## 1 - Choose the density when exporting a report

More flexibility in the layout of your reports! Choose now the density of the exported document. Three densities are offered during configuration: compact, normal or wide. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_08_1_choisir_la_densite_1024x575_dff2e5545b.png)

## 2 - Assigning a logo to a team or workspace 

Until now, the logo of your organization chosen via the network settings was included in the header of all documents exported from WEDO. So that you can customize your exports - task lists or meeting minutes - you can now: assign a logo to a team and/or assign a logo to a workspace.

The choice of the logo is made from the parameters. Please refer to the following two articles to discover the functionality in detail :

[Team settings](https://help.wedo.swiss/fr/articles/3284167-parametres-d-une-equipe)

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_08_2_prametres_equipe_logo_1024x575_738ea1db00.png)

[Workspace settings](https://help.wedo.swiss/fr/articles/2576110-parametres-d-un-espace-de-travail)

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_08_3_prametres_espace_logo_1024x575_0929b05e02.png)

## 3 - Duplicating a workspace

With this update, you can now [duplicate a workspace](https://help.wedo.swiss/fr/articles/3284132-dupliquer-un-espace-de-travail). Duplication allows you to create a new workspace and take over all tasks and the contents of their detail panes. Completed tasks are also resumed.

### What are the benefits of this feature?

When setting up the network, you will save valuable time by duplicating workspaces that have a similar structure. It will not be necessary to set them up manually one by one! 

Another use case: in your network, many workspaces represent projects. Duplicate a workspace to plan a new project based on a previous one.

In the example below, the _Renovation Building A_ workspace is duplicated for a new, similar project.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_08_4_dupliquer_un_espace_de_travail_1024x575_75d7006620.png)

## 4 - Duplicating a checklist template

You can also [duplicate a checklist template](https://help.wedo.swiss/fr/articles/3284149-dupliquer-un-modele-de-checklists). Duplication allows you to create a new template and take over all tasks and the contents of their detail panes. Completed tasks are also resumed.

### What is the major advantage of this feature?

In your organization, you need to maintain procedures that have a similar structure and content. Duplicate a checklist template to save time and then link the duplicates to the teams involved in the procedure!

In the example below, the template _Onboarding collaborator_ is duplicated in order to be linked to the _Administration_ team.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_08_5_dupliquer_un_modele_de_checklists_1024x575_16101c1580.png)

## 5 - Delegating a task using a user's initials

To delegate a task to a colleague, simply enter their initials in the field provided. 

The procedure is the same for all places that have a field to search for a user: you only have to enter the initials of the person concerned to find him/her quickly!

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_08_6_recherche_utilisateur_par_initiales_1024x575_0b243fbce9.png)

## 6 - Instant search

Search indexing is now instantaneous! For example, if you create a task, it is directly accessible via the search tool. The same goes for searching through meetings, decisions or files. In the search results, WEDO shows you the number of hits found.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_08_7_recherche_instantane_1024x575_5243339e50.png)

Multiple new features for version 38 of WEDO: change the density of exported documents, assign a logo to your teams and workspaces, duplicate your checklist spaces and templates, and take advantage of the improvements made to the search tool. 

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WEDO V38: 6 improvements to discover

## Revision of the Files tab

The Files tab, present in each workspace, works now like a folder. What are the major changes compared to the previous version? No more need to add the same file several times! Files added to the workspace can now be taken back in the future to be attached to a task or agenda item without having to go back to your computer folders. Want to rename, replace or delete a file? All this is now possible at From the Files tab!

In the tab, the files are categorized according to the element to which they are linked :

* Files in the space - those added to the Files tab
* Files attached to tasks in the workspace
* Files attached to meetings in the workspace

### Adding a file to a workspace

You can now directly add a file to a workspace. To do so, go to the Files tab and click on the **Add File button**.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_1_ajouter_un_fichier_dans_un_espace_de_travail_8be8c9bcec.png)

A window opens and offers two options for adding: drag and drop the file or choose it from the button provided for this purpose. 

**New**: you can add several files at the same time.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_2_ajouter_un_fichier_dans_un_espace_de_travail_2_fd12f3ab24.png)

### Files from workspace

Files added to the workspace are now displayed in this category. These are files that are relevant to workspace members without necessarily being linked to a task or meeting. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_3_les_fichiers_de_lespace_ae8873b9f7.png)

### Modification of basic operation

In this new version, files attached to tasks or meetings are no longer added to the default workspace. However, they can be added to the default workspace with a single click. To do so, click **Add to...** via the file information pane.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_4_ajouter_a_lespace_de_travail_a14e0721fe.png)

### Files attached to tasks

By clicking on the funnel button, you first find the **Attached to tasks** filter.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_5_filtre_joints_aux_taches_bc07d34956.png)

Here are only the files attached to the space tasks. When you click on the file, the information pane opens: a link provides direct access to the task to which the file is attached.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_6_volet_informations_lien_vers_la_tache_7d921bfb6c.png)

### Files attached to Meeting

By clicking on the funnel button, you will then find the **Attached to meetings** filter.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_7_filtre_joints_aux_reunions_bf523484c0.png)

Here are only the files attached to the workspace meetings. When you click on the file, the information pane opens, with a link to the meeting containing the file. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_8_volet_informations_lien_vers_la_reunion_f832f4c896.png)

### All files in the workspace

By clicking on the funnel button, you finally find the **All** filter.

This category includes all files in the workspace:

* Files added to the workspace
* Files attached to tasks in the workspace
* Files attached to meetings in the workspace

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_9_filtre_tous_les_fichiers_de_lespace_4e2d0955a8.png)

### Information section

When you click on a file in the tab, an information pane opens on the right side of the screen. It shows the file name, format, location, date and time of addition, file size, user who added it, and links to the items to which the file is linked. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_10_volet_dinformations_fichier_b6bd2b78cd.png)

### Version management 

WEDO now handles conflicts between different versions of the same file. When a file of the same format and name is added to the workspace, WEDO informs you and gives you two options for handling the conflict:

* Replace the existing file with the newly added version
* Keeping both versions of the file in the workspace

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_11_gestion_des_conflits_entre_fichiers_451bf3618c.png)

**Info** : if you wish to keep both versions, a suffix with the version number will automatically complete the name of the added file (ex :\_2 ; \_3 ;\_4 ; etc.).

For each file, you can consult the version history by clicking on the relevant tab. Note that it is possible to download, restore or delete a version.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_12_onglet_versions_fichier_9f2d59107d.png)

### Search through files

A search tool has been integrated into the tab to save you time. The search is only done through the selected filter. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_13_rechercher_un_fichier_dans_longlet_af5ca9ebff.png)

Each user can also search through the files of all the workspaces of which he or she is a member. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_14_rechercher_un_fichier_a_travers_tous_les_espaces_6f59b7d902.png)

## Adding files to tasks and meetings

Whether for tasks or meetings, you can now add multiple files at once. At the addition level, two options are offered to you. 

### Attach a file from disk

First case: the file has never been added to the platform. You therefore want to access the folders on your computer in order to select it. Then click on the option **From disk** and choose the files.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_15_joindre_un_fichier_depuis_le_disque_7ff765ed8b.png)

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_16_joindre_un_fichier_depuis_le_disque_2_abc56b5423.png)

### Attach a file from WEDO

Second case: the file to be attached is a file linked to a workspace of which you are a member. Click on the **From WEDO** option. A window that shows the tree structure of your network opens and allows you to access the right workspace.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_17_joindre_un_fichier_depuis_wedo_f6958ea713.png)

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_18_joindre_un_fichier_depuis_wedo_2_52a75bbd75.png)

## Quick overview of PDF files and images

The **Open** option gives access to a preview of the contents of PDF files and images.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_19_ouvrir_apercu_pdf_6cc6367c30.png)

You can browse the document using the navigation.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_20_apercu_pdf_3a00d6c3de.png)

## Also to be discovered in this version

An improvement for user management: Administrators can now choose which teams users should be affiliated to when creating new accounts.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_21_creer_un_utilisateur_3b483fe7df.png)

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_22_ajouter_un_utilisateur_dans_une_equipe_c842e6a6e4.png)

**Any additional questions about file management? Check out the articles in our help center!**

::button-primary[Go to the Help Center]{link="https://help.wedo.swiss/en/collections/1464220-files"}

File management has been completely redesigned! The new structure brought by this update is a first step in the future development of the Files module. Through this article, discover the functionalities offered by the new online version. 

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File management


Meetings are an essential part of any organization’s workflow, and making them efficient can be challenging. With [WEDO](https://wedo.com/)’s new update, sending your meeting agenda and meeting minutes by email has become easier than ever. 

Now, meeting participants can access key information at the right time, ensuring everyone is prepared, tasks are assigned, and nothing falls through the cracks. These updates are designed to help you focus on important points and improve communication with your team members before, during, and after the meeting.

In this update, we’ll dive into the improved features, such as email templates, new meeting recaps, and a smoother agenda-sharing experience. Whether it’s a board meeting, a routine check-in, or an important project review, WEDO’s new features will help you streamline the process and ensure effective meetings.

### Why emailing your agenda and meeting minutes matters
Sending out the agenda items and meeting notes ahead of time can significantly enhance meeting effectiveness. Participants have the opportunity to review the agenda before the meeting and be well-prepared, ensuring that discussions are concise and to the point. This not only saves time but also ensures that all key topics and decisions made during the meeting are covered efficiently.

Moreover, sharing the meeting minutes post-meeting allows for accurate meeting recaps and a clear record of what happened. All tasks assigned are documented, and the decisions and action items are highlighted, ensuring there is no ambiguity about the next steps.

### New features: A step-by-step guide to sending agendas and meeting minutes by email

In this latest update, WEDO has made it incredibly simple to share both meeting agendas and meeting minutes via email. Here’s how it works:

#### Step 1: Prepare and send the meeting agenda 
After setting up the meeting, you can send the agenda to participants with just a few clicks. The agenda items will include all relevant details, such as meeting date, time, and objectives.

To send the agenda by email, follow these steps:

- Click on the **envelope icon** (1) at the top-right corner of the screen to access the email templates. This is available at each step of the meeting in the top right of the screen.


![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_05_slide1_2_81b9c299d3.png)

- A window will pop up where you can add or remove recipients. The default recipients are the selected attendees of the meeting. You can always **delete** (2) or **add other participants** (3) as necessary.

- Once the subject and message are completed, click **Send by email** (4). Recipients will get an email inviting them to access the meeting directly within WEDO.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_05_slide2_bebfc8763e.png)

By using this feature, attendees are invited to review the agenda items and add their notes or questions in advance. This encourages active participation and ensures that all team members are aligned and well-prepared before the meeting begins.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_05_slide3_2_6369d11577.png)

#### Step 2: Validating and sending the final agenda
After finalizing the agenda, it’s time to send it out to participants again, this time as the confirmed document. Here’s where this step makes a difference: it acts as a reminder to prepare for the meeting.
Once the agenda is validated, all meeting participants are prompted via email to read it carefully and prepare for the meeting. They can add their comments and insights directly within the platform, ensuring everyone has input before discussions begin.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_05_slide4_2_7cc229dc9a.png)

#### Step 3: Send meeting minutes in real-time 

The third step in this update is WEDO’s real-time meeting minutes feature. As the meeting progresses, participants can view and follow the key points covered and any decisions made in real-time. This eliminates the need to wait until the end of the meeting to review the minutes of meeting.

The meeting facilitator or secretary can keep the meeting notes updated, ensuring that nothing is missed. The feature is particularly useful for board meetings or critical discussions where decisions need to be tracked accurately.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_05_slide5_2_11e9eb917d.png)

#### Step 4: Reviewing the meeting minutes 
Once the meeting is over, the minutes enter review mode. At this stage, participants can access the minutes and provide feedback or suggest changes before they are finalized. This ensures that the key topics and decisions and action items are accurately reflected.

WEDO sends an automatic email reminder, inviting attendees to review and comment on the minutes. This step is particularly beneficial for ensuring that no details are overlooked, and that everyone has a chance to provide their input before the minutes are locked.


![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_05_slide6_2_93272c7927.png)

#### Step 5: Finalized meeting minutes 
After the review period, the meeting minutes are finalized and locked. WEDO sends another email to notify participants that the final minutes of the meeting are available for review. This ensures that there’s a clear record of the meeting, and everyone can follow up on their tasks assigned.

Participants can refer back to the meeting recaps and key points covered, making it easier to track progress from one meeting to the next. This step solidifies the decisions made during the meeting and ensures accountability.


![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_05_slide7_2_402fb5d148.png)

### Copying items from one meeting to another: Streamline your workflow
Another valuable feature in this update is the ability to copy agenda items or sub-items from one meeting to another. This feature saves time and helps connect the dots between related meetings, particularly when you're dealing with recurring board meetings or ongoing projects. Please note that the entire content of the item is copied, i.e. the notes, decisions, tasks and attached files.

To use this feature:
- Select the item you wish to copy and click on the **three vertical dots** (1).
- Choose **Copy to…** (2) from the dropdown menu.


![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_05_slide8_92aa996031.png)

- In the pop-up window, define which meeting the item should be copied to. You can also choose the workspace, and the location of the item within the meeting agenda (3).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_05_slide9_945d57297a.png)

- Then click **Copy**(2).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_05_slide10_9110ca02d1.png)

With this new tool, you can easily carry over decisions made or important points from one meeting to another, ensuring continuity in discussions and avoiding redundant rework.

### Practical benefits of the WEDO update
These [new features](https://wedo.com/features/meetings) in WEDO aren’t just about functionality—they’re designed to enhance your overall meeting experience and boost productivity. Here’s how:

- **Better preparation:** By sending the agenda in advance, participants have time to prepare for discussions and add their notes. This improves the effectiveness of the meeting and ensures that everyone is on the same page.
- **Efficient use of time:** Real-time meeting minutes help participants follow along, ensuring that all key topics are covered during the meeting. This makes discussions more concise and to the point, preventing unnecessary delays.
- **Clear follow-up:** With easy-to-access, locked meeting minutes, all tasks assigned and decisions made during the meeting are available for review. This ensures that the team follows through on commitments, leading to more effective meetings in the future.

## Conclusion
WEDO’s new features simplify the way you handle meetings, from sending agenda items to distributing meeting recaps and finalizing minutes of meetings. With email templates, real-time meeting notes, and the ability to copy items across meetings, you can ensure that every meeting runs smoothly.

By incorporating these tools into your meeting process, you’ll streamline communication, reduce misunderstandings, and improve overall meeting productivity. Make the most of your meetings with WEDO's latest features.


Discover WEDO's latest update and learn how email templates, real-time minutes, and agenda management improve meeting efficiency.

Screenshot of the WEDO meeting interface, more specifically of the recipient selection window for sending meeting minutes

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Sending the meeting agenda and minutes of your meeting by email

## What is a team?

A team represents a department or a service of your organization. You can move workspaces and checklists templates from your network to previously created teams.

This new manner of grouping collaborators aims to improve the structure of your network. Furthermore, it simplifies the integration of new users: once their account is created, you can simply add them to the appropriate team. They will have direct access to workspaces and checklists templates that concern them.

Here is a preview of what a team-structured network looks like:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_04_diapositive1_6402e25b7c.png)

## Main menu revised

The introduction of teams brings changes to the general ergonomics of the main menu on left side of the screen. A TEAMS section now appears in the menu and allows you to visualize the workspaces and checklists templates of the teams of which you are a member.

The idea is to replace the categorization of workspaces into different folders – which will eventually disappear in a future version.

We came up with a solution that will allow you to gradually adopt this new organization in teams. Hence, you will find in the side menu the following elements:

* The WORKSPACES
* The CHECKLISTS TEMPLATES
* The TEAMS – the newest category

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_04_slide1_1_3667ce2950.png)

In the long term, the ideal would be to have only the TEAMS section that groups and categorizes the workspaces and checklists templates.

Team-related workspaces and checklists templates are grouped into two tabs – you will find an example in the screenshot below, with the _Management_ team_._ 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_04_slide2_1fd493db75.png)

## How to adopt an organization in teams?

All users are allowed to create teams. We suggest you proceed in steps:

1. [Create a team](https://help.wedo.swiss/les-equipes/creer-une-equipe)
2. [Move a workspace to a team](https://help.wedo.swiss/les-equipes/deplacer-un-espace-de-travail-dans-un-equipe)
3. [Move a checklist template to a team](https://help.wedo.swiss/les-equipes/deplacer-un-modele-de-checklists-dans-un-equipe)

**Information:** Even though all users are allowed to create teams, only the moderators of workspaces and checklists templates have the right to move these elements to the different teams of the network.

## Confidentiality concerning workspaces

When you link a workspace to a team, you can choose between two options that will determine the confidentiality of the space in question:

* **Public:** all members of the team will automatically have access to it.
* **Private:** only members of the workspace will have access.

### Join a public space 

A public space can be joined by all members of the team.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_04_slide3_1_e3dd9238db.png)

### Private space

A private space is only visible to its members.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_04_slide4_c3eb9e221b.png)

For more information, please consult the following article in the Help Center:[ Create a workspace.](https://help.wedo.swiss/les-espaces-de-travail/creer-un-espace-de-travail)

### Checklists templates

Confidentiality also applies to checklists templates linked to a team. Hence, you have the option to create public or private templates.

For more information, please consult the following article in the Help Center: [Create](https://help.wedo.swiss/les-modeles-de-checklists/creer-un-modele-de-checklists) a checklist template.

## Review of access rights management in meetings

Other improvements in this new version: the distinction between meeting attendees and users who can access it.

The **Access** and **Signature** columns no longer appear in the list of meeting attendees. A button now allows you to access directly to the management of meeting access rights.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_04_slide5_94ca650f18.png)

From this overview, it is possible to manage the rights of each attendee according to the usual procedure. This is also where the signature option should be checked if necessary

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_04_slide6_c72517f846.png)

This access list also allows you to add other users and give them meeting access rights, even though they are not among the attendees.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_04_slide7_5ccebd1996.png)

## Other functionalities to discover in this version:

* Search through decisions made in meetings
* Sorting tasks according to scheduled dates
* Improved performance in the display of task lists
* A drop-down list to move from an organization to another when you are a member of several networks
* Display of the management of members in workspaces and checklists templates
* The design of maps representing workspaces and checklists templates

**Further questions concerning teams? Please consult the articles in our Help Center!**

[Access the Help Center](https://help.wedo.swiss/les-equipes)

Our latest update introduces a new system that will help you organize and structure your network according to different work teams.

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Structure your network according to teams

## Move a meeting to another workspace

You now have the possibility to move a meeting to another workspace. To do so, first go to the workspace in question (1) and then click the **Meetings** tab (2). Click the button with the **three vertical points** (3) on the meeting you would like to move and then select **Move to…** (4).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_03_diapositive1_29a147a849.png)

A window will open with a list of all the available workspaces. Select the workspace to which you would like to move the meeting (5).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_03_diapositive2_ac0d239829.png)

To finalize, click **Move meeting** (6).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_03_diapositive3_00a6b63d7d.png)

## Create a meeting outside a workspace

Meetings can be created from your personal space. This functionality allows you to organize a bilateral meeting without having to create a single use workspace. You also have the possibility to prepare a meeting agenda in your personal space, and make it accessible at the right moment by moving the meeting to a workspace. 

To add a meeting from your **Personal space** (1), select the **Meetings** tab (2) and click **Add meeting** (3).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_03_diapositive4_7797334901.png)

## Import tasks from all workspaces 

Tasks that are linked to other workspaces can be imported to the items of the meeting agenda of a specific meeting. This option will be useful if you wish to organize a global meeting in which several tasks from different workspaces will be treated. From the pending tasks box or from the **\+ button** (1), you will be able to access all tasks from the workspaces you are a member of.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_03_diapositive5_ed1cc1aed7.png)

A **drop-down list** (2) which allows you to browse from a workspace to another has been added. To access the pending tasks from another workspace, select the drop-down list and the workspace which contains the tasks you want to import (3), and click on the **tasks to import** (4).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_03_diapositive6_b44549c3ce.png)

To finalize the importation, click **Import** (5).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_03_diapositive7_5ef0ecb87f.png)

## Reorder notes and decisions of an item 

It is now possible to change the order of the notes and decisions within an item or a sub-item. When you are browsing through your agenda items, a **drag-and-drop button** will appear in the left margin and your mouse pointer will become a hand. Click on that button and drag and drop the notes and decisions to the desired place.

Information: it is still impossible to change the order between notes, decisions and tasks. They can only be reordered within their categories.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_03_diapositive8_05dac3f982.png)

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_03_diapositive9_457ddc8cf0.png)

**Further questions concerning meetings ? Have a look at the articles in our Help Center !**

[Access to the Help Center](https://help.wedo.swiss/en/collections/3202989-meetings)

The latest WEDO update offers more flexibility in organizing meetings! Discover the new available functionalities throughout this article.

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More flexibility to manage meetings

## Table of contents

The table of contents facilitates the browsing through the meeting minutes. Furthermore, a single click will bring you to the item to be treated. From the table of contents, you can also:

* Decrease the indentation of an item
* Increase the indentation of an item
* Delete an item
* Drag and drop the items and/or sub-items to organize them

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_01_diapositive1_c190e8d7b5.png)

## Item by item

For this new version, the drafting has been redesigned: from now on, only the item to be treated will appear on the screen. Once you are done with an item, you just need to click the button with the title of the next item to be treated to progress in the drafting. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_01_diapositive2_2_d8f1773246.png)

## Redesigned Toolbar 

Each item and sub-item has its own Toolbar. From the **\+ button** you can:

* Attach a file
* Add a note
* Add a decision
* Create a task
* Add a sub-item to the meeting agenda
* Import tasks from the workspace

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_01_diapositive3_3_e41bc9c72a.png)

## The “move” button 

It is now possible to move a note, a decision, a task or a file to another item in the meeting agenda. Click the button with the **three vertical points** (1) and **Move the note** (2). A window will open with all the possible destinations. Click the item to which you wish to move your note (3). The same procedure applies to move a decision, a task or a file.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_01_diapositive4_3_7828884129.png)

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_01_diapositive5_1_68b88ca912.png)

## The pending tasks box 

Pending tasks from the workspace are now available in a box that you can access with a button. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_01_diapositive6_8c12348415.png)

From the pending tasks box, it is possible to import tasks into a specific item: click the tasks to import (1) and, with the drop-down list, select the item in which you want to import the tasks (2). Then, click **Import** (3).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_01_diapositive7_6e99b65c52.png)

_Info : if you would like your pending tasks to figure as an item in your meeting agenda, like in the previous version, you can simply create an item entitled “Pending tasks” and import all the pending tasks from the workspace._ 

## The 5 steps of the meeting

At all times, you can see which step of the meeting you are in. The user with all access rights can click on each step to change the status of the meeting.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_01_diapositive8_3f51cf7d39.png)

_Info : other buttons at the bottom of the page also allow you to switch from step to step._ 

## Display of access rights of each attendee

You can now click on the attendees of a meeting to see the distribution of access rights. Click on the attendees (1), a window will open with a list of the meeting attendees and their access rights for the current meeting (2). 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_01_diapositive14_c86280b5bd.png)

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_01_diapositive15_07a2d15e76.png)

This can be useful if you need to modify meeting minutes but you do not have the appropriate access rights. You can then spot the attendees who have full access rights on that meeting, who will be able to change your access rights. Attendees with full access rights are represented by a logo with a crown on a blue background. 

\-

A collection of articles explains all the ins and outs of the new Meetings module.

::button-primary[Access the Help Center]{link="https://help.wedo.swiss/en/collections/3202989-meetings"}

The new version of WEDO revises the meeting module to simplify the drafting of the meeting minutes. With this article, discover the improvements this update offers!

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Meeting module : improvements that will facilitate the drafting of your meeting minutes

## What is two-factor authentication?

Two-factor authentication is a process that adds an extra level of security to an account on a website. Once activated, the two-factor authentication protects your data in two steps: by requesting your password, as usual, and then asking you to enter a unique code. Hence, even if someone who has access to your password tries to log in to your account, he will not be able to enter it without entering this additional code. It also means that each time you connect to a new device, you will need to enter a code.

This security feature is particularly useful for companies that are sensitive to the security of their data. However, this security measure does not necessarily appear to be necessary for all WEDO users, which is why its activation is optional.

## How to enable two-factor authentication?

Go to the Personal **Settings** of your account (1) then select the **Password & Security** tab (2):

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_11_diapositive1_3_88e6187066.png)

Here you will find the option to enable two-factor authentication. In this section you will also find a list of browsers connected to your account. 

To enable double-factor authentication on your WEDO platform, click **Enable Two-Factor Authentication** (3).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_11_diapositive2_3_3e6eb5a872.png)

You must then enter your current password (4) and click **Next** (5).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_11_diapositive3_3_afd81e6d73.png)

You will then be asked to use an authenticator application that will generate your security codes. If you do not already have one, we recommend using _Microsoft Authenticator_ which can be downloaded on the _App Store_ or on _Google Play_ (6).

Once the authenticator application is installed on your smartphone, it needs to be configured. If you chose _Microsoft Authenticator,_ add an account by clicking **\+** and then click **Other account.** Then, scan the QR code (7) to generate a one-time use code.

_Note: if your authenticator application does not allow you to scan the QR code, there is an alternative solution: the code consisting of letters and digits is a replica of the QR code which you can copy/paste._ 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_11_diapositive4_3_17097e8d0f.png)

Your account on the authenticator application is now linked to your WEDO account. One-time use codes are automatically generated every 30 seconds. To continue the activation, click **Next** (8).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_11_diapositive5_3_08e498808c.png)

WEDO will then ask you to enter the 6-digit code generated by your mobile authenticator application to verify that everything has been configured correctly (9). To continue, click **Next** (10).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_11_diapositive6_3_9f8a611b4d.png)

The last step to finalize the activation consists in defining a recovery solution in case you would lose your access to the authenticator application. We can send a recovery code in a text message to your mobile phone to regain access to your account. Enter your mobile phone number (11) and click **Next** (12).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_11_diapositive7_3_fa5f15417c.png)

You will receive a 4-digit code on your mobile phone. Enter it in the input (13) and click **Next** (14).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_11_diapositive8_3_05ecee5fb2.png)

As an additional recovery solution, we suggest you keep the 8 one-time use codes to recover your account when needed. We recommend to copy and paste them in a separate document that you will keep in your personal folders. To continue, click **Next** (15).

If you have not copied and saved your 8 one-time use security codes, you can still click **Previous**.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_11_diapositive9_2_4f18005293.png)

To finalize the activation of the two-factor authentication, click **Activate the two-factor authentication** (16). The activation of the two-factor authentication is completed. From now on, when you will authenticate yourself, you will need to enter a security code provided by your authenticator application.

## Connection once the two-factor authentication is activated

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_11_diapositive10_1_27c62c5e3c.png)

To connect to your WEDO account, enter your e-mail address and your usual password, then click **Connect.**

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_11_diapositive11_2_a5a6b6d99e.png)

Then, enter your 6-digit code (1) that you need to generate in your authenticator application with the account that you configured with WEDO. If you do not want the two-factor authentication for each connection from this browser, usually linked to the one on your main computer, you can select the option _Do not ask me any more on this browser (2)._ By selecting this option, the two-factor authentication will remain effective if you connect from another browser or from another computer. To access your WEDO account, click **Connect.** 

The new version of WEDO integrates dual factor authentication, an additional solution to protect access to your data!

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Two-factor authentication

## Rights management

When you add a meeting, a new column named _Access_ will appear in the list of attendees:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_10_diapositive3_1_e1540988841560_7892e6806d.png)

For each attendee, you can choose among 5 options:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_03_diapositive2_1_7db5b841f2.png)

## 5 steps of a meeting

The five steps that structure the creation of a meeting have been improved and are as follows: 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_03_diapositive3_1_24da19b2f6.png)

Please note that changing the status of a meeting (i.e. moving from a step to another) has an impact on who can edit what. For example: an attendee who has the right to modify and add agenda items will be able to do so until the meeting agenda is validated. Only an attendee with full access rights, represented by the logo with a crown on a blue background, can modify the status of the meeting. 

## Rights according to the step

Below is a table summarizing the accesses that allow to modify the elements according to the step in which the meeting is

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_03_diapositive4_1_37b3ec51c1.png)

## 5 steps of a meeting

In previous versions, when the meeting was ended the information and decisions could still be edited but not the tasks. This feature has been improved in the current version. All information can still be edited in step 4/5: _meeting minutes in review_ until the moment the meeting minutes will be locked in step 5/5.

## Save changes made to tasks 

The tasks can be updated in the meeting minutes as long as they are not locked, i.e. until step 4/5\. We recommend you to systematically lock the meeting minutes once they have been reviewed and approved. 

## Periodic report

We have added to this version a periodic report which will be sent to you by email. By default, you will receive a weekly report every Monday morning.

To modify this parameter and manage the frequency of the periodic report, go to your _User profile > Settings > Notifications > Periodic report._

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_10_diapositive4_1_e1540988863763_d82e3149cb.png)

## For you to discover in this new version

* New tile design for the workspaces, checklist templates, checklists and meetings.
* The tile menu has moved from the action bar directly on the tile itself to improve the user experience.
* Improvement of certain texts to clarify the interface (for instance, for the importation of a previous meeting agenda).
* Synchronization options with the calendar have been improved.

The new version of WEDO integrates various new features such as rights management during meetings.

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Custom fields allow you to add detailed information to the tasks of your network in a structured manner. There is an infinite number of use cases possible with the 6 predefined types that we offer.

## Use case

In this article we propose three use cases to help you understand the custom fields:

* Add a custom field to estimate the duration of the tasks,
* Add a status on the tasks linked to a project,
* Add services concerned with management’s tasks

In a general sense, a custom field can be available on all the tasks of the network, or only in one or several workspaces.

## Add a custom field to estimate the duration of tasks

To create a new custom field, go to _Profile > Settings > Custom fields_ tab. Then click **Add custom field.**

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_07_diapositive1_1304187a99.png)

A window will pop up asking you to choose among six types of fields. To estimate the duration of tasks in minutes, you will need to select “Number”. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_07_diapositive2_5d4f3a2160.png)

Enter a name for your custom field and choose an icon to represent it in the details pane of your tasks. You can then choose to make the custom field available on all your tasks, or if you only want it to be available in one or several workspaces. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_07_diapositive3_b2e0359b5a.png)

Then, click **Save.** 

Next to each task of your network will now appear the field “Duration in minutes” in the details pane of the task, with the icon you have chosen:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_07_diapositive4_be95a31753.png)

## Add a status on the tasks linked to a project

To create a new custom field, go to _Profile > Settings > Custom field_ tab. Then click **Add custom field.**

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_07_diapositive1_1304187a99.png)

For a status on the tasks of a project, the appropriate custom field will be “Dropdown list”.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_07_diapositive5_c7b63ba24d.png)

Enter a name for your custom field and choose an icon to represent it in the details pane of your tasks. Then select the second option: “No, I want to choose in which workspaces it’s available”. 

You can then enter the different status that you would like to have in your project: 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_07_diapositive6_ff141f8924.png)

Note that you can choose a different color to represent each status. 

To activate the field in a workspace, you need to go to the settings of the workspace in question (here, it is _Zero Paper Project_) and select the _Custom fields_ tab. The list of custom fields available for activation will appear. You can then choose to **Activate** the field that interests you for this project.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_07_diapositive7_5ef6596455.png)

From now on, you can select the status of each shared tasks in your Zero Paper Project.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_07_diapositive8_4d33c7a613.png)

Note that you can also sort the tasks according to their status:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_07_diapositive9_39b8b2d33c.png)

## Add the services concerned with the management’s tasks

To create a new custom field, go to _Profile > Settings > Custom field_ tab. Then click **Add custom field.**

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_07_diapositive1_1304187a99.png)

Here, you will need to select “Multiple choice”. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_07_diapositive10_b54ff0cc41.png)

Enter a name for your custom field and choose an icon to represent it in the details pane of your tasks. Then select the second option: “**No, I want to choose in which workspaces it’s available**”, enter the different “Services” and click **Save.**

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_07_diapositive11_4a5008f16c.png)

To activate the custom field in the _Management_ workspace, you need to go to the settings of the workspace in question and select the _Custom fields_ tab. The list of custom fields available for activation will appear. You can then choose to **Activate** the field that interests you for this workspace.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_07_diapositive12_9dda7c3f4b.png)

You now have the possibility to choose one or more services for each task that is in the Management workspace. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_07_diapositive13_ba2da623cc.png)

## Sharing tasks and custom fields

If you share a task in a workspace, the available custom fields of the workspace will automatically appear in the details pane of the task. If you remove a task from a workspace, the custom fields will simply be masked. This flexible system offers you to share tasks that will remain intact and no data will be lost. 

**We can improve WEDO thanks to your feedbacks. Please let us know if you have any suggestions or ideas to improve and develop our tool.** 

Custom fields allow you to add detailed information to the tasks of your network in a structured manner. There is an infinite number of use cases possible with the 6 predefined types that we offer. 

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Custom fields

Trello

Asana

Decisions

Monday.com

eSéances

MS Teams

MS Planner

Hypercontext

At a time when the pyramidal management system inspired by Taylor and Ford is perceived as rigid and culturally obsolete, new forms of work organization are gradually emerging.¹ Self-management models are an important part of these new organizational structures.

Self-management models are an important part of these new organizational structures. To understand why organizations are adopting these self-management models, we need to understand what managers want most from their organizations: reliability and adaptability. All organizations want to achieve, to some extent, both reliability and adaptability. But one usually overshadows the other. Indeed, too much reliability creates rigidity and can make companies insensitive to changing markets. Conversely, if companies place too much emphasis on adaptability, they risk becoming dispersed and losing sight of their raison d'être. In an attempt to reconcile reliability and adaptability, holacracy, the best-known and most widely practiced model of self-management, helps to achieve this balance.²

## But what is holacracy?

According to Bernard Marie Chiquet, founder of IGI Partners (the company that imports holacracy to Europe from the USA), holacracy is a practice that promotes responsibility and cooperation in the service of the company's raison d'être. In this practice, there is no longer a manager as such, but everyone is invited to manage themselves, and is expected to demonstrate leadership. This is not to say that there is no structure. Holacracy refers to a “holarchic structure”. Here's a diagram illustrating how this structure works:

![Graphic depicting the circle structure and roles in Holacracy, showing how autonomous teams and interconnected roles operate without traditional hierarchy.](https://wedo-assets.sos-ch-gva-2.exo.io/Holacratiezero_waste_1_a93adb54f3.jpg)

### The super circle
Also known as the company's general circle, it represents
the company as a whole. In particular, it is made up of the 1ᵉʳ and 2ᵉ link of
each sub-circle.

### The sub-circle
The sub-circle represents autonomous teams where each person has a role and
working towards the same goal. Sub-circles are formed or dissolved according to
needs of the organization.

### Role
The role is a set of responsibilities within the organization. Roles can be
can be created, modified or cancelled. People usually have more than one role
in several circles. There are operational roles and structural
structural roles. The various structural roles, which are less concerned with operational tasks, must guarantee the smooth running of the team (= sub
circle), both within it and within the organization. The two main roles are
structural roles:
    - **1ᵉʳ link:** in each sub-circle, one person takes on the role of coach, similar to the leader or manager in a pyramid system. This person's responsibilities include assigning roles, managing finances and priorities, coaching team members, and maintaining a good atmosphere. These tasks take up around 10% of his or her time, the rest being devoted to other roles depending on his or her skills.
    - **2ᵉ link:** is responsible for escalating a tension from a sub-circle to the super
    circle if it exceeds the authority of the sub-circle in question.

Also, in order to be better organized and more efficient than in a so-called classical structure, the “holarchic structure” relies on three [types of meetings](https://wedo.com/features/meetings) :

- **Strategic meetings** to define the company's direction.
- **Governance meetings**, the purpose of which is to work on the organization without addressing operational issues.
- **Tactical Meetings**, whose purpose is to work within the organization, i.e. on concrete (operational) subjects to be developed.

During these sessions, strict order, rules and roles must be respected. Each participant is invited to speak in turn and submit ideas or tensions. The aim is to find solutions collectively, and to help the organization evolve thanks to everyone's involvement.

### Holacracy: a change of cultural paradigm

Adopting holacracy is more than just an organizational transformation; it's also a profound change in corporate culture. One of the main challenges for companies is to abandon the culture of hierarchy and control, deeply rooted in traditional systems. Employees, accustomed to rigid structures with clear chains of command, must learn to operate autonomously and embrace individual responsibility.

![Graph comparing Holacracy and the traditional pyramidal system, highlighting structural differences and organizational impact.](https://wedo-assets.sos-ch-gva-2.exo.io/blog_task_organisation_4_steps_1_0db00fe11e.png)

This requires not only a new way of thinking, but also a new way of working together. In a holarchical structure, employees must take on a certain form of individual leadership, while collaborating more closely with their colleagues. Collaborative decision-making, which is at the heart of holacracy, may take longer and require more patience than in a pyramidal model. However, this approach improves transparency, individual responsibility and alignment within teams. Each employee is encouraged to take the initiative and become more involved in decision-making processes. This creates an environment where autonomy is not only encouraged, but valued. Holacracy also encourages more open and regular communication between team members, reducing information silos and strengthening team spirit.

Another key aspect is that companies must be prepared to reinvent their reward and recognition systems. In a holacratic organization, traditional promotions are no longer relevant, as there are no hierarchical levels to climb. This overturns the traditional model of career progression. Employees need to be motivated by other forms of recognition, such as broader responsibilities, the opportunity to contribute to a variety of projects, or regular feedback mechanisms. For this system to work well, employees must also have a clear vision of their objectives and understand how their work contributes to the organization's raison d'être.

## The limits of holacracy

Although holacracy has been adopted by many companies, some, such as Amazon subsidiary Zappos, have either abandoned it or never embraced it. Indeed, this structure also has its limitations, such as rigid meeting rules, restrictions on freedom of expression, and questionable effectiveness. These various points influenced Zappos' decision to retract.⁴

Regarding roles, the Zappos example shows that an employee has around 7.4 roles for an average of 3.47 responsibilities per role. That's a total of more than 25 responsibilities per employee. This multiplicity of roles complicates the organization of work, recruitment, and the definition of salaries, as it becomes difficult to assess a fair wage. In fact, as the employees compile the various roles, establishing a salary in relation to what is being done on the market becomes virtually impossible.

Another delicate point in adopting holacracy is the need for greater discipline. In a model where individuals have greater autonomy and responsibility, it can be easy for some to lose sight of the company's priorities. What's more, not all personalities adapt easily to this level of self-management. Some employees may experience increased stress when faced with the need to take on more initiative and responsibility without traditional supervision. It can also create a lack of clarity in task allocation, especially in larger or more complex organizations, where communication and coordination are essential.

Despite its image as an innovative management system, holacracy is not suitable for all businesses. It can take years to adopt, and many employees may have to leave. For large companies, partial adoption is recommended. On the other hand, for start-ups and SMEs with a high level of organizational adaptability and a relatively small size, holacracy appears to be an appropriate solution. In fact, many of them are early adopters.⁵

## Holacracy and conflict management

Managing tensions is a key element in a holarchic organization. Tensions, according to holacracy, are defined as gaps between the organization's current state and what an ideal situation might be. These tensions are often seen as opportunities for improvement. However, managing tensions can sometimes become a source of frustration. If they are not dealt with quickly or effectively, they can lead to conflict between team members.

The role of the facilitator is therefore crucial in ensuring that tensions are resolved constructively. In a traditional structure, conflicts are often managed top-down, with a manager or supervisor playing the role of arbiter. In holacracy, conflict resolution is more horizontal, with teams often having to find their own solutions to problems that arise. This requires a high level of maturity and communication skills on the part of team members. For this to work, the organization needs to put in place well-defined conflict resolution processes and clear frameworks for escalating tensions.

## The long-term benefits of holacracy

Despite the challenges it presents, holacracy offers many potential long-term benefits. By adopting a more flexible governance model, companies can improve their resilience in the face of market changes. Increased team autonomy encourages innovation, as ideas can emerge more quickly and be implemented without going through a long validation chain. This enhanced responsiveness is essential in sectors where change is rapid and adaptability is a key success factor.

One of the main advantages of holacracy is that it encourages better use of employees' skills. Indeed, employees are no longer restricted to a single defined role or position; they can contribute to different projects and circles according to their talents and interests. This also prevents certain talents from going untapped, or valuable skills from being under-utilized. This approach can lead to greater job satisfaction and higher talent retention, as employees feel they have greater freedom to develop their skills and broaden their scope within the organization.¹⁰

Finally, holacracy enables greater organizational agility. Companies that adopt this model are often more responsive to market changes, as they are not held back by rigid structures. Decisions are taken faster and closer to the operational teams, enabling strategies to be adjusted in real time. This flexibility can be a major competitive advantage, especially in dynamic markets where the ability to react quickly to change is crucial.

![Graph illustrating the benefits of Holacracy, emphasizing adaptability, autonomy, and team alignment.](https://wedo-assets.sos-ch-gva-2.exo.io/blog_task_organisation_4_steps_4_a7aac4fe0f.png)

## Holacracy and innovation: a winning synergy

One of the great strengths of holacracy lies in its ability to foster innovation. By removing hierarchical barriers, employees feel freer to put forward new ideas, even if they're off the beaten track. This ability to generate new ideas is essential in a world where markets evolve rapidly and companies must constantly reinvent themselves. Holacracy also encourages calculated risk-taking, as each circle can experiment on a small scale without fear of serious consequences for the organization as a whole.

What's more, holacracy enables ideas to be tested more quickly. Each circle can make decisions independently and implement prototypes or pilot projects without waiting for approval from top management. This reduces time-to-market and keeps the company competitive. This is particularly beneficial for startups or fast-growing companies, where the ability to innovate and adapt quickly is crucial to survival and prosperity.

Holacracy also encourages a diversity of viewpoints, allowing everyone, whatever their role or status, to contribute to collective thinking. This diversity is a powerful driver of innovation, as it enables a variety of ideas to be brought together and more creative solutions to the challenges facing the company to be explored. It also helps to break down the tendency towards one-track thinking, by encouraging the inclusion of voices from all levels and giving everyone the opportunity to play an active part in creating value for the company.

In conclusion, holacracy is an innovative management model that challenges conventional structures. However, its application raises challenges, particularly in the complex management of roles and organization. Adapted to agile companies such as [start-ups and certain SMEs](https://wedo.com/industries/sme), it is not a universal solution, especially for large structures. Each company must therefore carefully assess its specific needs before adopting holacracy, preparing appropriate adjustments for a successful transition.

Would you like to test holacracy in your company? WEDO can help you with our comprehensive governance module dedicated to this management system. To find out more, ask one of our specialists for a free demo.


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### Governance with WEDO

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**References**

1. GROSJEAN, VINCENT, LEÏCHLÉ, JACQUES and THÉVENY, LAURENT, 2016. New forms of work organization: opportunities or illusions? . 2016. Vol. 245, pp. 6-9.
2. BERNSTEIN, Ethan, BUNCH, John, CANNER, Niko and LEE, Michael, 2016. Beyond the Holacracy Hype. Harvard Business Review. August 2016. pp. 38-49.
3. CHIQUET, Bernard Marie and APPERT, Étienne, 2013. A new managerial technology, holacracy. Goussonville : IGI partners. ISBN 978-2-9545641-1-1. 658.002 22
4. CASTILLO, Amanda, 2018. Holacratie, l'utopie qui se passe de chef. Le Temps [online]. October 5, 2018. [Accessed April 17, 2022]. Available from: https://www.letemps.ch/economie/holacratie-lutopie-se-passe-chef
5. BERNSTEIN, Ethan, BUNCH, John, CANNER, Niko and LEE, Michael, 2016. Beyond the Holacracy Hype. Harvard Business Review. August 2016. pp. 38-49.

Holacracy reshapes organizations by balancing reliability and adaptability, contrasting with traditional pyramidal systems. Discover its benefits and challenges in this article.

Image of people collaborating in a workspace inspired by Holacracy, where each person contributes autonomously and harmoniously toward shared goals.

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Holacracy: managerial revolution or organizational challenge?

![Antoine Sudan et David Dutch, accompagnés d'Alexia Borg, journaliste chez Forbes](https://wedo-assets.sos-ch-gva-2.exo.io/willkommen_6c64ea9d3b.png)

In an exciting feature on [Forbes](https://www.forbes.fr/brandvoice/wedo-la-plateforme-collaborative-qui-simplifie-la-gestion-des-taches-et-des-reunions/), Alexia Borg sat down with WEDO’s co-founders to discuss the company’s incredible journey from a small Swiss startup to a global player in the collaborative software industry. The interview, held in Paris, shines a spotlight on WEDO’s evolution over the past 9 years. What began as a friendship and a shared passion has turned into a thriving business with over 600 clients and 15 dedicated employees.

But this is more than just a retrospective. The feature offers insights into how WEDO’s platform is helping companies worldwide streamline their task and meeting management processes. Below, we’ll break down the key points from the interview and explore what sets WEDO apart in an increasingly competitive landscape.



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## WEDO: The Collaborative Platform that Simplifies Task and Meeting Management

[WEDO’s collaborative SaaS platform](https://wedo.com/) has quickly become the go-to solution for businesses looking to streamline their internal operations. The platform is designed to simplify every aspect of meeting preparation and task management, from creating detailed agendas to tracking project progress in real time. With WEDO, teams can focus on what truly matters—getting things done efficiently and securely.

## What Makes WEDO Stand Out?

There are a few key reasons why over 600 businesses have adopted WEDO as their platform of choice:

1. **Ease of Use**: WEDO is simple to set up and start using right away. Unlike many other collaboration tools, WEDO is intuitive and easy to implement, requiring minimal training for users to get started. “We’ve found that teams appreciate how quickly they can adopt WEDO without the steep learning curve that comes with other platforms,” says David Dutch, co-founder of WEDO.
2. **Multi-Language Support**: WEDO’s platform is available in multiple languages, including French, English, German, and Italian. This has made it especially popular among European companies looking for a collaborative tool that meets the diverse language needs of their employees.
3. **All-in-One Collaboration**: WEDO isn’t just a meeting tool—it’s a complete solution that integrates project management, [task tracking](https://wedo.com/features/tasks), and real-time collaboration. Users can prepare agendas, draft meeting minutes, and track the completion of tasks from one meeting to the next. This [all-in-one](https://wedo.com/features) approach to collaboration is what sets WEDO apart and helps teams stay organized without juggling multiple tools.

![meeting management with WEDO](https://wedo-assets.sos-ch-gva-2.exo.io/Forbes_2_FR_5f46399cb5.png)

## Security at the Forefront of WEDO’s Innovation

In a world where data breaches and security concerns are top of mind for businesses, WEDO has prioritized security as a core feature of its platform. The SaaS platform is designed with [data protection](https://wedo.com/security) at its core, ensuring that companies can collaborate without worrying about data privacy.

“Our platform is hosted on ISO 27001 certified servers in Switzerland, which comply with both GDPR and Switzerland’s nLPD regulations,” explains Antoine Sudan, co-founder of WEDO. “This gives our clients peace of mind, knowing that their sensitive data is secure and stored in compliance with the strictest regulations.”

In addition to robust data encryption and compliance features, WEDO ensures that all data is stored locally in Europe, reducing the risk of data sovereignty issues—a key concern for businesses operating in highly regulated industries.

## Innovation: Looking Ahead with AI Tools

WEDO’s commitment to continuous improvement doesn’t stop at security and ease of use. The company is constantly looking for ways to evolve its platform to better meet the needs of its users. “We’re currently developing AI tools that will not only make our platform more intuitive but will also provide actionable insights to help teams work more effectively,” says David Dutch.

These AI-driven tools will focus on optimizing workflows, suggesting task priorities, and automating repetitive processes. As businesses continue to demand smarter and more efficient solutions, WEDO is positioning itself as a leader in AI-powered collaboration.

## Real-World Impact: How WEDO is Transforming Businesses

WEDO’s SaaS platform isn’t just another software tool; it’s a [game-changer for businesses](https://wedo.com/category/use-cases) across various industries. [Companies using WEDO](https://wedo.com/category/customer-testimonials) have reported significant improvements in meeting efficiency, task completion rates, and overall project management.

Take, for example, a mid-sized European tech company that struggled with disorganized meetings and missed deadlines. After implementing WEDO, the company saw a 30% reduction in time spent in meetings, with task completion rates increasing by 25%. This level of impact is why more and more businesses are turning to WEDO to simplify their internal operations.

![Task Management with WEDO](https://wedo-assets.sos-ch-gva-2.exo.io/Forbes1_FR_871022caa4.png)

## How does the company differentiate itself from its competitors?

The first area of differentiation lies in the tool itself. Unlike some highly specialized software, WEDO was designed as a dynamic and flexible platform, capable of meeting a wide range of use cases and industry needs (e.g., [municipal and administrative councils](https://wedo.com/industries/municipal-administrations), [team meetings](https://wedo.com/use-cases/team-meetings), [project management](https://wedo.com/features/project-management)). Compared to offerings like Microsoft’s, the company promotes a more holistic approach with an “all-in-one” tool, which avoids fragmenting information across various software that need to be connected. With WEDO, users no longer need to juggle multiple different applications—everything is readily available. The company aims to strike the ideal balance between specificity and generalization.

The second point of differentiation is its customer-centric approach, which enables the company to understand client needs and provide tailored solutions. Its support is highly regarded for its quality and speed, with an average response time of 4 minutes over a year. This close relationship results in an exceptional user experience, strong customer loyalty, and positive word-of-mouth recommendations.

## Why This Feature on Forbes Matters

Being featured on Forbes is not just an honor; it’s a reflection of the significant impact WEDO is making in the business world. As we continue to expand our platform and grow our user base, this feature serves as a milestone, validating our approach and the value we provide to our clients.

With over 600 companies using WEDO across Europe and beyond, we’re excited about the future and the role our platform will play in transforming how businesses collaborate.

## Conclusion

At WEDO, we are committed to providing businesses with the tools they need to streamline collaboration, ensure data security, and enhance productivity. Our feature on Forbes highlights the impact we’ve had on the business world, but we’re not stopping there. As we continue to innovate with AI-driven tools and security enhancements, we’re excited to see how WEDO will shape the future of work.

**Interested in learning more? Contact us today to schedule a demo or learn more about our platform.**

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

In an exciting feature on Forbes, Alexia Borg sat down with WEDO’s co-founders to discuss the company’s incredible journey from a small Swiss startup to a global player in the collaborative software industry. 

Antoine Sudan and David Dutch invited by Forbes

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Forbes Highlights WEDO in “Successful Companies”

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

an executive assistant overwhelmed by work and demands

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Making daily life easier for executive assistants

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

## Key topics for a bilateral meeting

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Updates

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