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

Enjoy the read! (Article only in German)

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

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

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A Swiss SaaS solution for managing meetings and tasks

> _In its magazine Leader, the Swiss Managers Association (ASC) gives the floor to Antoine Sudan and David Dutch, the two engineers behind WEDO, the platform that allows companies to collaborate with ease. We are pleased to share their story in the June 2021 edition of the magazine._

## The motivation

We were victims of acute "meetingitis" in our previous jobs: we were participating in too many unproductive and time-consuming meetings.

## The conviction

Well-prepared and efficient meetings ensure time management and improve coordination and communication within the company. The benefits are felt by both managers and participants.

## The goal

To enable company employees to spend less time in meetings, while facilitating collaboration and task tracking.

## The future

Every day, the WEDO team is working hard to improve the platform and enable more and more organizations to have productive meetings and collaborate efficiently.

## The product

WEDO is a highly secure Swiss collaborative platform for meeting management and task tracking. Our tool allows our clients to spend less time in meetings, while ensuring operational follow-up from one meeting to the next.

![Antoine Sudan et David Dutch, WEDO founders. ](https://wedo-assets.sos-ch-gva-2.exo.io/2021_06_image_interview_asc_9799d9c3c1.png)

In its magazine Leader, the Swiss Association of Executives (ASC) gives the floor to the two co-founders of WEDO, Antoine Sudan and David Dutch. Through their interview, discover what motivated the launch of the collaborative platform as well as the future prospects of the young Swiss company.

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Interview of the WEDO founders by the Swiss Leaders Association

**HR Today is the Swiss media of reference in the field of human resources management. On April 28, 2021, an article dedicated to remote meetings was published in the special Remote Work section. The article refers to WEDO as the ideal collaborative solution for efficient remote meetings.**

Remote collaboration is now a daily issue for all companies. WEDO offers a tool to manage meetings, tasks and projects. Each team member can contribute to the preparation of meetings, write minutes or even take note of the tasks he/she has to perform from any location.

The digitalization of companies has led to an increase in the exchange of information between employees. Recently, remote work has further increased this problem. Although tools such as Zoom and Microsoft Teams facilitate exchanges and communication, they do not solve the lack of information structure. As a result, employees find themselves drowning in a flood of information and often suffer from a time-consuming disease: acute meeting fatigue. Meetings and their follow-up take a lot of time, the management of delegated tasks is tedious and it is difficult to know who does what and until when. WEDO is the solution that enables organizations to collaborate efficiently. \[...\]

![](https://wedo-assets.sos-ch-gva-2.exo.io/2021_04_smartmockups_knhgyzdy_1024x682_099a323f24.png)

::button-primary[Read the rest of the article]{link="https://hrtoday.ch/de/article/eine-kollaborative-plattform-fuer-effiziente-sitzungen"}


In April, HR Today proposes to take a look at the very current topic of "Working from home". The Swiss media presents WEDO as an ideal solution to efficiently manage remote meetings. Discover in this article how our tool facilitates your virtual meetings.

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A collaborative platform for efficient remote meetings

_WEDO makes collaboration among colleagues easy - with a single tool. The startup from Fribourg is now stirring up the German-speaking Swiss market with a strengthened team. In the December issue of the startup and founder magazine "Booster", the founders talk about the beginnings and their futur plans._

"We're not like the big software companies, where if you have a technical problem and no one can help you with it." David says. "When our customers call, we take care of them." Whether a company has 5 or 500 employees doesn't matter. Neither does the industry matter - banks, insurance companies, hospitals as well as a wide variety of SMEs trust in WEDO today.

After 5 years of market development in the French-speaking part of Switzerland, the team continues to grow and has been strengthened with two employees from the German-speaking part of Switzerland. The two are now building the bridge across the "Röstigraben" and are drawing attention to WEDO there. In addition to the national expansion the international market is also not far away. A customer has just been acquired in the United Arab Emirates, who is very satisfied with the Swiss solution.


::button-primary[Read article]{link="https://wedo-assets.sos-ch-gva-2.exo.io/article_wedo_booster_2020_12_b1e1e6cf91.pdf"}

![](https://wedo-assets.sos-ch-gva-2.exo.io/2021_02_article_pr_2020_12_1024x724_5f87ed127a.png)

WEDO makes collaboration among colleagues easy - with a single tool. The startup from Fribourg is now stirring up the German-speaking Swiss market with a strengthened team. In the December issue of the startup and founder magazine "Booster", the founders talk about the beginnings and their futur plans.

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WEDO sets course for German-speaking Switzerland

> The platform offers great facilities for exchanges and collaborative work thanks to its very flexible structure.
> Joël Michelot, Logistics Director of the [Ensemble Hospitalier de la Côte](https://www.ehc-vd.ch/).

In its twelfth edition, the quarterly journal [Architecture Hospitalière](https://www.architecture-hospitaliere.ch/) devotes an [article](https://www.architecture-hospitaliere.ch/1718/wedo-collaborer-en-toute-simplicite/) to WEDO and collects testimonials from the two co-founders of the startup as well as from one of its most active users, Joël Michelot, Logistics Director at EHC.

Under Expert insight, WEDO is presented in detail as clarified by co-founders Antoine Sudan and David Dutch. In this article, they go back to the origin of WEDO and explain what the collaborative tool brings to companies in all sectors. As the health sector is currently one of the first markets for the application, the two co-founders describe the specificities of using WEDO in this context, using the example of L'Ensemble Hospitalier de la Côte. The institution now has some 150 users who have been collaborating with the solution for almost two years.

Discover how WEDO fits into such an important organization through the testimony of Joël Michelot who describes how the tool is now part of the daily life of his teams.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2020_03_architecture_hospitaliere_wedo_0de103a8e3.png)

::button-primary[Read the article]{link="https://wedo-assets.sos-ch-gva-2.exo.io/article_wedo_revue_Architecture_Hospitaliere_2020_4ab4ec7820.pdf"}

The magazine of tomorrow's hospital professionals is interested in our solution. Find the explanations of the two WEDO co-founders as well as the testimony of Joël Michelot, Logistics Director of the Ensemble Hospitalier de la Côte (EHC) and WEDO user.

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Hospital Architecture magazine gives the floor to WEDO

May 23, 2019: The daily newspaper from Geneva (AGEFI) and leading economic and financial media in French-speaking Switzerland, published an article about WEDO. The writer, Sophie Marenne, describes the characteristics of our collaborative tool and highlights one of its main goals: create a direct link between meetings and the tasks that result from them. She also writes about the implementation of the solution in many companies of all sizes and attached to different sectors of activity in French-speaking Switzerland. 

If you wish to learn more about our solution and discover the testimonies of the two co-founders of WEDO in their interview, read the newspaper article! 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_06_image_article_agefi_2_c3c0192222.png)

[Read article](https://bit.ly/2K0vdls)

The daily newspaper from Geneva (AGEFI), the leading economic and financial media in French-speaking Switzerland, published an article about WEDO. 

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WEDO boosts the efficiency of meetings

## Manage corporate meetings using digital solutions 

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

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

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

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

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

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Technology is curing HR meeting madness

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_01_wedo_cofounders_1024x768_9876cf7c19.jpg)

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

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

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

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

## EASY TO KNOW WHO'S DOING WHAT

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

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

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

## MEETINGS SHORTENED BY ONE THIRD

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

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

  
![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_01_wedo_montage_1024x525_23213decc1.png)
  
  
## START WITH A FREE TRIAL

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

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

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

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

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The cure for meeting madness is called WEDO

Antoine Sudan and David Dutch are two friends who created WEDO after discovering the joys of working and planning meetings. 

### 

![PME Magazine](https://wedo-assets.sos-ch-gva-2.exo.io/wp_content_uploads_2018_09_diapositive30_25efb9625e.png)

> This start-up company from Fribourg created a software designed to optimize work organization and meetings. About forty big companies are customers, among which the Groupe Mutuel. 

Before being associates, Antoine Sudan and David Dutch were two teenagers living in the Broye region and taking the train together to go to school. They dreamed of creating their own company together but they needed some work experience, so they both started to work once they got their engineering degree.

They soon discovered the surprises and disillusions of corporate life. “Collaboration was not as easy as expected, especially during meetings”, explains Antoine. “We were often missing answers and solutions to simple questions such as ‘who takes care of what’, ‘how’ and ‘for when’, regardless all the e-mails we were receiving”. Therefore, the two friends had an idea: develop a collaborative task manager to simplify work progress. They started to work on their project from of 2014.

What differentiates them from others is that no funds were raised for their project: they developed their software on their own while they were still working. Furthermore, to optimize their product, they contacted their potential customers and questioned them to have a clear idea on their needs and point of view. They conducted more than 300 interviews to develop their tool in the best possible way. The first version of the software was launched in May 2015 and was first tested with a few of their sales leads who were curious to discover its functionalities.

Their software is thus an organizational solution. It is a common and collaborative space to which everyone has access and can follow the work progress in real-time. Hence, people know exactly who is in charge of what and for when it is due. No need to make several calls or to send amounts of e-mails to give a feed-back on a project. The interface is made in a didactic manner and is within everyone’s reach. The price varies according to the number of users and is between 15 and 25 Swiss francs per month and per user. Hence, the software allows to manage meetings, tasks and check-lists at reasonable cost.

## Work progress in real-time

Nearly three years after the first launch of the software, the contractors, who are today 31 and 32 years old, have proved successful. More than 40 health facilities are among their customers, and other companies such as Groupe Mutuel. Christian Lalain, member of the IT department of the insurance company, first discovered WEDO when he was the municipal councilor of Saillon. “I wanted to find a solution to the traditional paper files on which we would stick a post-it note with essential information or updates, which would eventually end up being lost or worn down. For that reason, I installed WEDO on the municipality’s computers last year. It’s great: everyone is working on the same tool and the different working spaces structure all activity. If a person calls to make an appointment with a particular person or for an information, the person at reception can create a task and assign it to the corresponding person, who will receive a notification. She will then know exactly what to do or what to answer if the person calls back. The software thus improved communication and interaction not only among collaborators, but also with our citizens. It definitely improved the quality and efficiency of our service and increased our team spirit”. 

## Servers in Switzerland

Given the positive results observed in Saillon, Christian Lalain suggested his employer at the Groupe Mutuel to use this tool. Groupe Mutuel previously used another tool called Wunderlist, purchased by Microsoft. The start-up company from Fribourg is proud of its success and is still growing surely but slowly. “Once our first client signed, there was a second, and a third…” recalls David Dutch. “We first reduced our working time, then we became self-employed. We are now established as a LLC and our office is based in Fribourg. And we are hiring! We are planning on hiring two new collaborators this year”. The two associates started off by looking for customers before going to fairs. In Switzerland, there are very few competitors. As their servers are based in Switzerland, they can claim their 100% swiss origin, a key argument for customers who fear data theft. 

\-

Source: [Original article from PME Magazine](https://wedo-assets.sos-ch-gva-2.exo.io/article_wedo_pmemagazine_2018_06_8bc9187094.pdf)

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WEDO’s great success

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

There’s a special kind of dread that comes with a recurring meeting invite.

It’s always there, every Tuesday at 10, or even worse, every Friday at 3, clogging up your calendar. People join out of habit. Cameras off. Agenda optional. And somewhere between the first status update and the fifth half-decision, you realize: this meeting isn’t helping anyone. It’s just... happening.

A lot of recurring [meetings](https://wedo.com/features/meetings) were meant to create structure. Instead, they often create inertia. Same attendees, same talking points, same outcomes (or lack thereof). Over time, they stop being useful and start being background noise.

But here’s the thing: it’s not the recurrence that’s the problem. It’s the lack of structure. And when you fix that, you stop wasting time and start making it count. In this post, we’ll walk through how to redesign your recurring meetings to create real clarity and value, so people leave with direction, not déjà vu.

## The Compounding Cost of Poorly Run Recurring Meetings

One bad meeting wastes time. A recurring one builds a culture of wasted time.

It’s not just an hour lost every week. It’s five people spending one hour each, every single week, often just to rehash the same updates or decisions that never landed. Multiply that across a month, then across multiple teams, and you’re suddenly burning dozens of hours on meetings no one finds valuable.

And that’s just the obvious part.

Poorly structured recurring meetings come with hidden costs:

- **Delayed decisions -** when ownership isn’t clear, decisions get deferred.
- **Lost accountability -** if follow-ups aren't tracked, nothing moves forward.
- **Fragmented focus -** context switching and repeated discussions drain attention.
- **Participation theater -** people show up, but mentally check out.

Over time, these meetings start functioning as placeholders rather than progress points. And because they’re recurring, they rarely get reevaluated. The longer they stay broken, the more time, trust, and attention they quietly erode.

The worst part? Teams often *feel* this happening, but don’t know how to fix it. So the meetings stay. And the drain continues.

## Signs Your Recurring Meeting Is Broken

You don’t need a survey to know when a recurring meeting is off the rails. You can feel it. But just in case you’re on the fence, here are the most common red flags:

- **There’s no real agenda.** Maybe there was one once, but now it’s just bullet points copied forward, or nothing at all.
- **It’s the same conversation every time.** No progress, just recycled talking points.
- **A few people dominate, others stay silent.** It’s unclear who’s supposed to speak, so only the loudest voices fill the gap.
- **People multitask or don’t show up at all.** Engagement drops when the meeting stops delivering value.
- **Nothing gets documented.** Decisions, context, and action items vanish the moment the call ends.
- **Everyone leaves with a different interpretation of what just happened.** No shared record means no shared understanding.

When even the organizer doesn’t look forward to the meeting, that’s a signal. Recurring meetings aren’t passive calendar events. If they aren’t driving alignment, clarity, or momentum, they’re just slowly draining it.

## What a Structured Recurring Meeting *Should* Look Like

![The Structure of a High-Value Recurring Meeting — infographic showing six key elements: clear purpose, evolving agenda, defined roles, documented decisions, progress review, and intentional attendance.](https://wedo-assets.sos-ch-gva-2.exo.io/the_structure_of_a_high_value_recurring_meeting_en_897b3c5b75.png)

Not every recurring meeting is a lost cause. The good ones do exist, and they don’t happen by accident. Here’s what separates a structured, high-value recurring meeting from the kind people join out of obligation:

- **There’s a clear purpose.** Everyone knows *why* this meeting exists, whether it’s to resolve blockers, review key metrics, or make decisions. If the purpose changes, the format changes with it.
- **The agenda evolves.** It’s not a static checklist. It’s built in advance, focused on outcomes, and time-boxed. New topics are added intentionally, not out of panic or filler.
- **Roles are defined.** Someone’s leading the discussion. Someone’s capturing notes. Someone’s accountable for follow-ups. If no one owns it, it won’t get done.
- **Progress is reviewed.** Last week’s action items don’t disappear into the void. They show up again, visibly, until they’re done or resolved.
- **Attendance is intentional.** If someone doesn’t need to be there, they don’t get dragged into the call. Relevance drives participation, not habit.

When a recurring meeting is structured this way, it stops being a placeholder and starts becoming a lever for progress. It helps people show up prepared, stay engaged, and leave with clarity, not confusion.

## How to Fix a Broken Recurring Meeting

If your recurring meeting feels off, it probably is.

And like most of us, you probably don’t want to keep pulling people into a meeting that isn’t helping anyone move forward.

However, you don’t need to overhaul your calendar or reinvent how your team works. A few thoughtful changes can make a big difference, bringing structure, purpose, and energy back into the rhythm.

![Fix Your Broken Recurring Meeting: 7 Smart Changes — infographic showing seven tips for improving recurring meetings with icons for each step.](https://wedo-assets.sos-ch-gva-2.exo.io/fix_your_broken_recurring_meeting_7_smart_changes_en_a22c5c7735.png)

Here’s where to start.

### Reconsider the standing invite

Sometimes the most helpful thing you can do is hit pause.

Cancelling a recurring meeting, at least temporarily, can create space to rethink its purpose. You’re not removing it out of frustration. You’re making room to rebuild it with the right intent.

This also signals to the team that their time matters, and that the meeting will come back stronger, not just… back.

### Set a purpose and an end date

Not all recurring meetings need to last forever. In fact, most shouldn’t.

If a meeting exists to help move a project forward, consider setting a natural expiration point. You can always restart it later if it’s still needed. But adding an end date gives everyone a reason to focus, make decisions, and avoid dragging things out just to fill the time slot.

And if the meeting’s purpose can’t be clearly defined in one sentence? That’s a sign to rethink it entirely.

### Get clear on what the meeting is for

Vague goals lead to vague meetings.

Before restarting the series, take a moment to clarify what a successful version of this meeting would look like. Is it meant to surface blockers? Make decisions? Align on progress?

If you can define the purpose clearly, the rest, agenda, frequency, attendees, gets much easier to shape.

### Refresh the format so it works for the team (not just the calendar)

If your current format feels flat, it probably hasn’t been updated in a while. Look at what’s missing:

- Are the same few people speaking while others check out?
- Are action items getting lost after the call ends?
- Does the meeting feel disconnected from what’s actually happening week to week?

Now’s the time to make the structure work harder:

A dynamic agenda, a few defined roles, and a consistent way to track outcomes can go a long way.

### Set new norms for how the meeting runs

As the format changes, so should the expectations.

It helps to say them out loud, or better yet, write them down. Things like:

- “Add topics to the agenda before the meeting”
- “Use the first few minutes to review open action items”
- “End with a recap of who’s doing what”

You’re not making it rigid, you’re making it clear. And that clarity gives people a reason to stay engaged.

### Make attendance flexible

Not every meeting needs to be a full house. If only three people are actively working through a handoff or decision, everyone else can sit it out.

Encourage people to attend when it’s relevant, not just because their name is on the invite. That shift alone can turn a meeting from a time sink into a focused working session.

### Give the structure somewhere to live

It’s tough to keep a recurring meeting useful if the details are scattered across inboxes, chat threads, and documents.

When your meeting prep, discussion, and follow-ups are all in different places, things slip. And people lose track, not because they don’t care, but because they don’t have visibility.

That’s why having a centralized tool matters. One place for agendas, notes, and action items. One place to stay aligned.

### Revisit the structure regularly

Fixing a recurring meeting isn’t a one-time task, it’s a habit. Once you’ve got the structure working, set a reminder to check in on it every few months. Is the agenda still relevant? Are action items getting done? Has the purpose shifted? Small course corrections over time can keep the meeting sharp and valuable, instead of slowly drifting back into autopilot.

## Why WEDO Makes Recurring Meetings Work

Let’s face it, recurring meetings aren’t going away. And honestly, they shouldn’t. When they’re structured well, they can keep teams aligned, accountable, and moving forward without the daily scramble. The problem is the lack of visibility, ownership, and follow-through.

[WEDO](https://wedo.com/features) gives recurring meetings the infrastructure they’ve been missing:

- **Shared agendas** that evolve week to week
- **Real-time note taking** so nothing slips through
- **Automatic follow-up tracking**
- **Integrated [task management](https://wedo.com/blog/how-to-choose-the-right-task-management-tool-for-your-team)** that connects discussion to action
- **One space for context, decisions, and accountability**, before, during, and after the meeting

No more toggling between docs, inboxes, and sticky notes. No more repeating the same update three weeks in a row. With [WEDO](https://wedo.com/features), your recurring meetings don’t just feel better. They actually work better.

Ready to make your recurring meetings worth everyone’s time? [Try WEDO for free today](https://wedo.com/signup) and see what structured meetings can actually do for your team.

Tired of unproductive recurring meetings? Learn how to structure them for clarity, engagement, and follow-through, without wasting everyone’s time.

“How to Structure Recurring Meetings — illustration showing a process loop with arrows around a gear icon.”

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Recurring Meetings: How to Structure Them for Clarity and Value

![Illustration showing the integration between WEDO and Microsoft Teams. On the left, the WEDO interface with agenda items; on the right, an active Teams video meeting.](https://wedo-assets.sos-ch-gva-2.exo.io/wedo_teams_en_3bc984dd21.png)

[Microsoft Teams](https://www.microsoft.com/en-us/microsoft-teams/group-chat-software) has become the default meeting room for many organizations. It’s fast, reliable, and deeply integrated into daily workflows. But it’s not built to manage the full lifecycle of a meeting.

It connects participants in real time, but once the call ends, that connection stops. The agenda, decisions, action items, and shared documents? They live elsewhere. Often in people’s inboxes, personal notes, or not at all.

Teams provides the space to talk. What it doesn’t provide is structure. And without structure, even the most productive conversations can get lost in follow-up.

That’s where [WEDO](https://wedo.com/features) comes in.

By integrating directly into Microsoft Teams, WEDO brings full meeting management into the same space where the meeting takes place. From setting the agenda to assigning tasks and locking the minutes, WEDO turns every meeting into a complete workflow, with nothing falling through the cracks.

## WEDO Brings Meeting Structure Into Microsoft Teams

For most teams, the moment a meeting is scheduled in Teams, the scramble begins: backchannel messages, scattered agendas, last-minute doc sharing. People show up uncertain about what’s being discussed or why they’re even in the room.

This kind of disjointed preparation wastes time, drains energy, and turns meetings into something people get through, not something they contribute to.

WEDO changes that without requiring a new system or process. Once added to a Teams workspace, it becomes a tab inside the meeting channel. From there, everything starts to come together.

You don’t need to switch platforms or introduce a new system. Instead, WEDO adds the structure Teams lacks, directly inside the interface your team already uses. From there, you can do everything you need to run an effective meeting:

- Build a shared agenda
- Collect input from attendees
- Attach relevant documents
- Assign roles and clarify objectives
- Launch votes or approval blocks when needed

And none of it happens in a vacuum. Every topic is tracked, every file is in context, and every decision has a place to live, without ever leaving Teams.

This integration allows meetings to move from preparation to execution without breaking flow. No toggling between apps. No chasing files in email threads. Just one workspace where discussion and documentation stay connected.

![Screenshot of the WEDO app in Microsoft Teams showing a list of upcoming meetings with date, status, and participants, plus a form to add a new meeting.](https://wedo-assets.sos-ch-gva-2.exo.io/wedo_meetings_teams_en_caa3e23498.png)

For teams that already rely on Microsoft Teams to collaborate, WEDO fills a very specific and often overlooked gap: it gives the meeting lifecycle a defined start, middle, and end, without needing to leave the environment people are already working in.

::button-primary[How to integrate WEDO with Teams]{link="https://help.wedo.com/en/articles/48757-integrate-wedo-into-microsoft-teams"}

## Keep the Meeting on Track, and Make It Count

Once the meeting begins, WEDO stays open in the Teams tab, right alongside the call, so everything stays in context. The agenda isn’t something people saw once in a calendar invite. It’s right there, visible and active, guiding the discussion as it unfolds.

As the conversation moves forward, so does the documentation. Notes are written live. Tasks are created in real time, with deadlines and assignees. Decisions are recorded directly under the item they relate to.

This kind of live collaboration creates clarity in the moment. No one’s wondering what was said or who’s responsible for what. And if alignment is needed on the spot, voting blocks allow participants to weigh in and move forward without delays or email follow-ups.

The collaboration feels natural because it’s happening where the conversation is happening, in the same interface, with the same people, in real time.

WEDO makes meetings easier to follow *while they’re happening*, not just easier to summarize afterward. Which means less confusion, fewer follow-ups, and more time spent moving work forward instead of revisiting what was already covered.

## After the Call Ends, the Work Continues

The real test of a meeting isn’t how much was discussed, it’s what happens after.

Without structure, even productive conversations lose momentum. Tasks get forgotten. Decisions blur. The same topics resurface week after week, because no one can find the original context.

WEDO closes that loop, *still inside Teams.*

Once the meeting ends, every task, note, decision, and document stays exactly where it belongs. Meeting minutes aren’t buried in a shared drive or manually rewritten after the fact, they’re already done. You can lock the report to preserve its integrity, and request electronic signatures directly from within the platform, whether you need SES, AES, or qualified signatures with legal weight.

Tasks remain connected to the specific agenda item they came from. If someone needs to review why a decision was made, they don’t have to guess. They can open the meeting, find the topic, see the discussion, and track the resulting action, all without leaving Teams.

That kind of traceability builds accountability. People know what they’re responsible for. Nothing slips through the cracks. And when you come back to the next meeting, the conversation can move forward instead of starting over.

WEDO makes that continuity automatic. The meeting doesn’t disappear once the call ends. It becomes part of a living record the whole team can rely on.

## Control, Privacy, and a Clear Line of Ownership

![Map of Europe highlighting Switzerland with markers for Zurich and Geneva. Text: “Your data is safely stored in Swiss data centers located in Zurich and Geneva.”](https://wedo-assets.sos-ch-gva-2.exo.io/data_storage_en_16a2492132.png)

Bringing [WEDO](https://wedo.com/integrations/ms-teams) into Microsoft Teams does more than streamline your meetings. It reinforces trust in how your information is handled.

Even while operating within the Teams interface, WEDO keeps all meeting data, like notes, documents, tasks, and decisions, under its own roof. Content is stored securely on servers located in Switzerland, where it remains subject to WEDO’s strict data protection policies and your organization’s governance standards. No data is shared with Microsoft. No content is duplicated or processed outside the WEDO environment.

This separation is important. Many collaboration tools prioritize integration at the expense of ownership, but WEDO takes the opposite approach. It offers full interoperability with Microsoft Teams without relinquishing control over your content. That means you can collaborate in real time without compromising on confidentiality, data residency, or compliance.

For organizations working in sensitive environments, whether legal, financial, public sector, or research-focused, knowing exactly where information is stored, who can access it, and how long it’s retained isn’t a preference. It’s a requirement.

WEDO helps you meet that requirement without extra complexity. Meeting content stays visible and accessible to the right people while remaining protected and centralized under one secure system. Teams provides the space for discussion. WEDO ensures the record is complete, accurate, and entirely yours.

## The Meeting Space Is Only Half the Equation

Microsoft Teams gives you a place to talk. WEDO gives you the structure to make it count.

From preparation to follow-up, WEDO fills the operational gaps that Teams doesn’t address. Agendas stay visible, decisions are documented in real time, and tasks remain tied to the conversations that created them. Everything lives in one place, connected to the meeting, and accessible to the people who need it.

And because WEDO keeps your data under your control, you can collaborate with confidence, without compromising on ownership, privacy, or clarity.

If your team already runs on Microsoft Teams, [WEDO](https://wedo.com/features) doesn’t ask you to change how you work. It simply makes every meeting easier to run, easier to track, and harder to forget.[Try WEDO for free today](https://wedo.com/demo) and turn every meeting into something you can build on.

Discover how WEDO brings complete meeting management into Microsoft Teams, streamlining agendas, notes, and action items in one integrated workspace.

Graphic titled “WEDO + Microsoft Teams.” Shows an online meeting with several participants, WEDO agenda items, and icons for microphone, calendar, and meeting.

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WEDO + Microsoft Teams: What Your Meetings Were Missing

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

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

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

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

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

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

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

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

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

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

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

### 1. Meeting preparation and management

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

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

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

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

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

### 2. Project management and task tracking

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

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

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

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

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

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

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

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

### 4. Transmission of information

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

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

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

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

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

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

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

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

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

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

An executive assistant speaking on the phone with colleagues blurred in the background, overlaid with the text “How to make an executive assistant’s daily life easier” and “Use case”

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Making daily life easier for executive assistants

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

## Key topics for a bilateral meeting

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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