Ensuring good internal collaboration is sometimes a challenge. And when it comes to conducting team meetings remotely, everything becomes even more complicated if this practice is not in your habits. However, managing remote contacts and meetings can be very simple as long as you have the right collaborative tools and adopt good practices. 

Just because you can't meet your colleagues in a conference room doesn't mean you have to give up the conduct of your meetings. On the contrary, online meetings allow you to :

* Maintain the link with your teams even from a distance
* Ensuring the realization of your activities and projects in any situation
* Ensuring that decisions are made under all circumstances
* Keep a written record of oral exchanges, regardless of the communication system used.

We have analyzed for you a few tools that promote virtual collaboration. They all have the advantage of offering videoconferencing solutions that will facilitate contact and communication between members of your teams, especially when they work remotely.

## Zoom

_Zoom_ is a simple and intuitive video conferencing solution. Using a simple link, participants join a virtual room and take part in the meeting. The tool is interesting because it does not require any prior installation for all participants. Only the meeting organizer needs to create an account in order to generate a link for his colleagues to access the virtual room. The solution is free as long as your meeting has less than 100 participants. Due to the specific context related to COVID-19, _Zoom_ has temporarily waived the condition of its free plan that limited group meetings to 40 minutes. Another notable advantage of _Zoom_ is that it offers advanced screen sharing options.

It should be noted that the application is currently controversial in terms of data security and confidentiality. Without condemning it, it is rather a question of observing the measures that the _Zoom_ team will take to remedy the problems raised. The company's CEO, Eric S. Yuan, has already reacted to this in a press release available on their blog.

## Slack

_Slack_ is an ideal internal chat tool to ensure good remote communication. An intuitive solution favored by many start-ups and small businesses, it offers the possibility to create chat channels with several members of your team or to exchange privately with a particular colleague. You can also organize audio calls or videoconference meetings involving several members. The solution also offers the "screen sharing" feature to animate your virtual meetings.

## Microsoft Teams

_Teams_, owned by Microsoft, is a solution equivalent to Slack. This tool also provides functionality for online meetings and has the advantage of being part of the Office 365 suite. The solution also includes a high quality screen sharing system. Currently, the limit on the number of participants in a video conversation has been removed in order to open up access to the platform.

## Skype

_Skype_, another tool offered by Microsoft, is ideal for small organizations. From the application, you can generate a call link to invite participants. They will be able to join the call via this unique link. The advantage? The tool is easy to use and free of charge. With _Skype_, you can also share your screen to show your work documents to other participants.

## Whereby

_Whereby_ also allows you to create a virtual room in just a few clicks to ensure that your meetings run smoothly. Simply share the link with participants to access the videoconference. The solution is free for up to 4 participants and also allows screen sharing. No download is required, you can access _Whereby_ via a web version. For large teams, there are pro and business versions.

## Jitsi

_Jitsi_ also offers a flexible videoconferencing solution with an integrated screen sharing system. The tool is completely free of charge, does not require the prior creation of an account and guarantees high audiovisual quality. To create your virtual room, simply generate a URL and share it with all participants. The strong point of _Jitsi_? The solution is Open Source and can be hosted anywhere. In Switzerland, _SWITCH_ and _Infomaniak_ offer Jitsi hosting so that you can ensure the confidentiality of your data.

In the end, whatever solution you choose, it’s mostly about following a few rules to ensure the efficiency of your online meetings:

1. Prepare documentation to brief your team on how to conduct the online meeting, especially if your team has not yet mastered the videoconferencing system.
2. Do some tests with your colleagues before the D-Day to make sure you master the tool you have chosen.
3. Clearly define the objectives of your meetings and systematically prepare a clear agenda in order to provide a common thread for future digital exchanges.
4. Set a meeting time beforehand and make sure to stick to the schedule.
5. Invite all participants to activate their webcam during the videoconference in order to bring virtual exchanges to life and improve everyone's engagement.
6. Share your screen as soon as you refer to a working document in order to put everyone on the same page.
7. Respect each person's speaking time and speak in turn to ensure the quality of the discussions.
8. If necessary, record oral exchanges to facilitate reporting (many video tools offer this feature).
9. Write a record of the discussions, highlighting the decisions made to ensure that activities are followed up.
10. Make sure that the tasks arising from the video meeting are clear and specify their respective deadlines if necessary.

To facilitate and guarantee the effectiveness of your remote meetings, opt for a meeting management tool that you will use as the main medium for your videoconference exchanges. This way, you will be able to share your agenda and all the necessary working documents with the participants while maintaining visual contact with them, as if you were all together in one room! Your virtual meetings can also be real moments of exchange and conviviality :-)

Do you want to increase the efficiency of your online meetings?

Find out how to use WEDO to prepare, conduct and monitor your meetings remotely.

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There are multiple solutions that allow you to ensure your exchanges in videoconferencing. Through this article, we offer you a comparison of 6 tools to help you select the one that best meets your needs and expectations. As a bonus, discover some practical tips that will guarantee the efficiency of your digital discussions. Collaborate efficiently, even at a distance!

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6 videoconferencing solutions to bring your team together virtually

The causes of an ineffective meeting can be multiple: poor preparation, repetition, lack of commitment from the participants, poorly defined objectives, sterile debates, endless discussions that do not lead to any decision making... so many disappointments that weaken the productivity of your work teams. 

But how can we overcome the scourge of unproductive meetings? The solution lies in the implementation of simple practices that are, to say the least, essential to the smooth running of a working session. 

## 1\. Invite participants to prepare in advance by collaborating around the agenda

To begin with, all agendas for your meetings should be set and circulated in advance. A meeting is only effective if all participants are willing to contribute to the discussion. As a team leader, invite participants to prepare their contributions in advance to ensure the quality of future discussions. The best way to achieve this goal is to start by creating a common agenda that is accessible and modifiable by all team members. This will reinforce the engagement of the participants during the meeting since they will have contributed to its elaboration beforehand. Empower your teams by giving them a voice!

In addition to making your meetings more productive, working together to prepare for your meetings will be a first step towards a more inclusive internal culture. As a team leader, be sure to value everyone's ideas and contributions. Meetings are the ideal place to shape, grow and communicate your corporate culture.

With WEDO, create your agenda and invite your colleagues to contribute to the different items with the appropriate content (files, paragraphs, private notes...). This way you can collaborate on the preparation of your next team meeting.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2020_03_1_meeting_agenda_wedo_1024x575_ae325113b3.png)

 Would you like to create collaborative agendas for your meetings? 

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## 2\. Ensure that everyone takes part in the discussions and respect everyone's speaking time.

On the day of the meeting, the initiator of the meeting must assume the role of "facilitator" by encouraging free exchange among participants. Be attentive to interactions by keeping a critical and constructive eye. It is also a matter of controlling the dynamics of the meeting while keeping the initial objectives in mind to ensure that they are achieved. Sometimes, one speaker can take precedence over more introverted others. To facilitate exchanges, make sure that everyone is able to give his or her opinion. Create a pleasant atmosphere for constructive and caring discussions among your team members.

What to do concretely when one or two people dominate the conversations?

* Go around the table to ask the opinions of the more discreet participants.
* Be aware of interruptions: if someone is interrupted, make sure they can finish what they are saying.
* Promote a caring environment by reminding that everyone's contribution is essential and that there are no "stupid" ideas or questions.

This environment will be conducive to generating ideas, making decisions and building stronger relationships to move forward together towards common goals.

Ineffective meetings are often characterized by their lengthy duration. If you can't manage to limit the time each person can speak, you will lose valuable time. Keep in mind that bringing a group of employees together in the same room represents a significant cost to the company.

Creating an agenda is the first step towards respecting your employees' time. It will help you stay focused on the purpose of the meeting while avoiding unnecessary digressions.

The second step is to highlight the importance of punctuality. If a participant tends to be late for team meetings, give them your comments as an aside.

Finally, respecting everyone's time also means being able to recognize when a meeting must be cancelled or shortened. If most members are absent or agenda items have already been dealt with at another time, don't monopolize your team's precious time and let them focus on their priorities and possible upcoming deadlines.

## 3\. Take a moment to review the work that has been done and ask questions about constraints and concerns.

As a leader, take the time to recognize the work done by your team during your meetings. Plenary encouragement will enhance the value of the whole group by providing a positive and constructive dynamic. In addition, this practice will have the advantage of subtly showing the way to those who have not worked according to your expectations. Public praise will encourage them to follow the example of what has earned your recognition.

However, make sure that you adapt to everyone's personality. While most people like to be publicly praised, some people may not like public recognition.

Alternatively, invite the rest of the group to give their opinion. You may wish to include a section dedicated to participant feedback in your agenda item list. This is a great way to encourage employees to recognize the work of their colleagues. Acknowledging the work done by your team will lead to a productive dynamic while creating strong group cohesion.

Due to poor communication, the front-line problems of an organization may not be known to management. To avoid this, hold bilateral meetings as well as team meetings to ask colleagues about blockers that could prevent them from doing their jobs.

As a team leader, valuing transparent communication will create an environment that is conducive to problem solving. If your employees are confident, they will dare to talk openly about the obstacles they encounter in their daily work. Together, you will be able to solve them in order to reach the objectives set. So invite your colleagues to talk about their concerns: at your team meetings, go around the table regularly so that everyone can express themselves freely and honestly.

## 4\. Establish efficient monitoring of activities

Follow-up actions are probably the most important part of your team meetings as they will help you achieve your goals. At the end of the meeting, your team members need to be clear about what is expected of them. It is a matter of answering the famous question of "who does what and for when". You don't organize meetings just to discuss various subjects: the main goal is to give substance to concrete actions. The follow-up to the meeting must therefore be treated with as much attention as its preparation. At the end of the meeting, already think about the next one in order to ensure an effective follow-up.

What is the best way to ensure effective monitoring of operations?

One of the most effective methods is to make a clear note after each topic discussed in the meeting of the tasks arising from it. Also think about directly assigning your tasks in order to get your team up and running as quickly as possible.

3 tips for writing clear and punchy tasks:

* Begin with an infinitive verb to suggest action
* Be as precise as possible! Think that the task must be understood by a third person.
* Assign a person responsible for each task and specify its deadline.

WEDO combines dynamic reporting with collaborative task management. Enter your tasks directly in meetings, delegate them to your colleagues and specifying their deadlines. Your team will be able to ensure the follow-up of operations at the end of the meeting.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2020_03_2_assign_tasks_during_meeting_wedo_1024x575_6b9401c77f.png)

Would you like to create tasks directly during your meetings?

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## 5\. Share the report with all participants.

To ensure the success of the follow-up process, make sure to distribute the minutes of the meeting discussions. Your team members should have quick access to support that they can rely on to complete their tasks. A team meeting will fail if participants are not clear about what they need to do after the meeting. To facilitate communication, it is essential to make sure that the minutes of your discussion are well presented: highlight the collective decisions and the tasks to be carried out. Make sure that important information stands out clearly so that it is retained by your colleagues. The record of your discussions will ultimately validate the relevance of your meeting in the eyes of the participants.

With WEDO, distribute reports to participants in just a few clicks directly from the platform.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2020_03_3_send_meeting_minute_to_assignees_wedo_1024x575_72b855da94.png)

## 6\. Seek input from team members about meeting organization

The opinion of your colleagues counts and will allow you to optimize the conduct of your meetings. If your team is convinced of the relevance of your meetings, it will be better able to deliver quality work. Nobody likes wasting time! Moreover, giving employees the opportunity to express their opinions will also help you develop an inclusive culture and ensure that all your meetings will be useful in the future. Ask your team members concretely what they think would make your meetings more effective.

Alternatively, at the end of the meeting, ask your collaborators to give your meeting a score of 1 to 3 :

* 3: this meeting is well organized and allows me to achieve my objectives.
* 2: the meeting is useful but its organization needs improvement.
* 1: I feel that I have wasted my time, this meeting was not useful to me.

Invite each participant to indicate how many points they tune with their raised fingers and quickly survey the room. Finally, ask the most sceptical participants to communicate the points of improvement they feel are necessary.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2020_03_end_of_meeting_aa13165fe0.gif)

Do you want to improve the conduct of your team meetings using a technological and easy-to-use tool? WEDO is the solution to make your meetings useful and efficient!

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As a team leader, you are regularly called upon to organise meetings but are not convinced of their effectiveness? Rethink the organisation of your work sessions by observing a few key principles. Here are some tips that will improve the conduct of your meetings and the commitment of your teams. 

This image offers six tips for running a team meeting effectively, featuring a person presenting at a board on a coral background

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6 tips for conducting an effective team meeting

> When your workload becomes overwhelming, staying organized can feel impossible. How do you manage to stay positive and on top of your daily tasks when faced with a seemingly endless list of responsibilities?

It’s not always easy to know where to start. Rather than jumping in headfirst, take a moment to step back and plan. Organizing your day before tackling tasks is essential for reducing stress and boosting productivity. By breaking down your work, **writing a task list**, and **assigning tasks**, you’ll feel more in control.

But what’s the best way to do this? Follow these four simple steps to organize your day and **stay on top of your workload**.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_10_4_etapes_pour_mieux_gerer_vos_taches_au_quotidien_cba3791351.png)

## Step 1: Write down all of your tasks

Before prioritizing or planning, start by listing all your tasks. Check your emails, notes, and current projects to get a complete overview. This step helps you clearly define your workload and ensures you don’t miss any day-to-day tasks.

Create a task list that breaks down all your work into smaller, manageable parts. Whether it's long-term projects or short-term deadlines, seeing everything laid out will give you a clearer picture of your responsibilities. This helps you separate smaller tasks from bigger projects and organize them accordingly.

One of the easiest ways to improve task management is by using digital tools. Many task management platforms allow you to compile tasks and even set deadlines for each one. This helps you better understand the workload and ensures that nothing gets overlooked.

## Step 2: Prioritize your tasks

Prioritizing tasks is crucial for managing your time effectively. But how do you decide what’s important? Start by distinguishing between tasks that are urgent and those that are important—two terms that are often confused.

Dwight D. Eisenhower’s famous method, the [Eisenhower Matrix](https://www.forbes.com/sites/hillennevins/2023/01/05/how-to-get-stuff-done-the-eisenhower-matrix-aka-the-urgent-vs-the-important/), helps clarify this distinction. His quote, “What is important is seldom urgent, and what is urgent is seldom important,” is the foundation for this technique. The Eisenhower Matrix helps you categorize tasks into four groups:

**- Urgent and Important:** These tasks require immediate attention and directly contribute to your long-term goals. They should be addressed first.
**- Important but Not Urgent:** These tasks don’t need immediate action but are essential for your personal and work-related goals. Schedule them for later.
**- Urgent but Not Important:** These tasks need attention but don’t necessarily help you achieve your long-term projects. Delegate these whenever possible.
**- Not Urgent and Not Important:** Tasks that neither support your goals nor need to be completed soon. These can be deferred or moved to the bottom of the list.

The urgent but not important tasks represent tasks linked to the goals of other people (such as tasks to do in the context of a collective project). Hence, you can delegate them to third parties as much as possible. Tasks that are neither urgent or important can be moved to a sort of “suggestion box.”

These tasks are not essential at the moment, as they do not have a direct influence on your long-term goals, but they should still be kept in mind. The main idea is that tasks should be frequently reviewed, and their relevance should be analyzed to see if their status is changing. This makes it easier to stay on top of things, even when faced with many responsibilities.

![Eisenhower Matrix for task prioritization: do now, delegate, schedule for later, or defer/ignore tasks for better time management.](https://wedo-assets.sos-ch-gva-2.exo.io/blog_task_organisation_eisenhower_matrix_en_6371fef608.png)

Knowing how to [manage daily tasks](https://wedo.com/blog/organize-your-telecommuting-days-by-managing-your-tasks-with-wedo) requires understanding which tasks are most critical to your personal and organizational goals. The better you become at sorting through priorities, the easier it will be to maintain focus and complete tasks efficiently.

## Step 3: Plan and schedule your tasks
Once you’ve identified which tasks are most important, the next step is to plan and schedule them. This involves setting clear due dates and organizing your tasks over days, weeks, or months, depending on the timeline for completion.

For all important tasks, try to set a planning date according to your time schedule. Use a [project management tool](https://wedo.com/features/project-management) or task management platforms to break down big projects into smaller tasks that can be completed over time. Start by organizing your week and allocating specific days to specific tasks. Having a clear schedule allows you to pace yourself and stay focused on what needs to be done each day.

Make sure to note both the due date and planning date—the planning date is when you’ll work on the task, while the due date is the final deadline. This approach helps with time management and ensures that you’re not rushing at the last minute.

In your work routine, you probably have tasks that recur. Recurring tasks can also be planned more efficiently by using task management tools that allow you to set reminders for daily tasks or long-term projects. Setting recurring tasks will help you manage your workflow smoothly.

A well-structured schedule not only helps you stay on top of tasks but also increases productivity by reducing last-minute stress. By assigning tasks to specific time slots, you can ensure that each one gets the attention it deserves.

![Four steps to organize daily tasks: write down tasks, prioritize, plan and schedule, and delegate and collaborate with team members.](https://wedo-assets.sos-ch-gva-2.exo.io/blog_task_organisation_4_steps_en_49d238141c.png)

## Step 4: Delegate and collaborate
In your daily life, you are likely to collaborate and work in teams. And sometimes, the best way to manage your workload is by [delegating tasks](https://www.mckinsey.com/capabilities/people-and-organizational-performance/our-insights/for-smarter-decisions-empower-your-employees). Urgent but not important tasks, for example, are perfect for delegation. These may be tasks that contribute to a project’s progress but aren’t critical to your own responsibilities.

When you delegate tasks to team members, be sure to communicate clearly. Assign the task, set a due date, and follow up to ensure it’s completed on time. Collaboration tools can make delegation easier by allowing you to share tasks in real time and track progress. Make use of [project management software](https://wedo.com/features/project-management) to keep everyone aligned and working toward shared goals.

Delegating frees up your time for the tasks that require your personal attention, while also empowering your team members to take on more responsibility.

## Stay on top of your daily task list
Following these steps allows you to stay organized and [manage your time](https://wedo.com/blog/organize-your-telecommuting-days-by-managing-your-tasks-with-wedo) effectively. Avoid overloading yourself by overestimating how much you can complete in a single day. Instead, set clear, manageable goals and focus on completing tasks one by one. At the end of each day, take a moment to review your progress.

Were the tasks you planned completed? If so, it means you’ve set reasonable goals. If not, consider reducing the number of tasks on your daily task list to ensure you don’t overwhelm yourself. This regular review will help you refine your approach and increase productivity over time.

## Choosing the right task management tools
The good news is that you don’t have to do this all on your own. There are many [task management tools](https://wedo.com/features/tasks) and project management software available that can help you organize your tasks. These tools provide pre-made templates for task organization, making it easier to track progress, set deadlines, and ensure tasks are completed on time.

Look for a project management tool that fits your working style—something flexible and easy to use. These tools will allow you to assign tasks, set priorities, manage deadlines, and track progress in real time, helping you and your team stay on top of everything.

## Conclusion: Take control of your time
By following these four steps—writing down tasks, prioritizing, planning, and delegating—you’ll find it much easier to manage your workload. Staying organized helps you avoid unnecessary stress and allows you to stay focused on your goals. Whether it’s managing day-to-day responsibilities or planning for long-term projects, using the right tools and techniques will keep you productive.
Want to improve your task management process? Discover how WEDO can help you organize your work more effectively with our customizable tools for real-time collaboration.

Schedule a live demo today and start optimizing your workflow!

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Discover how to manage daily tasks with these 4 simple steps. Learn how to stay organized, prioritize, and delegate your workload for better productivity.

This image outlines 4 steps to improve daily task management, shown with a checklist and pencil icon on an orange background

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4 Steps to Organize and Manage Your Daily Tasks at Work

Although meetings are integral to a company, there are many executives and employees who complain about their length being sometimes excessive. In January, a study conducted by Doodle[^1]  revealed that Swiss employees spent an average of 5 hours per week in meetings. So how can you improve the efficiency of meetings? 

An endless meeting is often the result of poor preparation. To save time during a meeting, there are a few steps that should not be neglected. The moderator, as well as the attendees, must contribute to the elaboration of the meeting in order to plan its frame and progress. The meeting agenda, which represents the discussion thread, needs to be established according to the goals of the meeting in order to stay focused. This will help employees progress efficiently without wasting time. 

## Before the meeting – a collective preparation 

### Ask yourself the right questions and set clear goals

> _According to the survey on meetings presented by Doodle, 72% of the interviewed employees think that a good meeting goes through clearly set goals!_

Before scheduling a meeting, key questions need to be addressed: 

**What is the purpose of the meeting?** The outcome of the meeting will serve as a guideline. This preliminary question will allow you to highlight the interest of the meeting for the attendees. 

**What are the main topics to address?** The following step is to define the topics to be addressed during the meeting to achieve the desired goal. These topics will be the items of the meeting agenda.

**Who are the people involved?** A meeting with a large number of presenters is likely to drag on. It is therefore important to gather only those who are directly involved in the topics, decisions and tasks to be performed. 

**What is the estimated time for the meeting?**  According to the number of topics to be addressed, try to estimate and set the duration of the meeting and stick to it on the day of the meeting.

### Establish an organized and clear meeting agenda

> _According to the survey on meetings presented by Doodle, 67% of the interviewed employees think that a good meeting goes through a clearly established meeting agenda._

**List the different items in the meeting agenda >**  A meeting agenda consists of a list of items that resume the topics to be covered during the meeting. The establishment of a precise meeting agenda will ensure efficiency and rapidity during the meeting and will thus avoid unnecessary digressions and off-topic debates. Depending on the topics to be addressed, you can build the frame of the meeting by choosing, for example, a list of points hierarchized in different levels (ex: 1., 1.1, 1.2, 1.3,). If this organization does not seem relevant to you, you can try to group the items to address according to criteria that makes sense regarding the type of meeting: _departments or services concerned, addressed topics, topics ordered according to the interventions of different presenters, steps of the project to realize,_ etc.

**Define the role of the presenters >**  Depending on the established items, define who will speak during the meeting. In order to avoid taking attendees by surprise, schedule each person’s interventions ahead of time according to the meeting agenda. This will encourage them to prepare the meeting and will improve the efficiency and length of the discussions.

**Make the meeting agenda accessible to allow attendees to consult it >** Once the meeting agenda has been established, make sure to share it with all the attendees a few days before the meeting. A good preparation of the different interventions will contribute positively to the smooth running of the meeting. Furthermore, a previously established meeting agenda is likely to ensure a well-organized and productive meeting. The attendees will feel concerned and will not have the impression that the upcoming meeting will be wasting their valuable time.

## During the meeting – the roles of the meeting moderator and the drafter

### Progress according to the set order 

On the day of the meeting, keep the goal of the meeting in mind. The moderator of the meeting is responsible for its smooth running and must avoid any misplacements by following rigorously the pre-established meeting agenda. This will avoid the attendees to feel lost and they will be able to follow the discussions by referring to the common frame previously diffused. 

### Address the covered topics in a systematic way

The moderator of the meeting must try to facilitate the task of the meeting minutes drafter by being clear and rigorous in the way he conducts the meeting. By discussing each item of the meeting agenda in a systematic way, you will ensure a productive meeting and meeting minutes drafting while avoiding wasting time. But how can you discuss the various items of the meeting agenda in a systematic way? 

Here is a solution that considers the discussion of each item of the meeting agenda following three steps that will come out as three separate blocks of information in the meeting minutes: 

**Step 1 – the minutes of the discussions:** Every topic covered in a meeting generally leads to a discussion that will need to be transcribed in the meeting minutes > _this constitutes the first block of information of the discussed item._

**Step 2 – the result of the discussions:** The decisions and high points of the preliminary discussions should be highlighted > _this constitutes the second block of information of the discussed item._ Many employees often complain about leaving a meeting without really knowing which major decisions were made. Highlighting them will avoid that kind of uncomfortable feeling.

**Step 3 – tasks arising from the decisions:** The attendees will have to perform various tasks to reach the set goals > _this constitutes the last block of information of the discussed item._ Thanks to a clear division of tasks to perform, the attendees will be operational as soon as the meeting ends. This will avoid people forgetting what they are supposed to do from a meeting to the next. 

This method will encourage you to proceed in an efficient manner and will facilitate the drafting of the meeting minutes. Furthermore, when the attendees will have to review the meeting minutes, they will easily obtain the necessary information. Needless to say, certain items will not require such a structure and can therefore be covered far more quickly – for example by using only one of the three proposed blocks of information. 

In summary, the success of a company meeting is largely dependent on its preparation. By focusing on clearly set goals and on a clear meeting agenda, you will necessarily limit the length of your meetings and thus keep the attendees active and concerned. Establishing a meeting agenda can sometimes seem tedious. The trick is to create a meeting agenda template according to the different meetings that you conduct. This way, from one meeting to the next, you will only have to make a few changes to the template of the previous meeting agenda for the upcoming meeting, without having to create a new one each time. 

Do you want to facilitate the preparation and conduct of your meetings?

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[^1]: To carry out the study in question, more than 6’500 professionals from the United Kingdom, Germany, Switzerland and the United States were interviewed. 

Do your company meetings tend to drag on? In this article you will find a few tips to limit their duration! 

This image introduces tips on how to keep business meetings short, illustrated with a stopwatch showing 25 minutes

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How to limit the duration of a meeting?

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.

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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.

::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

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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”

Productivity

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