## 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

WEDO allows you to create tasks via Email. From the Email to the task, the data is transmitted in the following manner:

1. The subject of the Email will become the title of the task
2. The content of the Email will become the description of the task
3. All the attached files will be in the attachments of the task

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_05_diapositive1_d807f647c5.png)

## There are three possible options when creating tasks in WEDO via Email:

* Create a personal task.
* Create a task automatically assigned to a colleague.
* Create a task automatically shared in a workspace.

To send a task via Email in WEDO, you need to write an Email addressed to a unique Email address. This Email address will correspond to a person or to a workspace.

## Where to find the unique Email addresses ?

Each user and workspace possesses a unique Email address in your WEDO network. 

To find my unique and personal Email address, I need to go to _My profile > Settings > Email to task_ tab_._

To find the Email address to send a task to a colleague, I just need to ask him his Email address that he will find in the same place.

To find the Email address to create a task directly in the workspace, I need to go to the workspace in question. On the three-dots icon I select _Settings > Email to task_ tab

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_05_diapositive2_6487df5d0b.png)

Note that you can add recipients. This is useful to create a task assigned to a person and shared in one or more workspaces.

## Practical example

I want to assign a task to my colleague Benoît entitled “Prepare the communication plan”. I want to add the following description: “Maximum number of pages: 3”. Finally, I would like this task to be shared with the workspaces of the Management and Marketing departments.

This is what my Email will look like:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_05_diapositive3_717f80fca1.png)

## Quickly transform Emails to tasks

There is an alternative solution to quickly transform one of your Email to task in your personal space: transfer it to [**wedo@mail.wedo.swiss**](mailto:wedo@mail.wedo.swiss).

## Authorize other Email addresses

To create tasks via Email in your personal space, an Email address must be previously authorized.

By default, the Email address you use to connect to your WEDO account is already authorized, as well as the ones from your colleagues who have an account. No need to activate them again.

However, to add another Email address such as your personal one, proceed as follows: Go to your _Profile > Settings > Email to task_ tab and click **\+ Add an email address.** Enter the Email address you wish to add. A verification code will be sent to you by Email, which you will need to enter in WEDO and click **Save** to finalize the operation. Once the Email address is authorized, the status “**Active**” will appear next to the address.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_05_diapositive4_310a053793.png)

## Examples of use

* Assign tasks to your team on the basis of received Emails
* Transfer repair requests received by Email directly to the “Technical” workspace to centralize them.
* Share Emails that contain attached files to be read during meetings by transferring them to the workspace named “Mail to be processed”.

Should you have any questions or comments, please do not hesitate to contact us via the chat support on the WEDO page.

Find out how to turn your emails into tasks by transferring them to WEDO.

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Create tasks via Email

## You can visualize the decisions made during meetings in the activity feed. 

The new version of WEDO allows you to visualize the decisions that were made during a meeting in the activity feed. In each workspace, click the **info** tab and then select the **decisions** filter to show all the decisions that were made in chronological order.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_03_diapositive1_d05d7d1593.png)

## The meeting agenda synchronizes with Outlook events

This patch remedies the problems met with the synchronization of Outlook events. From now on, when you are preparing your meeting agenda in WEDO and you add participants to your meeting, the different participants (who have activated the synchronization with Outlook) will be able to directly consult the meeting agenda in the description of the Outlook event. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_03_diapositive2_7d7080d01f.png)

## Export pending tasks in the agenda meeting 

When you export an agenda meeting into a PDF file, you can now choose to show the pending tasks linked to the different items. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_03_diapositive3_1b9567b511.png)

## Add tasks to the pending tasks during a meeting

You can now add pending tasks during a meeting (possible in every section). No need to navigate between the Meeting tab and the Tasks tab during a meeting.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_03_diapositive4_e1541104047919_62a1c8d533.png)

## Other improvements in this version

* Implementation of rights of validators during meetings,
* Correction of the recovery of tasks when a search is made,
* Improvement of the message when deleting a point of the meeting agenda,

We can improve our software thanks to your feedbacks. Please do not hesitate to forward us any suggestions or other development ideas.

The new version of WEDO allows you to visualize the decisions that were made during a meeting in the activity feed.

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Follow the progress of your decisions

## Monitoring of meetings in three steps

The new meeting module (version 2) just came out. It is based on the concepts of the first version but with two new major improvements:

1. Modifications are possible simultaneously by several attendees and
2. The meeting agenda is written item by item for more accuracy

The meetings are still managed in 3 phases:

* Before the meeting: preparation of the meeting agenda
* During the meeting: drafting of the meeting minutes and update of the tasks
* After the meeting: meeting minutes and traceability of the assigned tasks during the meeting

## Preparation of the meeting agenda

Once a meeting has been added, you are asked to choose the attendees and to prepare your meeting agenda item by item.

The items can be reorganized by a simple drag and drop and they are automatically numbered.

On each agenda item, 8 options are available:

* Indent, modify or delete an item.
* Add notes: notes allow you to list the information.
* Add decisions: decisions made during a meeting are clearly visible in the meeting minutes.
* Add tasks: tasks can be linked to precise items of the agenda meeting.
* Attach files: each item can have one or several files.
* Presenter: your meeting agenda is a common thread for the chair of the meeting.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_08_diapositive1_1c7e3a55f5.png)

Synchronization of the calendar : once the meeting agenda is prepared, an event will synchronize itself in the agenda of the attendees (compatible with Outlook, Google Calendar, etc).

## Drafting of the meeting minutes and update of the tasks

During a meeting, you will find your meeting agenda item by item with its notes, attached files and linked tasks.

You can then draft one or several paragraphs in each item with the notes system, show the decisions that were made and list the tasks to do for the next meeting.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_08_diapositive2_40ae870cd3.png)

The meeting agenda serves as a guide to help you structure your meeting and control the duration of the meeting.

Modification of deadlines and comments on the tasks are also automatically traced by WEDO to be included in the meeting minutes.

## Meeting minutes and traceability of tasks assigned during meetings

At the end of a meeting, the meeting minutes are accessible to all the attendees and each collaborator will automatically receive the tasks that have been assigned to him in his personal space.

Tasks that were completed between two meetings will automatically appear as completed in the following meeting. The task history allows you to visualize all the modifications brought to each task with a link towards the corresponding meeting minutes. In short, WEDO offers a complete traceability of the tasks throughout meetings.

When you create a new meeting, the information of the previous meeting minutes is reused to save you time and avoid having to copy-paste and the risk of mistakes.

## Bonus

### Search

WEDO’s search tool indexes the text of all your meeting minutes through all the workspaces of your network. Simply enter one or several keywords to instantly find a specific file.

### Locking

All meeting minutes can be locked after being reviewed to ensure the traceability and reliability of your archives. 

### PDF export

A single click will allow you to export your meeting agenda and meeting minutes as PDF files. The export module will allow you to select the information you want to keep in the file. This is very practical to generate extracts of the meeting minutes.

## Conclusion and acknowledgments

This new version of the meeting module allows you to save time and money. 

Customers who use this module successfully have confirmed saving up to one hour per meeting because the meeting minutes are drafted during the meeting and not afterwards. They have also noticed that their meetings are approximatively 30% shorter than before. Meetings are better prepared, better focused and thus more effective. They have also noticed a time saving when it comes to decision-making and task management. 

We were able to integrate all the suggestions for improvement from our customers in this latest version. Hence, we would like to thank them for their helpful advice and comments. WEDO will continue to evolve to become a complete collaborative tool, intended primarily for Swiss companies. 

A revisited meeting module that saves up to one hour per meeting due to its simplicity of use and the monitoring of tasks from one meeting to another.

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## Sections in WEDO

For a few weeks now, WEDOhas made it possible to choose the sorting of task lists: by date, by due date, by user, by workspace and by priority.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_04_diapositive1_89876a0b24.png)

The sections are automatically created according to the chosen sorting mode.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_04_diapositive1_89876a0b24.png)

## Switch from the list view to the kanban view

In each task list, there is a button to switch from the list view to the kanban view.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_04_diapositive2_a0965a0cfd.png)

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_04_diapositive2_a0965a0cfd.png)

Sections are automatically transformed into columns and tasks appear as cards that can be moved from one column to another.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_04_diapositive3_a5f941acbc.png)

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_04_diapositive3_a5f941acbc.png)

Moving a card from one column to another changes its properties. For example: By sorting the tasks by user with the kanban view display, you can assign the tasks to different people by moving them to the corresponding person column.

## Create your own sections

Let's imagine that you want to create a workspace for _**Project Y**_ that consists of four phases. The four phases are _Pre-project,_ _Launch, Development, Communication_.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_04_diapositive4_bf9039232d.png)

Create the Project Y workspace then go to its _Settings_ \> _Custom sections_ tab. Enter the four phases and move them in the desired order. In the _Default View_ tab, you can choose the sort and view that should be selected by default in this workspace.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_04_diapositive5_55ff0e3243.png)

Here's the result:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_04_diapositive5_55ff0e3243.png)

Note that tasks sorted by section can be organized manually in the desired order.

## Conclusion

Thanks to the Kanban view, manage your projects visually. The kanban view makes it easy to monitor the progress of projects and the custom sections allow you unlimited use cases: project milestones, progress statuses, groups by department, and more.

## Also to be discovered in this version

Custom sections can also be used in checklist templates.

The sorting of tasks has been improved for greater simplicity and understanding.

The **_Organize_** button has been moved to each section to allow a more precise and intuitive use of the functionality.

A new option in the _**Organize**_ button allows you to set deadlines on the fly for tasks.

It is now possible to create folders in the main menu to group workspaces. Example folders: _Departments, Projects_, etc. To create folders, go to your _Profile_ \> _Network Settings_ \> _Menu_ tab. Here you can create folders and drag and drop the different workspaces to organize them. Note that the changes you make are valid for all users on the network.

Finally, the _Files_ tab automatically groups all files related to sessions or tasks in each workspace. First steps in document management in WEDO? Possible...

For all those who prefer to work visually: discover the Kanban view.

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The latest version of WEDO has a brand new feature dedicated to taking minutes. No need to multiply documents and spend hours updating minutes after a meeting. Write your minutes in real time, validate decisions and plan the resulting actions in the same place and during the meeting. Ensure your communication from decision-making to task completion.

## Start by creating a meeting

In each workspace, you will now find a Meetings tab. The action bar allows you to **Add meeting** to it.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_03_diapositive1_ca5496233d.png)

In the small window that opens, give a title and plan your meeting.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_03_diapositive1_ca5496233d.png)

## Before the meeting: prepare your agenda

Once the meeting is created, you can add participants, write the meeting agenda, prepare tasks to be discussed, and attach files to be presented.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_03_diapositive2_62512669eb.png)

When you click on **Meeting agenda is ready**, it validates this document which will be available in WEDO to all participants.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_03_diapositive3_cc594b3ed3.png)

All your colleagues who have access to WEDO will be able to consult all the agendas that concern them in the same place. **In addition, all meetings that users attend are automatically synchronized with their Outlook (or other) calendar.**

## During the meeting: write up your minutes and update tasks

When the meeting starts, you open your previously created agenda and click **Start Meeting**. The screen will then be split in two: the left part for writing the minutes and the right part for updating the tasks in this workspace. Note that tasks previously linked to this workspace will be automatically displayed during a meeting.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_03_diapositive4_517abc6065.png)

Changes made to tasks are recorded throughout the meeting. When the minutes are taken and the task list is updated, you can **End the meeting**.

## After the meeting: a structured minutes and assigned tasks

A closed meeting automatically displays a beautiful minutes with all the important information from the meeting: attendees present, absent and excused, the minutes themselves, new tasks, completed tasks, changes in deadlines, comments, and more.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_03_diapositive5_1512c15016.png)

Each employee can view all the reports that concern him or her from any device (PC, tablet, smartphone). He automatically receives the tasks assigned to him in his personal space. The tasks are linked to their meeting so that they can quickly find the discussion that led to the task in the first place.

## Search for reports and tasks

In this new version, the search has been improved. A simple keyword allows you to find reports, tasks or activities previously discussed.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_03_diapositive6_e1541102903236_564dba249e.png)

## Conclusion

You save a lot of time and energy because you:

* Centralize all agendas and reports,
* Provide everyone with the level of information needed to follow up on their meetings,
* Retrieve the discussions, decisions and actions resulting from them until their execution.

The report writing module is a first step towards an ever more complete collaborative tool. More new features are planned and we would be delighted to hear your opinion on this new module. Do not hesitate to write to us.

## Also to be discovered in this version

* Checklists with key date (tasks that can be scheduled before and after the key date),
* Retractable menu,
* New enriched description for checklists and workspaces.

Perfectly controlled meetings, from decision making to the execution of the task in three steps.

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Complete module for taking minutes

The year 2016 is now over and we are taking advantage of the beginning of 2017 to release the new products developed at the end of last year. As a reminder, all these innovations have been proposed to us by our customers, we would like to thank them for the quality of our exchanges. Here are the new functionalities of version 20 (and previous versions), currently available for all our customers.

## Setting up external notifications

Since version 19, you can choose the days and times for sending notification emails. To do this, click **Profile** \> **Settings**. On the **Notifications** tab, choose your preferences and click **Save**. You will receive emails on the days and times you choose only if you have unread notifications in WEDO.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_01_diapositive1_e1541102523132_c4047fd665.png)

## Sorting task lists

Task lists can be sorted by dates (standard view), due dates, users or priorities.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_01_diapositive2_e1541102547111_ce773abf47.png)

## Info tab in topics

In each topic, discover the **Info** tab which regroups: the description of the topic, the exhaustive list of members, a graph with the progress of the tasks and the flow of activities.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_01_diapositive3_e1541102564358_cfda83d8af.png)

## Checklists V3: editing a checklist after launch

When you launch a checklist, you can now add tasks to it after launch. This allows you to add exceptions or additional tasks when using WEDO for your procedures.

## Redesigning the main menu

The main menu has been updated in version 19 for clarity. The **Users** page has been moved to the **Profile** menu and a new menu item has been added. The menu item includes your **First Name** and contains everything about you in WEDO. The menu is therefore much simpler and includes by default: 1\. Everything that concerns you, 2\. The topics you are a member of and 3\. The models you are a member.

## Redesign of the secondary menu

In version 20, the secondary menu has also been simplified thanks to a tabbed system. The title and list of members have been redesigned to take up less space on your screen. This affects your personal space but also the topics, templates and checklists.

Here is an example with the subject _Human Resources_ :

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_01_diapositive4_e1541102588390_6a21e137a8.png)

## Improved ergonomics of subject settings

When you click on the gear to open the **Settings** of a topic, WEDO now offers you a window with a tabbed system to improve understanding and navigation between settings.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_01_diapositive5_e1541102606773_bd24451085.png)

## Conclusion

This version closes the year 2016 and in particular allows us to simplify the ergonomics and navigation in WEDO. 2017 will see the arrival of major features that will allow you, we are sure, to support collaboration in your business more effectively. We wish you all a happy new year 2017 and a successful year in your exchanges with your colleagues.

Here are all the new features added at the end of 2016\. The new year promises major features that we are already looking forward to telling you about.

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WEDO V20: Goodbye 2016, hello 2017!

The latest version of WEDO (#17) is now online for all our users. It includes the following improvements:

## Customer's logo

Each client can now replace the WEDO logo with their own logo in the application. The logo will also be automatically included in the task lists exported as PDFs. To change your company logo, go to Profile > Settings > Company tab.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2016_11_diapositive1_e1541102265442_fba84286d4.png)

## New filter system

For simplicity, the filter system has been redesigned. You will find two separate spaces above the task lists. On the left are the predefined filters (with additional options). On the right side, the display of tasks according to their status (in progress, completed and deleted).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2016_11_diapositive2_e1541102284700_08feda6a01.png)

## Relative planning of checklists

When creating a checklist template, you can now choose the planned date and due date for each task. The schedule is set in number of days relative to the start date.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2016_11_diapositive3_e1541102304187_3856577fc7.png)

Once your template has been created, you will be asked to choose the launch date on which the planned dates and due dates will be calculated.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2016_11_diapositive4_e1541102322820_1f1bb6ed06.png)

The checklist launched, will send the planned tasks to the right people.

## Exporting tasks individually

An option is added in the export window. You can now choose whether you want to export all tasks or only the selected tasks. Let's say I want to export a single task. I select it, click **Export** and choose the **Selected tasks** option.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2016_11_diapositive5_e1541102344906_c3289e7ddc.png)

## Editing comments

A comment entered can be modified or deleted. This can only be done by its editor and within 15 minutes. After this time, the comment will no longer be editable for traceability reasons. This delay will allow you to modify the comments in case of a typing or spelling mistake for example.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2016_11_diapositive6_e1541102370187_f450f7fb49.png)

## Removal of observers

An observer can now be deleted (after addition) on a task. This can only be done by the person who added the observer or the observer himself.

## Conclusion

This is a nice version of WEDO that brings even more performance and simplicity to our collaborative tool. Thank you to all our customers for their feedback that allows us to improve WEDO week after week. Keep an eye on our blog, new features are still planned for the end of this year 2016.

This new version of WEDO includes several improvements proposed by our customers. 

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Six improvements for WEDO version 17

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

You’re five minutes into a meeting and already regretting it. Cameras are off, someone’s multitasking, and your question hangs in silence. No one responds. You check your notes… Didn’t this same conversation happen last week?

Welcome to the modern meeting problem: people show up, but they don’t show up.

It’s not that people don’t care. It’s that meetings often feel like something that happens to them, not something they’re part of. No clear direction, no energy, and no reason to speak up, so most don’t.

And yet, we keep scheduling them.

Staff meetings, team check-ins, virtual brainstorms, they eat up hours of the week, but too often, nothing sticks. No decisions. No real discussion. Just another placeholder on the calendar.

The problem isn’t meetings. The problem is disengaged meetings.

When people aren’t invited to contribute, when they don’t feel heard, needed, or even noticed, it shows. Ideas dry up. Momentum stalls. And the whole thing starts to feel like a formality instead of a space for real collaboration.

That’s why meeting engagement matters.

This article is for anyone who’s tired of meetings that go nowhere. We’ll break down smart, practical strategies to help you spark actual conversation, get more voices in the room (or on the call), and make meetings feel like a good use of time again. Whether your team’s in the office, fully remote, or somewhere in between, these tactics will help everyone stay focused, involved, and maybe even look forward to the next one.

## Why Engagement in Meetings Actually Matters

Meeting engagement isn’t just about making things more interactive. It directly affects what happens after the meeting ends.

When participants tune out, clarity suffers. People leave without knowing what’s expected. Tasks are misunderstood. Decisions are vague. That kind of confusion adds up and eventually slows everything down. Projects drift. Communication breaks down. Accountability fades.

On the other hand, [engaged meetings](https://wedo.com/features/meetings) create alignment. Team members contribute early, spot issues before they grow, and leave with a clear sense of direction. Instead of circling back with follow-up emails or side conversations, people move forward with confidence.

It also impacts team culture. Employees who feel heard are more likely to stay involved, ask better questions, and support each other’s work. You get better outcomes because more perspectives are included in the discussion.

This becomes even more important when people aren’t sitting in the same room. For remote teams, meetings are often the only time everyone connects. If that time isn’t used well, it creates distance, both literal and relational.

Effective engagement keeps things moving. It builds clarity, trust, and forward momentum. It’s not an extra step. It’s the foundation for everything else.

![boost-meeting-engagement-what-to-do-before-during-and-after-en.png](https://wedo-assets.sos-ch-gva-2.exo.io/boost_meeting_engagement_what_to_do_before_during_and_after_en_2a3c041400.png)

## Before the Meeting: Set the Stage for Real Participation

Now that we’re on the same page about why *meeting engagement* matters, let’s talk about how to make it happen. It starts before the meeting even begins.

You don’t need elaborate planning. You just need to give people a reason to show up and a way to contribute once they do.

### Send an agenda that’s actually helpful

Not a five-paragraph essay. Not a vague bullet list. Just a simple outline that tells people what the meeting is for, what you’ll cover, and what kind of input you’re looking for.

If you need a decision, say that. If you want feedback, let them know which part they should focus on. Bonus points if you keep it under five items and stick to what’s essential.

### Give people time to think

Nobody likes being put on the spot. If you want input, don’t wait until everyone’s on the call to ask for it. Send a prompt or quick question ahead of time. Ask for ideas in advance, or a few notes they can bring in.

Even five minutes of pre-work helps people show up with something to say.

### Assign roles so things don’t drift

You don’t need a full production crew, but you do need someone to keep the meeting on track. Assign a facilitator, a note-taker, and someone to watch the time. Rotate the roles if you meet regularly, especially in team meetings.

This keeps people involved and keeps things moving.

### Invite people who have something to add

If someone doesn’t need to be there, they probably shouldn’t be. It’s not about cutting people out. It’s about making space for the right voices. You’ll usually get better discussion in a smaller group, and no one likes sitting through a meeting that has nothing to do with their work.

### Make it clear why this meeting matters

Don’t just send a calendar invite and hope people take it seriously. Let them know why it’s worth showing up and what you need from them. That doesn’t mean writing a novel. Just include a quick sentence in the invite or agenda that answers: “Why now?” and “Why them?”

It’s a simple shift, but it changes how people walk into the room.

## During the Meeting: Get People Talking (Without Forcing It)

Once you’ve got the right people in the room (or on the call) it’s time to actually involve them.

This is where most meetings lose steam. People show up, but no one’s sure when to speak, how to contribute, or if their input is even needed. That’s your job to fix. Not by calling people out, but by creating the kind of space where it feels natural to jump in.

Here’s how to make that happen.

### Start with something that pulls people in

You don’t need a cheesy icebreaker. A quick check-in question or a fast round of wins and blockers can be enough. Keep it light, keep it short. The point is to shift people out of passive mode.

Even asking, “What’s something we need to leave this meeting knowing?” can change the tone right away. It doesn’t need to be deep. It just needs to remind everyone they’re not here to sit quietly and listen, they’re part of the conversation.

### Use real-time tools so it’s not just talk

Try a shared doc, a live poll, or a quick brainstorm board. It gives people something to interact with and creates a record of the conversation. You’ll also get more input from quieter team members who might not jump into a freeform discussion.

Visuals help too. A simple diagram or sketch can keep people focused and give abstract ideas something to stick to.

If you’re using a tool like WEDO, you can pull up the meeting agenda, take notes collaboratively, and assign follow-ups in real time—without bouncing between apps. Everything stays visible, which keeps the conversation grounded and the outcomes clear.

### Ask better questions

The quickest way to kill momentum is asking, “Any thoughts?” Better prompts lead to better discussion. Try:

- What’s missing from this plan?
- What’s one thing we should rethink?
- What’s one risk we haven’t talked about?
- Where do you see potential pushback?

When you ask specific questions, people don’t have to guess what kind of answer you’re looking for.

### Break things up if energy dips

Give a question or challenge to each one. Then come back and compare notes.

This works just as well on Zoom as it does in person. And it gives everyone a smaller space to speak before coming back to the bigger group.

### Make space for quieter voices

Every team has a few strong talkers. If the same voices always lead the conversation, pause and invite others to share their ideas. It’s not about cutting people off, it’s about keeping space open. Try something like, “Let’s hear from someone who hasn’t spoken yet” or “Any other angles we should consider?”

It’s a simple way to make room for new input without putting anyone on the spot.

## Tips for Facilitating Meetings That Actually Work

Even with a solid agenda and the right people in the room, meetings can fall flat without good facilitation. The facilitator doesn’t need to be the loudest person or the team lead. They just need to keep things clear, moving, and on track.

Here’s how to do that without overcomplicating it.

![facilitator-cheat-sheet-keep-meetings-focused-and-productive-en.png](https://wedo-assets.sos-ch-gva-2.exo.io/facilitator_cheat_sheet_keep_meetings_focused_and_productive_en_0c7c495bc6.png)

### Keep the meeting anchored

Remind everyone of the goal at the start. Something as simple as “By the end of this meeting, we need to decide on X” helps people stay focused. If things start drifting, bring it back. You don’t need to shut down side discussions, just park them for later and stay on course.

### Watch the time without rushing

You don’t need to be a stopwatch, but you do need to be aware of the clock. If a single topic starts eating up the meeting, decide whether it’s worth continuing or if it should be taken offline. Running over time regularly is a fast way to lose trust in the process.

### Call out contributions by name

When someone shares a useful insight or asks a thoughtful question, name it. “That’s a great point, Ravi” or “Thanks for flagging that, Jordan” helps reinforce engagement. It also encourages others to jump in without fear of being overlooked.

### Rotate the role

If you’re leading every single meeting, stop. Rotate facilitation duties. Give different team members a chance to run the meeting and shape the discussion. It builds confidence, improves listening, and keeps things from feeling top-down.

### Stay neutral when needed

Facilitating isn’t the same as directing. You don’t need to have the answers. Your job is to guide the conversation, not steer it toward a decision you’ve already made. Let the team shape the outcome whenever possible.

## Keep Remote and Hybrid Teams Engaged

Running a good meeting is hard enough. Doing it when no one’s in the same room? Even trickier.

Remote and hybrid teams don’t have hallway chats or eye contact to fall back on. That’s why *meeting engagement* needs to be built into how you run the call, not something you hope just happens.

Here’s a quick look at what helps and what gets in the way:

### **Do:**

- **Use visual structure.** Share the agenda on screen or in a doc everyone can access. Tools like [WEDO](https://wedo.com/features) make this easy to manage in real time.
- **Call on people by name.** Not to put them on the spot, but to make space: “Jordan, what’s your take before we move on?”
- **Give breathing room.** Leave space after asking a question. A few seconds of silence isn’t awkward, it’s processing time.
- **Make decisions visible.** Capture next steps, task owners, and questions live while people are watching. It builds trust and clarity.

### **Don’t:**

- **Default to silent mode.** If everyone’s muted with cameras off, you’re hosting a podcast, not a meeting.
- **Rush through awkward silences.** Resist the urge to jump in. Let people unmute, think, or type.
- **Save all clarity for the follow-up.** If decisions aren’t clear during the call, they usually don’t get clearer after.
- **Treat remote calls like in-person meetings.** Engagement tools, pacing, and structure need to be tailored, not copied.

Remote meetings can still be [collaborative and effective](https://wedo.com/blog/master-collaborative-task-management-for-remote-teams). You just need to make participation easier and more visible. A shared workspace like WEDO helps keep everything aligned, whether your team is across the building or across the world.

## How WEDO Helps You Run More Engaging Meetings

You can have the best intentions, the clearest agenda, and a great team, and still end up with scattered notes, missed follow-ups, and “what did we decide again?” messages two days later.

That’s where [WEDO](https://wedo.com/features) makes a difference.

It’s built to support everything this article covers: planning, participation, follow-through, and visibility. All in one place.

Here’s how it helps:

**Plan smarter**

Create structured meeting agendas your team can see and contribute to in advance. Assign roles like facilitator or timekeeper before the call starts, so everyone knows their part.

**Keep people engaged during the meeting**

With WEDO, the agenda stays visible, notes are captured live, and action items are created in real time. No switching between docs or trying to remember who said what. Everyone stays on the same page, literally.

**Track what happens after**

[Assign tasks during the meeting](https://wedo.com/features/tasks) and follow up later without sending five emails or setting up another call. WEDO makes it easy to hold people accountable without micromanaging.

**One tool, one flow**

No more juggling separate tools for planning, video calls, notes, and [task management](https://wedo.com/blog/how-to-choose-the-right-task-management-tool-for-your-team). WEDO keeps it all together, which means your team can stay focused instead of chasing details.

If your meetings feel disjointed, slow, or just too frequent, maybe it’s not the people, but the system. [WEDO](https://wedo.com/features) gives you a better one. [Try WEDO free today](https://wedo.com/signup) and see what it feels like when meetings actually move things forward.

Clear tactics to improve meeting engagement, encourage participation, and keep momentum going across your team.

How to keep everyone focused and involved during a meeting, with a calendar icon on a red background

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Meeting Engagement Strategies: Keep Everyone Focused and Involved

Sometimes, you don’t need more tools to manage your work. You just need a better way to see it.

That’s the problem the Kanban board was designed to solve. It gives teams a clear view of what needs to be done, what’s in progress, and what’s already finished, without juggling endless checklists or buried updates.
Originally developed in manufacturing, the Kanban method is now one of the simplest and most effective ways to manage projects across software, marketing, operations, and more.

In this guide, we’ll explain what a Kanban board is, how it compares to Scrum, where it works best, and how to make it part of your workflow using the right tools.

## What Is a Kanban Board?
Let’s start from the beginning. A Kanban board is a visual way to organize work, track progress, and see what’s getting done, without digging through spreadsheets or inboxes.

At its core, it’s simple. You have columns that represent different stages of work, like “To Do,” “In Progress,” and “Done.” Tasks live on cards that move across the board as the work moves forward.

Most Kanban board apps follow this format, with features like due dates, checklists, tags, and assignees layered on top to help teams stay organized.

The idea comes from the original Kanban method, developed by Toyota to manage workflows on factory floors. Over time, it’s evolved into one of the most widely used techniques in modern project management, especially for teams that need flexibility and real-time visibility.

Whether you're managing a solo project or working with a full development team, the board’s purpose stays the same: make the work visible, limit what’s being worked on at once, and keep everything moving in the right direction.

And the best part? You don’t need a complicated setup to get started. A few columns, a few cards, and you’re already using a system that scales as your workflow grows.

## Kanban vs Scrum: What’s the Difference?
Kanban and Scrum are both popular frameworks within agile methodology, but they take different approaches to organizing work. If you’ve used task boards before, chances are you’ve encountered both, even if you didn’t realize it.

Let’s break it down.

![Image comparing Kanban and Scrum. Kanban is based on continuous flow, flexibility, work-in-progress (WIP) limits, and evolving priorities. Scrum relies on a structured approach with defined roles (Scrum Master, Product Owner), time-boxed sprints, and sprint planning with fixed deliverables.](https://wedo-assets.sos-ch-gva-2.exo.io/Kanban_vs_Scrum_Whats_the_Difference_en_6aedc0dd6f.png)

Scrum works in time-based sprints. Teams commit to a fixed set of tasks every two to four weeks, with structured roles like product owner, scrum master, and development team. It’s great for teams building toward a clear, deadline-driven release. The rhythm is tight, with regular planning and review sessions baked into the cycle.

Kanban, on the other hand, is continuous. Work doesn’t wait for a sprint to start or finish. Instead, tasks move fluidly through a kanban board, giving teams more flexibility to adjust as priorities shift. It’s ideal for handling a steady stream of work, whether that’s support tasks, internal projects, or content pipelines, without needing to reset everything every few weeks.

Where Scrum locks the sprint, Kanban teams focus on keeping things flowing. They often use limits on how much can be worked on at once (called the limit work in progress) to prevent overload and reduce blockers. And instead of sprint retros, they make small, regular improvements based on what’s actually happening in the workflow.

However, the two approaches aren’t opposites; many teams combine them. You might plan in sprints and track in Kanban. [WEDO](https://wedo.com/features) supports both ways of working, but its flexible task board setup makes it especially useful for teams who want real-time visibility and the ability to adjust as things change.

If your projects evolve quickly, involve cross-functional input, or don’t follow a strict sprint cycle, Kanban project management might be a better fit and easier to manage in a tool that’s built for flexible collaboration.

## How a Kanban Board Actually Works
A [Kanban board](https://kanban.university/kanban-guide/) turns a list of tasks into something you can see and move. The structure is simple: columns represent stages of work, and cards represent individual tasks. As a task progresses, its card moves from one column to the next, usually from “To Do” to “In Progress” to “Done.”

That movement isn’t just for show. It’s a way to visualize workflows, track real progress, and keep everyone on the same page without needing a meeting to check in.

Here’s what you’ll find on most digital kanban board apps:

- **Columns:** These are customizable, so they can match your actual process. A content team might use “Draft,” “Review,” and “Published.” A software development team might use “Backlog,” “In Progress,” “QA,” and “Released.”
- **Cards:** These represent tasks, user stories, or individual items of work. They often include a title, description, assignee, due date, and status.
- **Movement:** Cards move across the board as work happens. This is how teams get real-time updates on what’s active, what’s stuck, and what’s finished.

The board view creates clarity. Team members can see what needs attention without scanning through a long task list. When used consistently, a Kanban board helps spot bottlenecks early, like when too many tasks pile up in the “In Progress” column, so teams can refocus and rebalance.

One of the key principles behind the Kanban method is to limit work in progress. That means only working on a few tasks at a time, instead of trying to tackle everything at once, which keeps quality high and context switching low.

The result? A more focused team, fewer dropped tasks, and a system that’s always up to date, and not just when someone remembers to update the status.

## Kanban Board Use Cases
The beauty of a Kanban board is how easily it adapts to different kinds of work. Whether you’re part of a software development team, managing internal operations, or running creative projects, the same simple board structure can help you keep track of tasks, reduce friction, and deliver work with more consistency.

Here are some of the most common ways teams use Kanban project management to stay organized.

### Software Development and IT
Engineering teams often rely on Kanban for ongoing, fast-moving work, like bug fixes, support tasks, and feature rollouts. Each card might represent a user story, issue, or task, moving through stages like “Backlog,” “In Progress,” “Code Review,” and “Released.”

It’s especially useful when paired with Agile practices or as a flexible alternative for teams that don’t work in strict sprints. Software development teams also use visualization tools to spot bottlenecks, limit blockers, and review throughput over time.

### Product Teams
From roadmap planning to feature delivery, Kanban helps product managers and cross-functional teams keep track of priorities without losing momentum. Cards often include specs, mockups, or links to related documentation. The product owner can quickly see what’s in progress and whether any tasks are stuck or overdue.

### Marketing and Creative
Campaigns, content pipelines, and design requests all flow better with a board. A marketing team might set up columns like “Ideas,” “In Progress,” “Client Review,” and “Published.” Each card can have assignees, a due date, checklists, and file attachments, and the team gets a clear board view of progress at a glance.

### Operations, HR, and Admin
Kanban is not just for technical or creative teams. HR might track employee onboarding steps using a Kanban board. Operations teams can manage recurring tasks like inventory restocking or compliance reviews. Any team that needs to manage projects with repeatable stages can benefit from a Kanban board template that maps their workflow.

### Agile or Hybrid Teams
For teams that follow agile methodology, Kanban can complement or even replace Scrum processes. A scrum team might use a board to visualize the sprint backlog and progress during daily standups. Hybrid approaches like Scrumban blend the flexibility of Kanban with Scrum’s structure, giving teams the best of both systems.

Whether your team is co-located or remote, Kanban helps team members stay aligned without micromanagement. It simplifies coordination, improves visibility, and works for just about any kind of project.

## Choosing the Right Kanban Tools
If you want to get the most out of a Kanban board, the tool you use matters. Some apps keep it simple, while others add more structure for teams working across multiple projects. The best setup is one that matches how your team already works.
Here are a few things to look for when comparing Kanban board apps and project management tools.

### Customizable workflows
Your tool should let you create a board that [matches how your team actually works](https://wedo.com/features/tasks). That includes the ability to rename columns, change their order, and organize tasks based on the structure that makes sense for your project.

### Shared views that keep everyone aligned
A clear board view helps team members see what’s being worked on, what’s blocked, and what’s done. Everyone should be able to access the same task list and make updates in real time, without needing separate check-ins to stay in sync.

### Built-in task details
You’ll want a board that lets you assign work, set due dates, and add context to each card. This makes it easier to follow up, especially when multiple people are involved in a task or when deadlines are important.

### Real-time visibility
Updates should show up as they happen. A board that reflects changes in real time makes it easier to manage work without extra messages or duplicated effort. It also helps teams spot delays early, before they become actual blockers.

### Ties into how your team already works
A board is most useful when it’s part of your overall workflow. That means choosing a project management tool that doesn’t just show cards on a screen, but also supports how tasks are created, assigned, and completed, ideally without needing to switch platforms.

## Using a Kanban Board in WEDO
If your team already tracks tasks in WEDO, setting up a [Kanban board](https://wedo.com/tag/kanban-2) doesn’t require a new tool or extra steps; it’s already built into the way the platform works.

Each workspace in [WEDO](https://wedo.com/features) gives you a column-style board view, where tasks are organized by section. You can structure those sections to reflect your team’s actual process, whether that’s “To Do / In Progress / Done” or something more specific like “Planning / Approval / Launch.”

As work progresses, tasks can be moved across columns with a simple drag and drop. You’ll always have a clear visual of what’s active, what’s finished, and what might be waiting on input from others.

Every task card in WEDO can be assigned to one or more team members, with a clear due date, notes, and optional status updates. You can filter views by deadline, status, or assignee, which helps surface what needs attention without scanning the full board.

What makes WEDO especially useful is how your Kanban board connects with the rest of your work. Tasks created during meetings or added to a shared project space are automatically visible to the team, which means fewer things fall through the cracks.
You don’t need to manually copy notes or build separate task lists; everything stays in one place, updated in real time, and easy to follow.

![Video demo showing how the Kanban view works in WEDO: create, move, and track tasks across columns for clear team coordination.](https://wedo-assets.sos-ch-gva-2.exo.io/kanban_en_22cee3a3d5.gif)

Whether you’re managing a full project or just want to keep your daily work more organized, WEDO gives your team a Kanban-style setup that’s simple to use and flexible enough to grow with your workflow.

## Conclusion
A Kanban board does more than organize tasks. It helps teams see their work clearly, stay focused, and make steady progress. Whether you’re working in product, operations, marketing, or development, the Kanban method gives you a system that’s easy to understand and easy to stick with.

WEDO makes it simple to bring this approach into your team’s daily workflow. You can create tasks during meetings, organize them in a clear board view, and keep everything moving, without needing a separate tool just to stay on track.

Ready to manage projects with more clarity and less friction? Start your [WEDO free trial](https://wedo.com/signup) today.

Learn how Kanban boards work, how they compare to Scrum, and how to use them across teams with real-time visibility in WEDO.

Illustration with the text "What Is a Kanban Board?" on the left and task card icons arranged in a grid on the right, on a blue background.

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What Is a Kanban Board? Tools, Apps, and Project Use Cases Explained

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

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

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Making daily life easier for executive assistants

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

## Key topics for a bilateral meeting

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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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.

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

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