## Manage your project

WEDO improves and facilitates the management of your projects. Through this article, discover the new features available online.

- Plan your projects and follow up on their tasks
- Add statuses to keep your team informed about the progress of the project
- Get an overview of the progress of all ongoing projects

### Plan your project
You can define a start date and a due date for a workspace if it represents a project. By limiting the duration of your project, you allow all the members of your team to keep the objectives in mind while respecting the time allowed to achieve them. If necessary, it is possible to modify these dates at any time. The date of your project passed while tasks were still in progress? You can see how many days past the deadline. Keep your team on track and complete your projects on time!

![1-planifiez-votre-projet.gif](https://wedo-assets.sos-ch-gva-2.exo.io/1_planifiez_votre_projet_a81588b8c3.gif)

### Manage tasks
Assign project tasks to your team members to keep them informed of the work. In addition to giving your workspace a deadline, define the deadlines for each job to best plan your project. This way, your colleagues will know exactly what is expected of them.

![2-gerez-les-taches.gif](https://wedo-assets.sos-ch-gva-2.exo.io/2_gerez_les_taches_c9188b6004.gif)

To get organized efficiently, chat with your team members via the comment field in the details pane of each task. With the task manager, your teams can manage their work and collaborate efficiently and intuitively.

![3-gerez-les-taches.gif](https://wedo-assets.sos-ch-gva-2.exo.io/3_gerez_les_taches_9731c11292.gif)

### Keep your team informed

Do you have a critical piece of information to share with your team about the project at hand? Then, add a status to your workspace to notify your colleagues. To help, there are 3 types of status:

- **On schedule:** your project is going well, you can add a title and a description in the status to specify the project phase, for example.
- **At risk:** the project's progress is threatened, you can inform your team about the reasons for this update.
- **Late:** the due date will not be respected, you can inform your team about the reasons for this delay and update the due date if necessary.

As mentioned, when you define a status, you can add a title and a description so that your team is always informed of possible changes impacting the project's progress.

![4-tenez-votre-equipe-informee.gif](https://wedo-assets.sos-ch-gva-2.exo.io/4_tenez_votre_equipe_informee_0104ec4cf4.gif)

### Check your project's progress
To give a quick overview of your project's progress, a progress bar changes as tasks are completed. This view allows you to see a project's significant status updates quickly. In addition, the system shows the number of tasks in progress and finished and the number of days remaining before the project deadline.

![5-visualisez-lavancement-de-votre-projet.gif](https://wedo-assets.sos-ch-gva-2.exo.io/5_visualisez_lavancement_de_votre_projet_33ef9af451.gif)

## Manage all your projects
You are responsible for several projects and need a quick overview of their progress? WEDO allows you to view your workspaces in two different ways:
- **In mosaic:** the spaces are represented in the form of cards
- **In list:** the workspaces are listed, and you can sort them by name, status, progress, or deadline.

For both types of display, a progress bar informs you of the progress of each project, whether it has a deadline (blue gauge) or is ongoing (gray gauge).

![6-pilotez-lesemble-de-vos-projets.gif](https://wedo-assets.sos-ch-gva-2.exo.io/6_pilotez_lesemble_de_vos_projets_257d8fcb11.gif)

WEDO allows you to keep an eye on your objectives and the progress of your projects grouped on the same platform. Your teams are informed in real-time of the progress of tasks and the latest project updates. They can collaborate efficiently in person or remotely. With WEDO, it has never been easier to get organized!

Want more details about these features? Check out the new collection in our help center.

::button-primary[Go to the "Projects" collection]{link="https://help.wedo.swiss/en/collections/2435444-projects"}

WEDO improves and facilitates the management of your projects. Through this article, discover the new features available online. Plan your projects and follow up on the resulting tasks. Add statuses to keep your team informed about the progress of the project. Finally, get an overview of the progress of all ongoing projects.

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Project management

## 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

This WEDO update brings a new feature: activity feed. These are chronologies that include all events, comments and notes.

The feeds exist at three levels:

* General activity feed with information about you on your network
* Feeds by topic to view the progress of sessions, projects, services, etc.
* Per person feed to track your history or that of one of your colleagues (depending on your rights)

## Overview of a topic's workflow

This is what the workflow for my "Project Zero Paper" topic looks like:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2016_09_flux_d_activite_4dc944ad2e.png)

## Note-taking

You can see from the image above that it is possible to add notes in the workflow. This way you can write information for a topic or for your entire network quickly. Using the "Add Recipient" button, you can notify the people affected by your note. It is possible to add **people**, **topics** or checklist **templates** to the recipients.

## Usage example

I would like to inform the whole working group for the "Project Zero Paper" about the next meeting. I am writing a note to this effect. I can add addressees via the button or by entering the title of the subject preceded by an @.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2016_09_note_avec_mention_7ecec0df0e.png)

## Conclusion

Thanks to the workflows, you can keep up to date quickly and communicate even more easily with people in your network. Feel free to send us your comments and suggestions for improvement via the support in WEDO.

How can I see the progress of a topic at a glance?

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Activity feed

Trello

Asana

Decisions

Monday.com

eSéances

MS Teams

MS Planner

Hypercontext

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

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

## But what is holacracy?

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

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

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

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

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

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

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

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

### Holacracy: a change of cultural paradigm

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

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

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

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

## The limits of holacracy

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

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

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

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

## Holacracy and conflict management

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

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

## The long-term benefits of holacracy

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

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

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

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

## Holacracy and innovation: a winning synergy

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

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

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

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

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


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

### Governance with WEDO

::youtube-video{#vSchpiRKs0M}


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

**References**

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

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

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

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Holacracy: managerial revolution or organizational challenge?

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

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

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



::youtube-video{#33J6FhmiONo}



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

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

## What Makes WEDO Stand Out?

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

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

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

## Security at the Forefront of WEDO’s Innovation

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

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

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

## Innovation: Looking Ahead with AI Tools

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

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

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

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

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

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

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

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

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

## Why This Feature on Forbes Matters

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

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

## Conclusion

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

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

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

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

Antoine Sudan and David Dutch invited by Forbes

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Forbes Highlights WEDO in “Successful Companies”

In the fast-paced world of administrative management, executive assistants play a crucial role. The Swiss army knives of any organization juggle many tasks and deadlines while supervising those of others. Faced with these challenges, they often find themselves overwhelmed by routine, repetitive responsibilities. We immersed ourselves in the daily lives of 6 executive assistants who use the WEDO platform to understand the workings of their organization, the challenges they face, and the tools they have put in place to facilitate their management.

According to our study, the most time-consuming tasks for executive assistants revolve mainly around administrative functions. These activities, while necessary, tend to monopolize a significant proportion of their working time, preventing them from concentrating fully on more crucial aspects of their role, such as operational and strategic development.

Among the most time-consuming tasks in their job descriptions, the executive assistants surveyed identify the following:

**1. Meeting preparation:** preparing agendas and presentation documents, taking and sharing minutes, following up on decisions and tasks delegated at meetings,

**2. Diary management and meeting organization:** planning and coordination of appointments, team meetings, and conferences, taking care to avoid scheduling conflicts,
**3. Document preparation and management:** drafting, proofreading, and organizing important documents such as reports, presentations, correspondence and contracts,

**4. Project coordination:** managing and following up on specific projects, liaising between different departments, and meeting deadlines.

Internal and external communications, administrative support, and human resources management closely follow those.

## How to lighten the administrative load for an executive assistant?

When asked what tools were used to monitor collaboration before WEDO was integrated, the most common programs were Outlook, Word (for taking minutes), and Excel. However, these tools had significant limitations. Respondents reported difficulties related to the cross-functionality of information between different team members. For example, these tools were not conducive to **active, real-time collaboration when taking PVs**, making this task often cumbersome and time-consuming, and necessitating numerous round-trips. The systematic use of e-mail to distribute these documents wasted considerable time without guaranteeing effective communication.

Furthermore, the limited nature of these tools prevented efficient tracking of tasks and projects. Users faced significant challenges maintaining a clear, up-to-date overview of projects. In short, although these tools are widespread and familiar, their use in team collaboration and project management needs to be improved.

This situation underlines the importance of cross-functional tools and solutions to lighten the administrative workload. With the implementation of WEDO, the executive assistants surveyed were able to optimize their administrative processes.

### 1. Meeting preparation and management

![computerized agenda for real-time note-taking](https://wedo-assets.sos-ch-gva-2.exo.io/reunion_ENEN_aad2ef7f0e.png)

One of the most time-consuming aspects of the job is the preparation of meetings. With WEDO, executive assistants benefit from automated management and considerable time savings in preparation and follow-up. The platform enables uniform management of minutes, clear distribution of post-meeting tasks, and automatic tracking of topics from one session to the next. Users report an average time saving of 55% for these tasks.

![save time spent on meetings](https://wedo-assets.sos-ch-gva-2.exo.io/55_ENEN_83c8604c19.png)

WEDO's meeting module lets you integrate blocks of paragraphs, tasks, file attachments, personal notes, votes and signatures, among others.

![testimonial Regula Oberdorfer](https://wedo-assets.sos-ch-gva-2.exo.io/Regula_Oberdorfer_ENEN_1a54d3c30f.png)

### 2. Project management and task tracking

![efficient task management](https://wedo-assets.sos-ch-gva-2.exo.io/tasks_ENEN_be99588a59.png)

Project management and tracking represent another major challenge. WEDO simplifies this task by offering clear delegation possibilities, the creation of checklist templates to standardize processes, and real-time task tracking. This leads to better prioritization and more efficient day-to-day management.

![testimonials Aline Volery and Nicole Thalmann](https://wedo-assets.sos-ch-gva-2.exo.io/testimonials_Aline_et_Nicole_ENEN_11a8dc6cff.png)

### Use case: facilitating HR processes and the transmission of specifications

When executive assistants are involved in HR processes, the integration of WEDO proves to be a major asset. The platform makes it possible to standardize on-boarding and off-boarding procedures by means of specific checklists. These checklists, drawn up for each stage of the process, automatically assign the relevant tasks to the team members concerned. This method ensures structured, efficient management of personnel transitions, eliminating the operational uncertainties often associated with the question "What steps should I take?".

By simplifying these processes, WEDO not only eases the workload for HR managers, but also contributes to a clear, documented handover of tasks and knowledge from one employee to the next.

![simplified hr processes](https://wedo-assets.sos-ch-gva-2.exo.io/Modeles_checklists_ENEN_fdf58af70f.png)

One of the decisive advantages of WEDO, highlighted by our management assistants, is the ease with which recruitment interviews can be documented in real time. Each exchange can be recorded directly in a standardized (and customized if required) agenda, enabling these interactions to be saved methodically and instantaneously.

### 4. Transmission of information

WEDO lets you link documents to tasks or meetings, ensuring that all the necessary information is in the right place. Global search makes it easy to retrieve documents, and to find a specific file based on a keyword found in the PDF file.

In terms of communication, WEDO users particularly appreciate the immediate visibility of entries and the ability to restrict access to certain information.

![Alexandra Locher](https://wedo-assets.sos-ch-gva-2.exo.io/Alexandra_locher_ENEN_e53527e95c.png)

**We asked our users to rate the platform on a scale of 1 to 10, to qualify the positive impact WEDO has on their daily tasks.**

![Best collaborative software for executive assistant productivity and organizations](https://wedo-assets.sos-ch-gva-2.exo.io/preparation_reunion_note_ENEN_1_d92c7629a1.png)

![Alicia Aubert](https://wedo-assets.sos-ch-gva-2.exo.io/Alicia_Aubert_ENEN_5d3644b8f7.png)

Executive assistants can greatly ease their workload by equipping themselves with a collaborative platform. Do you have any questions or doubts about WEDO's compatibility with your needs? We'll be happy to give you a short 30-minute demonstration.

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

an executive assistant overwhelmed by work and demands

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Making daily life easier for executive assistants

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

## Key topics for a bilateral meeting

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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