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

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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