This article explains how you can use WEDO to manage maintenance activities. Tracking one-time repairs and periodic maintenance using WEDO has the following advantages:

* Centralization of all technical tasks
* Easy distribution of tasks among colleagues
* Clear prioritization according to the environment
* Traceability of activities carried out over time
* Simple scheduling of recurring tasks
* Reporting of failures by all employees (ticketing)

## Create a topic: name, members, color (to be done only once)

In the left menu, click **Topics**. Then, in the action bar, click **\+ Create Topic**. Choose a name and a definition for your topic and then click **Save and continue**.

Define the members who will have access to this topic. Note that you can invite people from outside your company via email address. Click **Continue**.

Finally, choose a colour for your subject. Tip: choose a colour code (session in blue, project in red, internal department in green, etc.). Click on **Go to topic**.

As an example, I choose to create a _Technical_ subject.

## List the tasks to be carried out in the subject

You can now enter all the tasks to be carried out around the building in the _Technical_ topic. Here is an overview of my example:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2016_06_diapositive1_e1541096343960_007dcd840c.png)

## Define who is responsible

In the action bar, click on the **Organize** button then choose **Delegate**. The next window opens to choose a person in charge for each task:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2016_06_diapositive2_e1541096363967_96a5e9a870.png)

## Setting priorities

In the same way, click on the **Organize** button and choose **Prioritize**. The following window opens to choose a priority for each task:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2016_06_diapositive3_e1541096382480_41ce6fc523.png)

## Each employee has a clear vision of his or her work

All delegated tasks are automatically sent to the right people. Each manager will be able to view what has been assigned to him or her in his or her task list. Everyone will also be able to see the progress of the tasks at any time of the week by going to the _Technical_ topic. Here is the list of pending tasks with responsibilities and priorities.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2016_06_diapositive4_e1541096402309_ef78855dd0.png)

Validated tasks are automatically archived to keep historical records.

## To go a little further

### Define recurrences

You can define recurring tasks and other periodic maintenance checks. To define a recurrence, select a task from your list and, in the details pane, click **Set Due Date or recurrence**. In the calendar that opens, click the **Set recurrence** button. The following panel opens :

![](https://wedo-assets.sos-ch-gva-2.exo.io/2016_06_diapositive5_e1541096422506_b8f9ce36ae.png)

A recurring task is marked in the list by a rotating arrow. Releasing it, stores the completed occurrence and automatically schedules the next occurrence.

### Add Comments

You can write comments related to a task (in its detail pane). This comment will remain linked to the task, allowing you to keep a history of remarks and other information.

### Setting deadlines

Like comments, you can add a due date to a task in its detail pane.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2016_06_diapositive6_e1541096444131_c5ea0d7873.png)

### Add tasks from any device

You can add tasks to your _Technical_ Topic at any time via a computer, tablet or smartphone.

## Conclusion

Thanks to WEDO, technical activities are efficiently managed and distributed. This allows employees to know their responsibilities and to control their deadlines more easily. Communication between employees is also strengthened by sharing tasks for a defined group.

Find out how to master all technical activities in one place.

large_2020-06-wedo-for-maintenance-activities

medium_2020-06-wedo-for-maintenance-activities

small_2020-06-wedo-for-maintenance-activities

thumbnail_2020-06-wedo-for-maintenance-activities

2020-06-wedo-for-maintenance-activities

WEDO for maintenance activities

This article explains how to use WEDO to follow up a meeting. The main advantages of the dynamic debriefing possible with WEDO are the following:

* Clear list of outstanding issues
* Definition of meeting responsibilities
* Employees receive their tasks directly
* No clean-up work after the meeting
* Better communication of expectations and timelines
* Simplified tracking of tasks from one week to the next

## Create a topic: name, members, color (to be done only once)

In the left menu, click **Topics**. Then, in the action bar, click **\+ Create Topic**. Choose a name and a definition for your topic and then click **Save and continue**.

Define the members who will have access to this topic. Note that you can invite people from outside your company via email address. Click **Continue**.

Finally, choose a colour for your subject. Tip: choose a colour code (meeting in blue, project in red, internal department in green, etc.). Click **Go to topic**.

As an example, I choose to create a _weekly meeting_ topic.

## List the tasks discussed in the meeting

You can now enter all the tasks discussed at the meeting directly in the Weekly Meeting topic. Here's a preview of my example:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2015_11_diapositive1_ea8637b2ca.png)

## Define who is responsible

In the action bar, click on the **Organize** button then choose **Delegate**. The next window opens to choose a person in charge for each task:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2015_11_diapositive2_e1541093360187_f6d9c3fc68.png)

## Setting priorities

In the same way, click on the **Organize** button and choose **Prioritize**. The following window opens to choose a priority for each task:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2015_11_diapositive3_e1541093385814_1024x445_72d5dd23aa.png)

## Add tasks before the meeting to be ready

Before a meeting, ask each participant to list the points to be discussed in the topic. This will help to prepare a focused agenda and start the meeting on a good footing.

## Keep track of tasks from one meeting to the next

All tasks delegated in the meeting are automatically sent to the right people. Each person in charge will be able to view what has been assigned to him/her in his/her task list. Everyone will also be able to see the progress of tasks at any time of the week by going to the Weekly Meeting topic. Here is the list of pending tasks with responsibilities and priorities.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2015_11_diapositive4_a5e9c42511.png)

Validated tasks are automatically archived to keep historical records.

## To go a little further

### Add Comments

If a comment is made at the meeting in relation to a task, you can enter it in its detail pane. This comment will remain linked to the task, allowing you to keep track of the discussion history.

### Setting deadlines

Like comments, you can add a due date to a task in its detail pane.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2015_11_diapositive5_e1541093406283_7111290320.png)

## Export a report in PDF

If you need to export a report (to archive it or send it by email), click in the action bar on the **Export** button.

Choose the information to display and click **Generate File**.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2015_11_diapositive6_e1541093423403_d07ca73458.png)

## Conclusion

Thanks to WEDO, many companies are successfully using dynamic reporting. This approach allows employees to know their responsibilities as they leave the meeting and to control their deadlines more easily. Communication between employees is also strengthened by sharing tasks for a defined group.

Find out how WEDO can help you save more than an hour of work per meeting.

large_2020-06-wedo-for-meeting-follow-up

medium_2020-06-wedo-for-meeting-follow-up

small_2020-06-wedo-for-meeting-follow-up

thumbnail_2020-06-wedo-for-meeting-follow-up

2020-06-wedo-for-meeting-follow-up

WEDO for the follow-up of a meeting

This article explains how to use WEDO to forward tasks that arrive through incoming calls at the reception desk. Distributing tasks from reception via WEDO has the following advantages:

* Written record of the different requests
* Delegation to the right people
* Process without any handwritten notes or post-it notes
* Comments in case of questions

## Enter a phone request as a task

You can enter a customer’s request as a task that will appear in your list of tasks to perform: 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2015_10_diapositive1_e1541092196550_6875e4d0cd.png)

## Delegate the task to the right person

According to the task, you can assign it directly to the right person: 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2015_10_diapositive2_e1541092217194_796f9a8c67.png)

## Comments in case of questions

If your colleague has a question, he can simply write it in the comments section:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2015_10_diapositive3_e1541092292413_3a77c88414.png)

You will be notified, and you will be able to answer directly:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2015_10_diapositive4_e1541092246284_fc475b2fdc.png)

## Traceability of discussions concerning a task

All questions and answers linked to a task leave a written record in the comments section:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2015_10_diapositive5_e1541092267716_5a9cfaf9da.png)

Validated tasks are automatically archived to keep historical records.

## Conclusion

Thanks to WEDO, the person who picks up the phone at the reception desk can send the information to the right people, in a quick and simple manner. All this without having to move or write post-it notes. Communication between employees is also improved with the possibility of commenting on tasks. 

Delegate requests that arrive by phone without having to use post-it notes and without wasting time. 

2015-10-wedo-to-manage-reception-desk-phone-calls

large_2015-10-wedo-to-manage-reception-desk-phone-calls

medium_2015-10-wedo-to-manage-reception-desk-phone-calls

small_2015-10-wedo-to-manage-reception-desk-phone-calls

thumbnail_2015-10-wedo-to-manage-reception-desk-phone-calls

WEDO to manage reception desk phone calls

From new features to milestones, relive the year 2022 with us. ✨

large_looking-back-2022.png

medium_looking-back-2022.png

small_looking-back-2022.png

thumbnail_looking-back-2022.png

looking-back-2022.png

2022 | Our Year in Review

"With WEDO, all meetings are managed efficiently and easily by our bank and our Board of Directors." 🚀

Check out the testimonial of Antonella Andenmatten, team leader at Raiffeisen Bank Mischabel-Matterhorn, who tells us how they use WEDO.🎬

Thanks to the whole team at Erlebnisbank - Raiffeisen Mischabel-Matterhorn for the kind welcome and the time spent to make this video!

Don't forget to activate the subtitles to access the English version.

🎦: www.air-production.ch

::youtube-video{#5-L-H67Kcj0}

"With WEDO, all meetings are managed efficiently and easily by our bank and our Board of Directors."

large_RBMM_EN.png

medium_RBMM_EN.png

small_RBMM_EN.png

thumbnail_RBMM_EN.png

RBMM_EN.png

Check out the testimonial of Antonella Andenmatten, team leader at Raiffeisen Bank Mischabel-Matterhorn

## What are the organizational challenges in the education sector?

For educational organizations, communication and collaboration are central and essential issues. The management of these structures must be able to actively exchange with all departments to ensure the smooth running of their institution. Management's responsibility is also to foster optimal collaboration between administrative and pedagogical teams.

In terms of collaboration, here are some challenges in the education field:

 🗓️ Managing, monitoring and ensuring the efficiency of various meetings: board of directors, deans' meetings, pedagogical meetings, bilateral meetings, team meetings, etc.

✅ Complete and review tasks of the school management and professionals, as well as of the individual departments, competence centers and partner institutions

 📋 Manage recurring procedures

---

## What hinders organizations from working together efficiently?

Employees often have to reach their objectives with limited and inefficient resources. Email remains the most common used communication channel, and it is to be criticized that few truly collaborative tools are available in everyday education.  
Another finding is that meetings are often poorly prepared, often too frequent, and sometimes interminable… in short, unproductive. However, meetings are crucial for the exchange of information. In the sector, these meetings bring together multiple actors: members of the management, administrative staff, deans, professors or teachers, as well as external stakeholders. The challenge for the management is to efficiently manage these multiple meetings while involving each participant before, during and after the meetings.  
So how do you overcome these organizational and collaborative difficulties while encouraging the digitalization of processes?

## Our solutions to improve collaboration within schools and faculties

WEDO is a collaboration tool that is perfectly suited for the internal organization of schools and faculties. Our solution is already helping many institutions to overcome their organizational challenges and improve internal communication.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2022_08_wedo_education_1_7b7a9d1792.svg)

Find out how the **WEDO platform** supports schools and faculty in their daily collaboration.

### 1\. Create a collaborative structure tailored to the education sector

Each department or service of the institution can manage its various projects organized in "workspaces". These spaces allow the institution's employees to share meetings, tasks and files. TheWEDO solution brings together all these features on a single platform. 💡Note that collaboration with external specialists is also very simple and possible without additional costs.

### 2\. Manage all meetings in one tool

From workspaces, users can manage all their meetings with WEDO: from the Board of Directors to the Deans, including pedagogical meetings and bilateral discussions. With the "Meeting" module, agendas can be prepared together as a team, minutes can be taken in real time, and assigned tasks can be tracked from one meeting to the next.

### 3\. Prepare agendas collectively

Unproductive meetings are usually the result of poor preparation. The feature that changes the daily life of management and administration is, without a doubt, the collective preparation of meetings. With WEDO, each employee can complete the agenda to prepare their contributions in advance. It is also possible to share and add documents, for all the information that will be consulted in advance or presented during the meeting (PDF, Excel, Word, PowerPoint, etc.).

### 4\. Highlight decisions made during meetings

Meetings are often closed without having documented clearly made decisions or knowing the pending issues and their deadlines. With WEDO, it is very easy to document the decisions and delegate the associated tasks in a reliable way. The meeting minutes are always clearly organized so that the relevant information can be found immediately.

### 5\. Delegate tasks in meetings

It is possible to create tasks and delegate them immediately during the meeting. Thus, the employees involved will be operational as soon as the meeting is over. From one meeting to the next, WEDO keeps track of the tasks completed so that you can always keep an eye on the deadlines set.

### 6\. Transparent and simple communication on running tasks

The task manager integrated into the WEDO platform simplifies collaboration and communication. It is possible to comment on a task, to share information and exchange with the people involved in its completion. A notification system allows you to stay informed in case of changes or important information.

### 7\. Find information quickly

With the powerful search function integrated in WEDO, you can access the required information with just a few clicks. The search runs across the platform using keywords. In this way, users can find meeting minutes, important decisions, tasks and files that contain the keyword they are looking for.

## WEDO is the ideal tool for Schools and Faculties

WEDO is a tool that brings teams together by providing multiple opportunities to communicate and collaborate efficiently. By integrating our solution in many schools and faculties, we understand the educational sector's organizational challenges. Enhance collaboration within your institution with our features:

🗓️ Agenda preparation, real-time minute taking and tracking of delegated meeting tasks.

✅ Collaborative management of tasks through workspaces. 

▶️ Automation of workflows to improve the quality of internal processes.

![WEDO-education-2_EN.png](https://wedo-assets.sos-ch-gva-2.exo.io/WEDO_education_2_EN_d4dae7e484.png)

These customers have chosen WEDO to collaborate efficiently in their schools:

::button-secondary[Learn more about their testimonials]{link="/industries/schools-faculties"}

Holding and tracking meetings, coordinating between departments, exchanging information and managing administration are daily challenges for the education sector. Learn how WEDO helps schools and academic institutions improve collaboration by optimizing their meeting and task management.

how-does-WEDO-help-schools-and-faculties-improve-their-collaboration.png

large_how-does-WEDO-help-schools-and-faculties-improve-their-collaboration.png

medium_how-does-WEDO-help-schools-and-faculties-improve-their-collaboration.png

small_how-does-WEDO-help-schools-and-faculties-improve-their-collaboration.png

thumbnail_how-does-WEDO-help-schools-and-faculties-improve-their-collaboration.png

How does WEDO help schools and faculties improve their collaboration?

## Management of recurrent procedures: what are the challenges?

In administrative departments, process management is an integral part of daily activities. Procedures are often summarized as lists of tasks to be performed in a predefined order. While these steps are common and everyday for educational institutions, completing them can be difficult and may challenge the institution's quality assurance. Let's explore some common obstacles together:

* A large amount of information to process through different communication channels: internal documents and notes, emails, calls, letters, etc.
* Complex organization: many employees involved in the process.
* Transversal coordination (several departments and sites involved).
* Documents that are not up to date and follow-up files that are not very collaborative, even complex (spreadsheets, Excel sheets, Word documents).
* A lack of clarity in the tasks to be accomplished (no reference document or with incomplete explanations)
* A hybrid work mode: face-to-face and remote employees.
* A lack of global communication that can jeopardize the quality of execution.
* A staff leaving the company, which hinders the completion of a procedure in cases where the former employee had the necessary know-how and knowledge.

![WEDO-education-3.png](https://wedo-assets.sos-ch-gva-2.exo.io/WEDO_education_3_f57f4a4685.png)

Does this list remind you of situations you have experienced? Do you work in the education sector and think your procedures' conduct could be improved?

WEDO offers you the **Templates and Checklists** feature that allows you to increase the efficiency and collaboration of your departments. Find out how to automate your institution's routine procedures by quickly creating templates and generating predefined task lists.

## We help you manage your recurring procedures

### 1\. Model your recurring procedures

#### ✅ List and assign tasks

Ensure the quality and monitoring of your internal processes by creating templates for each procedure. This way, the employees get a clear and structured overview of the processes in place and the tasks for which they are responsible.

#### 📅 Plan the tasks

For each task, define deadlines relative to a reference date. When you launch a checklist based on the template, the deadlines will be automatically generated. You can then distinguish :

* Tasks to be done before the reference date
* Tasks to be done on the reference date
* Tasks to be done after the reference date

#### ↗️ Sharing information

The templates will also allow you to transmit knowledge to employees while maintaining consistency in executing procedures. Train new employees efficiently by giving them access to the checklist templates that concern them.

#### 📋Modify template tasks at any time

Does a procedure need to be reviewed? Authorized users have easy access to the model's tasks to revise it.

### 2\. Launch a checklist when the procedure is to be performed

Is your template ready? All you have to do is launch a checklist to start a procedure! Then, your colleagues instantly receive the tasks they are responsible for in their personal space.

### 3\. Collaborate and communicate easily

Communicate with your colleagues by commenting on the tasks from each current checklist. Your colleagues will be instantly notified and can exchange with you.

### 4\. Follow the progress of the procedures in progress

With this feature, your follow-up is assured, and you can :

* Analyze the progress of a specific checklist.
* Get a global view of the progress of all current checklists.
* Sort checklists according to their progress percentage or their reference date.

## Education sector: standardized procedures to ensure quality

Ensuring the quality of services to customers and partners is a significant challenge for training institutions. Many institutions obtain certifications and labels, such as the ISO standards (21001:2018) for education and training organizations. The administrative requirements to obtain these certifications are often tedious. WEDO will assist you throughout the implementation of these particular procedures. Once your institution is certified, the Templates and Checklists will ensure quality in executing your institution's internal processes.

## Some examples of procedures you could manage with WEDO in your institution

### **Management, Administration & Secretariat**

* Organization of the school start
* Material orders
* Preparation of the timetables
* Preparation of the curricula
* Annual budget
* Organization of graduation ceremonies
* Certifications & labels
* Administration of the alumni network

### **Human Resources Management**

* Entry of an employee
* Leave of an employee
* Recruitment process

### **Admissions Office**

* Student application
* Student matriculation
* Student visa

### **Pedagogical groups**

* Exam preparation
* Pedagogical days
* Organization of activities
* Organization of congresses

### **Academic events**

* Open house
* Alumni meetings
* Information events
* Special events

### **Marketing & Communication**

* Communication campaigns
* Marketing campaigns
* Translations

---

Want to test our tool to manage recurring processes in your educational institution?

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

These customers have chosen WEDO to collaborate efficiently in their schools:

::button-secondary[Learn more about their testimonials]{link="/industries/schools-faculties"}

In administrative services, process management is an integral part of daily activities. Do you work in the education sector and think your procedures could be improved? WEDO offers the Templates and Checklists feature to help you track and collaborate on your processes. In this article, you will find out how to automate the recurring processes in your educational institution.

Use cases

Ready to dive in?Start your free trial today.