scaling.

### What is the content of the report?

In essence, this report confirms that WEDO meets the highest industry standards for information security. It was written by a rigorous independent auditor, and includes detailed explanations of our:

* **Strong authentication controls and limited access to data** \- We request strong authentication on all critical systems, and limit access to customer data to those who need it to do their job.
* **Continuous monitoring of controls and response to incidents** \- We conduct ongoing compliance monitoring to ensure that the key configurations underpinning our controls are in place, and that we are able to respond quickly to any issues that may arise.
* **Employee Safety Awareness** \- We conduct background checks on employees prior to hiring and provide safety training at onboarding and on an ongoing basis.

### Ongoing efforts

SOC 2 compliance is not a one-time thing, it's a commitment. And we must remain flexible as we evolve. As we hire more people in more specialized roles, the SOC 2 process will help us establish checkpoints and ensure that security defines every move we make.

If you are a WEDO customer and would like to learn more, contact us via support or by emailing [security@wedo.swiss](mailto:security@wedo.swiss) to request access to our full SOC 2 Type II report. And if you are considering integrating WEDO into your organization, you can contact the sales department [here](/contact).

For more details on our security and privacy commitments, click [here](/security). And of course, we are always happy to answer questions on this or any other topic at [info@wedo.swiss](mailto:info@wedo.swiss).

Security is an integral part of our DNA, both in our products and in our internal processes. Today, we are pleased to announce that we have received our SOC 2 Type II report, reaffirming our commitment to security and making all of our security efforts transparent to our users.

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WEDO is SOC 2 Type II compliant

## Retrospective 2020

Your work in WEDO in 2020\. We are very proud of your investment in the platform and look forward to analyzing your performance in 2021!

![](https://wedo-assets.sos-ch-gva-2.exo.io/2021_02_1_2020_datas_users_1024x1024_7c7b019753.png)

## And on our side?

According to the objectives we set ourselves in 2019, we welcomed three new employees in 2020\. In January, Chris Rohrbach joined our team as _Customer Success Executive_. You may have had the chance to take advantage of one of his trainings and maybe even share a coffee with him since he is in charge of monitoring and training WEDO users. To extend the use of WEDO beyond the Röstigraben, we then welcomed Michael Stadler from the canton of Thurgau in May 2020\. Finally, Sabrina Leva from Zurich joined us at the beginning of September. Both have strengthened the _Business development_ team. Today, four team members are responsible for the distribution of our tool.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2021_02_3_2020_wedo_workers_1024x576_3d04f37cca.png)

We are particularly proud of our customer support figures. More than ever, we are at your disposal with a response time of less than 10 minutes! Our customers appreciate the speed with which their questions are answered. In addition, they can access a help center at any time, which is now available in French, German and English. We also remind our customers that it is possible to obtain new training in case your team is growing too or if you need a refresher course on how to use WEDO.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2021_02_2_2020_datas_wedo_1024x576_a20a45b7f6.png)

## 2020 was also about new features...

Discover the major features developed in 2020 in the following infographics. Looking back at the year 2019, which was particularly rich in development - almost one new feature every month - in 2020 the pace was different, notably due to important fundamental work.

Our objective? To constantly improve our tool in order to make it more efficient and intuitive! Many of these developments have been inspired by feedback from our users. We are committed to providing our customers with a collaborative platform that meets their needs and expectations.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2021_02_4_2020_2021_new_features_1024x1024_8f80c4d6aa.png)

## Our upcoming projects

While in 2020 the goal was to strengthen the sales team, this year we want to recruit new IT engineers specialized in application development to continue to improve WEDO.

Eventually, in 2021, we will continue to improve our solution to enable more and more organizations to simplify their collaboration. We want to provide a tool that is ever more powerful and intuitive! To achieve this goal, feedback from our users is essential and highly appreciated. So please feel free to give us feedback on your use of the platform and let us know your expectations and needs regarding WEDO. Our customer support team is always listening to you.

We look forward to showing you the next developments. 2021 will be a year full of new features and surprises!

With a little delay, the entire WEDO team wishes you a happy new year!

In 2020 WEDO celebrated its 5th anniversary. This year was also the year of many changes for us, especially in terms of our team. Through this article, we look back over the year's highlights and draw the outlines of 2021, a year that promises to be full of major new projects.

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Looking back on 2020 - Outlook into 2021

## 2019 retrospective

### Your work in WEDO

![](https://wedo-assets.sos-ch-gva-2.exo.io/2020_01_1_2019_chiffres_users_1_1024x1024_f3caf62c04.png)

### And on our side?

![](https://wedo-assets.sos-ch-gva-2.exo.io/2020_01_2_2019_chiffres_wedo_2_1024x576_ff99e74b7b.png)

### Many new features

In 2019, the WEDO team has worked on about twenty new features! We have created an update available to our users almost every month. The following computer graphic shows a review of all the innovations that have been developed during the past year. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2020_01_3_2019_nouvelles_fonctionnalites_1024x1024_200fc3f58c.png)

Our goal? To constantly improve our tool to make it more efficient and intuitive! Many of these innovations were created on the basis of the feedback we receive from our users. We are committed to providing a collaborative platform to our customers, that meets their needs and expectations. 

### And a new visual identity

WEDO has recently opted for a new visual identity. The idea was to update our logo by adding an icon that is easy to decline and that easily adapts to the different media we use. We hope to be easily recognizable and identifiable! 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2020_01_4_logo_avant_apres_1024x576_d8d4892578.png)

## 2020, our anniversary year

This year WEDO will celebrate its 5th anniversary!

![](https://wedo-assets.sos-ch-gva-2.exo.io/2020_01_5_5_ans_wedo_3_1024x576_2b8466af2e.png)

WEDO is now a mature product that solves a real problem in companies. The quality of our solution and its ease of use make WEDO an intuitive solution capable of competing with market leading products from _Silicon Valley_.

The team is currently composed of 6 employees: two Sales Reps, two Software Developers, a Customer Success Executive and a Community Manager. For 2020, we want to surround ourselves with new collaborators to achieve our goals while ensuring quality customer service.

One of our missions for this coming year will be to extend our solution beyond the famous _Röstigraben_. WEDO has proven itself in the French-speaking swiss market, which is why we aim to replicate our success on the German-speaking side. Currently, we mainly have clients based in the French-speaking part of Switzerland, although our tool is available in German and English.

In 2020, we will continue to improve our tool to allow an increasing number of organizations to simplify their collaboration. We want to provide a tool that is efficient and intuitive. Therefore, the feedback we get from our users is essential and important to the efficient adjustment of our tool. Do not hesitate to give us feedback on your use of the platform and to communicate your expectations and needs regarding WEDO. Customer support remains at your disposal at all times. 

The whole WEDO team wishes you a happy 2020\. 

2019, a year of important change and new features for WEDO ! Throughout this article, let’s go over the highlights of the past year together and outline the goals of the upcoming year. 

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Goodbye 2019, Hello 2020

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_01_diapositive2_1_1024x576_cf4842d494.png)

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

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Retrospective 2018

Since its inception, WEDO Sàrl has had the firm intention of developing a 100% Swiss tool. The _swiss made_ represents our corporate culture and our vision. In this sense, we are committed to carrying out all our activities in Switzerland. This means that :

* The company was founded in Switzerland (the legal aspects are therefore guaranteed under Swiss law)
* The hosting of the data is carried out entirely in Switzerland (in Zürich and Geneva, by CloudSigma / ISO/IEC 27001 certified).
* The development is carried out in Switzerland (job creation in our region, control of the development process)

We are convinced that here we have all the necessary elements to create a quality, flexible and innovative product.

With this idea in mind, **WEDO** has recently been awarded the **swiss made software** label ([swissmadesoftware.org](https://www.swissmadesoftware.org/home.html)). More than 240 companies have joined the label since its creation in 2007\. The three main conditions for obtaining the label are as follows:

* At least 60% of the production costs must be generated in Switzerland (100% for WEDO).
* The main steps of the manufacturing process must take place in Switzerland (100% for WEDO).
* The company must be registered in the commercial register.

The label **swiss made software** is dedicated to the promotion of the Swiss software sector in Switzerland and abroad. It is associated with values such as: quality, reliability and precision - especially in software development.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2016_07_swissmadesoftware_logo_ac89fa2e15.png)

We are happy to obtain this label representing our philosophy. The ideas that make up our company and our vision are thus represented by this red logo.

Our company, its development and the hosting of our application are 100% Swiss.

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WEDO receives the swiss made software label

It has been one year since the first version of our collaborative tool was put online. Thanks to the valuable feedback from our customers and prospects, WEDO is being constantly improved. Here is an overview of the various updates throughout this past year:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2016_05_evo12mois_4a1560fecd.png)

In addition to these new functionalities, network management, security, design and ease of use of the application are constantly being improved. In a year, WEDO has considerably evolved for more simplicity and efficiency. All our improvements are made according to customer feedback. A big thanks to our customers for their contributions and critical sense. Our philosophy of listening and adapting will allow us to create the best collaborative tool possible. 

Various surprises are planned for the upcoming months. Feel free to [request a free demo](/demo) if you would like to be part of the adventure.

Discover the evolution of WEDO with this overview of the 12 versions that marked the first year. 

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One year of developments

Trello

Asana

Decisions

Monday.com

eSéances

MS Teams

MS Planner

OneNote

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

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

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

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

Let's get started!


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

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

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

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

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

## What Is Project Tracking, Really?

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

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

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

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

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

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

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

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

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

Here are a few common reasons deadlines get missed:

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

### 1. Task ownership is unclear

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

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

### 2. Priorities keep shifting

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

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

### 3. The task list is scattered

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

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

### 4. Progress is hard to track

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

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

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

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

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

### Step 1: Centralize your task list

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

**How WEDO helps:**

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

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

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

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

**How WEDO helps:**

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

### Step 3: Prioritize with intention

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

**How WEDO helps:**

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

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

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

**How WEDO helps:**

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

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

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

**How WEDO helps:**

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

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

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

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

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

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

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

**How WEDO helps:**

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

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

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

**How WEDO helps:**

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

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

## Conclusion

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

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

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

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

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

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Master Project Tracking Without Missing Deadlines

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

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

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

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

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

## What Makes a Team Meeting Worth It

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

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

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

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

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

Before scheduling or joining the next staff meeting, ask:

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

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

## Plan Ahead with a Purposeful Team Meeting Agenda

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

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

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

Some best practices:

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

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

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

## Start and End Meetings on Time

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

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

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

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

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

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

## Make Participation Easy and Purposeful

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

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

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

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

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

## Don’t Just Talk, Track Action Items

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

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

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

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

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

## Use the Right Tools to Keep Meetings Productive

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

### 1. Meeting preparation and management

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

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

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

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

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

### 2. Project management and task tracking

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

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

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

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

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

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

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

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

### 4. Transmission of information

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

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

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

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

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

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

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

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::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

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Making daily life easier for executive assistants

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

## Key topics for a bilateral meeting

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

A smiling person listening to their counterpart in a one-on-one meeting, overlaid with the text “Topics for a one-on-one meeting” and “Use case”

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