Managing a remote team sounds simple: set tasks, assign owners, and let everyone work from anywhere.

In reality, remote task management brings its own unique set of challenges. Without a shared office space, staying aligned on priorities, deadlines, and progress can quickly turn into a juggling act.

Scattered communication, delayed updates, unclear ownership; these problems can slow down even the most capable teams. Project managers and team members alike often find themselves buried under emails, toggling between tools, or struggling to track progress across different projects.

That’s why successful distributed teams don’t just rely on more meetings or more messaging apps. They need a collaborative task management system that helps everyone stay organized, prioritize tasks, and work together effectively, no matter where they are.

[WEDO](https://wedo.com/features) simplifies remote task management by bringing meetings, tasks, projects, and collaboration into one intuitive platform, so teams can spend less time managing work and more time making real progress.

![Remote task management infographic contrasting what gets in the way versus what works, including task ownership, communication, and progress tracking.](https://wedo-assets.sos-ch-gva-2.exo.io/remote_task_management_what_gets_in_the_way_vs_what_works_en_1c8364b117.png)

## The Challenges of Remote Task Management

Managing tasks across a distributed team creates challenges around visibility, accountability, and alignment. Without a shared office space, communication gaps tend to grow quickly, and small problems compound over time.

Here are some of the key difficulties remote teams face when managing tasks:

**1. Unclear task assignment**

Without a consistent system, team members can lose track of who owns which task and when it is due. As a result, important work can be delayed or forgotten altogether.

**2. Difficulty monitoring progress**

Project managers often have to chase updates through scattered emails and chats. Without a centralized place to check progress, it becomes harder to make informed decisions or adjust priorities.

**3. Disorganized file sharing**

Documents often live across email threads, chat messages, and cloud folders. It becomes easy to lose track of the latest versions or miss important attachments that should have been connected to specific tasks.

**4. Complex projects without a high-level view**

Remote teams working on large initiatives struggle to see how tasks connect to bigger goals. Without clear visual workflows, it is easy to miss dependencies and deadlines that impact the entire project.

**5. Collaboration slowed by scattered communication**

When discussions happen across too many channels without being tied to specific tasks, collaboration becomes inefficient. Important information is buried, and follow-ups get missed.

## What Remote Teams Need to Manage Tasks Effectively

Solving the challenges of remote [task management](https://wedo.com/features/tasks) starts with the right foundation. Teams need more than just communication tools or shared drives. They need a system that brings clarity, accountability, and structure into their daily work.

Here are the core elements that help distributed teams manage tasks successfully:

### Clear task ownership and accountability

Every task should have a single owner, a due date, and clear expectations. Teams work faster when there is no confusion about who is responsible for the next step.

### Flexible ways to manage and view tasks

Different projects require different approaches. Some teams work best with Kanban boards, others prefer structured lists or timeline views. A flexible task management tool makes it easier to adapt based on the project’s complexity.

### Templates for recurring workflows

Repeatable processes, such as onboarding or reporting, should not start from scratch every time. [Checklist templates](https://wedo.com/features/tasks) help teams launch recurring workflows faster and reduce the risk of missing critical steps.

### Integrated collaboration

Meetings, tasks, files, and conversations should live in the same system. Scattered tools slow teams down and create more work. Integrated collaboration keeps everything tied to real action items.

### An intuitive interface that remote teams can use immediately

A [task management app](https://wedo.com/features/tasks) should make it easier to organize work, not harder. Remote teams need an intuitive platform that simplifies navigation, speeds up adoption, and reduces training time.

Strong remote task management depends on having the right systems in place. Teams that can assign tasks clearly, track work visually, and collaborate in context are much more likely to stay organized and deliver projects on time. WEDO was built around these core needs, helping teams manage tasks more clearly and collaborate more effectively from anywhere.

## Why WEDO’s Task Management Platform Stands Out for Distributed Teams

![Infographic showing the structure of a high-value recurring meeting with agenda, responsibilities, and outcomes.](https://wedo-assets.sos-ch-gva-2.exo.io/the_structure_of_a_high_value_recurring_meeting_en_35539fea09.png)

Distributed teams need more than shared drives and endless chat threads to stay on track. To manage work effectively from anywhere, they need a platform that connects meetings, tasks, collaboration, and progress tracking in one place, without adding complexity. WEDO was designed for this exact environment.

Here’s how WEDO helps remote teams manage tasks and projects with clarity, consistency, and confidence:

### Complete task and project organization in one platform

[WEDO](https://wedo.com/features) brings meetings, tasks, project tracking, and file sharing together in a single workspace. Teams can create collaborative agendas, assign action items during the meeting, and track progress afterward without jumping between tools.

Tasks are assigned in real time during discussions, with responsibilities, due dates, and attachments captured on the spot. Participants can contribute directly to meeting minutes, review agendas in advance, and access signed summaries afterward to stay aligned on what was decided. Electronic signature functionality also supports remote validation, providing a complete record without requiring anyone to be physically present.

Every task is linked to its original context, whether created [during a meeting](https://wedo.com/features/meetings) or in a project workspace, so nothing gets lost, misfiled, or forgotten.

### Flexible task management for simple and complex projects

Not every team or project works the same way. WEDO supports a range of task views to suit different needs, from structured lists for detailed workflows to [Kanban boards](https://wedo.com/blog/what-is-a-kanban-board-tools-apps-and-project-use-cases-explained) for visual tracking and Gantt charts for timeline-based planning.

These views are shared across the team and updated in real time, making it easy for everyone to see priorities, dependencies, and responsibilities at a glance. Tasks can be filtered, reorganized, and adjusted as projects evolve, without introducing confusion or duplication.

### Standardized workflows with shareable checklist templates

When processes are repeated across teams or locations, standardization saves time and reduces risk. WEDO’s checklist templates make it easy to build repeatable workflows for tasks like onboarding, audits, or monthly reports.

Each template includes predefined steps, assigned owners, and deadlines, so teams don’t have to start from scratch. Templates can be shared across teams or departments, helping distributed organizations maintain consistency and quality from one site to the next. Progress is tracked in real time, so it’s always clear what’s done and what’s still in motion.

### Integrated file sharing and task-based collaboration

Files and conversations often get lost in email chains or disconnected tools. WEDO keeps everything in context by tying documents, comments, and notes directly to the tasks and meetings they support.

Team members can upload, annotate, and discuss documents within the platform, keeping collaboration focused and eliminating version control headaches. Whether it's a project brief or a checklist attachment, all materials are exactly where they need to be.

### Real-time updates, smart notifications, and mobile access

WEDO helps teams stay informed without creating noise. Smart notifications alert users to updates, comments, and task changes based on personal preferences, so people can stay in sync without constant check-ins.

The mobile app makes it easy to review progress, respond to updates, or manage tasks from anywhere, at home, on the road, or between meetings. And because WEDO supports asynchronous work, distributed teams can keep projects moving even across different time zones or schedules.

### Security, scalability, and performance built for modern teams

WEDO is hosted in secure, ISO-certified Swiss data centers and meets high standards for data protection and compliance. The platform scales with your organization, whether you’re managing a single team or coordinating large, multi-team initiatives.

It’s powerful enough to handle complex projects and user groups, yet intuitive enough that teams can adopt it quickly and start seeing value right away.

WEDO’s platform brings structure to remote collaboration, making it easier to plan, execute, and follow through without the friction of disconnected tools. It gives distributed teams the clarity they need to stay productive, aligned, and in control, no matter where they’re working from.

## Conclusion

Managing tasks across a distributed team requires more than communication and good intentions. It demands systems that keep work organized, maintain visibility across projects, and allow teams to collaborate effectively without creating additional complexity.

[WEDO](https://wedo.com/features) simplifies [remote task management](https://wedo.com/features/tasks) by bringing meetings, tasks, projects, and collaboration into one intuitive platform. Teams can organize their work through flexible views, automate recurring processes with checklist templates, track real-time progress with smart notifications, and manage project files in one centralized location. Features like Kanban boards, Gantt charts, and integrated file sharing provide the structure needed to run complex projects while remaining accessible enough for daily collaboration.

By combining clarity, flexibility, and ease of use, WEDO helps distributed teams [prioritize tasks](https://wedo.com/blog/guide-to-managing-and-prioritizing-your-daily-tasks), monitor progress, and keep projects running smoothly, no matter where team members are located.

If your team is ready to move beyond fragmented tools and manual workarounds, WEDO offers a smarter way to manage tasks and collaborate remotely.

[Start your free trial today](https://wedo.com/signup) and see how [WEDO](https://wedo.com/features) keeps distributed teams aligned, productive, and organized.

Simplify remote task management with WEDO. Organize tasks, track progress, and keep distributed teams aligned in one collaborative platform.

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How WEDO Simplifies Remote Task Management for Distributed Teams

Work gets done every day. But how does it get done? That’s often unclear.

Tasks are scattered across chats, emails, and meetings. Progress happens, but not always efficiently. A step gets skipped. Someone doubles up on work. Deadlines shift, and no one’s quite sure why.

That’s the cost of not having a workflow or not managing one well.

Workflow management basically creates a structure where there isn’t any. It helps teams follow a clear path, reduce back-and-forth, and finish what they start without wasting time.

Whether you're handling routine approvals, multi-step projects, or team-wide coordination, having a workflow and managing it well saves time, reduces confusion, and keeps things moving. This guide breaks down what workflow management actually means, why it matters more than most teams realize, and how the right tools can help you make it part of your everyday work.

## What Is Workflow Management, Really?

Workflow management means defining how work moves from start to finish. Each task has a purpose, a place in the process, and someone responsible for moving it forward. Instead of relying on memory, inboxes, or scattered notes, the steps are mapped out and visible to the team.

Every business process includes repeatable steps — reviewing documents, collecting approvals, and coordinating tasks. These patterns can be simple or complex, but they’re always easier to manage when clearly defined. That’s where workflow management helps. It brings structure to patterns so the work becomes more predictable, repeatable, and less stressful to complete.

Some workflows involve only a few steps. Others span departments, involve multiple people, or need progress tracking across tools. In all cases, clarity improves speed and reduces the chance of errors.

A good workflow management system or workflow management software helps teams put this structure into action. It helps teams create tasks with clear ownership, track progress as work moves, and keep everything visible without constant check-ins. Instead of repeating steps or missing deadlines, the team stays aligned and knows exactly where things stand.

## Why Managing Workflow Is Hard Without a System

Most teams don’t realize how much time they lose just figuring out what’s next. Without a clear system, work gets stuck in all the usual places: waiting on approval, missing a detail, assigned to the wrong person, or duplicated without anyone noticing.

The symptoms usually show up gradually: questions that get asked twice, updates that don’t match, deadlines that slip without warning. Everyone’s busy, but the results are scattered.

When teams rely on chat threads, spreadsheets, or memory to manage their process, things break down. There’s no shared view of what’s been done, what’s coming next, or where things are stuck. That’s where workflow management becomes more than a nice-to-have. It becomes the way to actually move work forward without extra effort.

Effective workflow management gives every task a place in the bigger picture. It reduces manual follow-ups, avoids redundant tasks, and keeps the team aligned. Updates happen in real time, so everyone sees the same status without needing to ask for it.

Even simple projects run smoother with structure. A shared process gives people clarity, frees up mental space, and removes the guesswork from daily work.

## The Two Core Workflow Types

Most workflows fall into one of two categories: sequential or parallel. Understanding the difference helps you design a process that actually works for your team and avoids unnecessary delays or confusion.

![Infographic in English showing the difference between sequential and parallel workflows with icons and examples.](https://wedo-assets.sos-ch-gva-2.exo.io/sequential_vs_parallel_workflows_whats_the_difference_en_fa0f8230d8.png)

### Sequential workflows

A sequential workflow moves in a straight line. One task needs to be completed before the next one begins. This structure is common in processes like document approvals, content publishing, or expense reviews, where each step depends on what came before.

**For example:**

A new hire onboarding process might include setting up accounts, submitting paperwork, and assigning equipment. Each task happens in a specific order, and the next one only starts once the previous one is marked complete.

Sequential workflows are easy to follow and ideal when accuracy and order matter. But if they’re not tracked well, a single delay can stall the entire process.

### Parallel workflows

Parallel workflows allow multiple tasks to run at the same time. These are common when work spans departments or when different team members can make progress independently.

**For example:**

A product launch might involve writing content, designing assets, preparing sales materials, and scheduling announcements, all happening at once, but still part of the same project. Parallel workflows help teams move faster, but they also require coordination. Each task needs to be tracked clearly so nothing falls behind.

Both types of workflows require structure to work well. When teams can see what’s happening, what’s waiting, and who’s responsible, things get done faster and with fewer interruptions.

## What to Look for in a Workflow Management Tool

Not every tool that tracks tasks is built to manage workflows. A good workflow management tool should help you set up structure, follow progress easily, and adapt as your process changes. It should work for your team, not make the team work around the tool.

Here’s what to look for:

### ✔️ A clear layout that mirrors your process

Visual clarity makes a big difference. You should be able to see the steps of your workflow process at a glance. Tools that offer list views, board views, [Gantt charts](https://wedo.com/features/project-management), or drag-and-drop task movement make it easier to reflect the way your team actually works.

If your process involves stages like “To Review,” “Waiting on Feedback,” or “Complete,” your tool should let you build those into the workflow without needing a workaround.

### ✔️ Basic task management features that stay out of the way

At the core of any workflow is a set of tasks. You need to be able to create them quickly, assign them to a team member, add a due date, and mark them as done. These features should be easy to use, not hidden behind too many steps.

Some workflows are short and simple. Others include multiple team members, subtasks, and dependencies. Your tool should support all three without getting in the way.

### ✔️ Real-time visibility

When you update a task, reassign a step, or check something off, that change should show up immediately. Teams move quickly, and outdated information creates confusion. [Real time updates](https://wedo.com/features/meetings) reduce the need for follow-ups and help everyone see what’s actually going on.

### ✔️ Support for automation

Many workflows include steps that repeat every time, such as sending a reminder, assigning the next task, or changing the status when a condition is met. A tool that supports automated workflows can handle those repetitive steps without manual effort. This saves time and reduces errors in daily work.

### ✔️ Built to support different ways of working

Some teams follow a fixed process, step by step. Others run multiple tasks in parallel, with different people working at the same time. A good tool should support both. You should be able to map out your process as it really happens, not force it into a structure that doesn’t fit.

### ✔️ Customization that doesn’t require technical setup

The tool should let you build customized workflows that fit your team’s process. If you have to request admin access or rebuild the setup every time your process changes, the tool slows you down. Look for something that gives you control without extra layers.

### ✔️ Works across teams and scales with you

As your team grows or your work gets more complex, the tool should still work. A good workflow management system scales with your process, your team, and your priorities. That includes visibility across departments and features that don’t break down under pressure.

### ✔️ Cloud-based access that fits remote or hybrid teams

If your tool only works in one environment or on one device, that’s a limitation. A cloud-based system makes it easier for teams to work together, whether they’re in the same office or spread across time zones.

![Infographic in English highlighting the key elements of a good workflow management tool, including automation, visibility and cloud access.](https://wedo-assets.sos-ch-gva-2.exo.io/what_to_consider_when_choosing_a_project_management_tool_en_d107067037.png)

## How WEDO Supports Smarter Workflows (Without Adding Complexity)

A workflow tool only works if the team actually uses it. [WEDO](https://wedo.com/features) gives teams structure without forcing them to change how they work. The features feel familiar, the setup is quick, and the process fits into your day, not the other way around.

In WEDO, every workspace gives you the tools to build and follow a clear process. You can organize tasks by stage, priority, or timeline using a flexible [kanban view](https://wedo.com/features), list, or [Gantt chart](https://wedo.com/features/project-management) view. It’s easy to move things with drag and drop, assign owners, and adjust task details as work moves forward.

Tasks aren’t floating around in isolation. They’re connected to your meetings, notes, and follow-ups. If an action item comes out of a team discussion, you can turn it into a task on the spot, with context already attached. No need to switch tools or manually copy over details.

Workflows can be simple or more structured. You can set up something sequential, where one [task depends on the next](https://wedo.com/features/tasks), or keep things open for parallel progress across team members. You don’t need to choose between flexibility and structure; WEDO handles both.

The platform supports real-time updates, clear ownership, and visibility across the team. And because it’s cloud-based, you can access your workflow from anywhere, whether you’re in a meeting, working remotely, or just trying to keep everything on track.

If your team is ready to streamline how work moves from start to finish, WEDO gives you the tools to do it, without adding extra complexity.

**Ready to make your workflows smarter and easier to manage?** Start your [WEDO free trial](https://wedo.com/signup) today.

Learn what workflow management really means, how it supports better teamwork, and how tools like WEDO help streamline everyday work.

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What Is Workflow Management and Why Does It Matter?

Most people don’t have a problem finding things to do. The real challenge is figuring out which tasks actually deserve their time and energy.

You might start the day planning to focus on something important, only to get pulled into last-minute requests, quick emails, or meetings that weren’t even on your radar. Before you know it, the day’s gone, and the work that mattered most is still untouched.

This is where the Eisenhower Matrix can help. Named after Dwight D. Eisenhower, former President of the United States, this classic method helps you sort your task list based on urgency and importance. His often-quoted insight sums it up nicely: “What is important is seldom urgent, and what is urgent is seldom important.”

In this article, we’ll walk through how the Eisenhower Method works, why it’s still one of the best tools for better time management, and how WEDO makes it easy to apply the matrix directly to your daily workflow.

## What Is the Eisenhower Matrix?

The Eisenhower Matrix, also known as the Eisenhower Method or the urgent important matrix, is a simple framework for sorting tasks based on two key questions:

- Is it urgent?
- Is it important?

The idea is to separate what truly matters from what just demands your attention in the moment. The matrix gives you a visual way to do that. It’s a 2x2 grid that helps you place every task into one of four categories:

- **Urgent and Important**: Do it now
- **Important but Not Urgent**: Schedule it
- **Urgent but Not Important**: Delegate it
- **Not Urgent and Not Important**: Eliminate it

![Eisenhower Matrix for Task Prioritization with four quadrants: 'Do Now,' 'Delegate,' 'Schedule for Later,' and 'Defer or Ignore,' representing task urgency and importance.](https://wedo-assets.sos-ch-gva-2.exo.io/blog_task_organisation_eisenhower_matrix_en_6371fef608.png)

While this method was inspired by a quote from Dwight D. Eisenhower, a five-star general and former President of the United States, Stephen Covey popularized it in his book The 7 Habits of Highly Effective People, and it’s stuck around for good reason; it works.

At its core, the task prioritization matrix is about clarity. It helps you focus on the right things, avoid distractions, and make smarter decisions about where your time goes.

## Why the Eisenhower Matrix Works

When you think about it, most task lists or tools treat every task as equally important. A deadline, a quick reply, and a strategic project all sit next to each other, and without a clear system, it’s easy to default to whatever feels most urgent. That’s how important work gets buried under a pile of quick wins and interruptions.

The Eisenhower Matrix works because it gives you a way to step back and evaluate tasks based on actual value, not just time pressure. It turns a long to-do list into something you can act on with more intention.

By separating urgent tasks from important tasks, you start to see how much of your time goes toward solving immediate problems versus making meaningful progress. This is especially helpful when your day fills up with time-sensitive work that isn’t actually important; things like inbox triage, unnecessary meetings, or chasing updates that could have been automated.

It’s also a great tool for managing time and energy. Not every task deserves your full attention. When you focus on the right things, especially the important but not urgent ones, you avoid the constant cycle of crisis mode and start creating more room for strategic work.

Over time, the matrix helps you shift away from reactive habits and toward a more proactive approach to time management. And once you start seeing where your time is going, you can make clearer decisions about how to adjust it.

## A Closer Look at the Four Quadrants

The power of the Eisenhower Matrix comes from how simple it is, and how honest it forces you to be about what actually needs your attention. Here’s how each quadrant works, and how to use them to make better decisions.

### Quadrant 1: Urgent and Important

These are the tasks that require immediate attention. Deadlines, crises, time-sensitive deliverables, anything that can’t wait and has clear consequences if ignored.

You want to **do these tasks right away**. That said, if your day is constantly spent in this quadrant, something’s off. You’re likely spending too little time in Quadrant 2, where the real long-term work happens.

Examples: submitting a report due today, resolving a critical bug, or responding to a client issue that affects delivery.

### Quadrant 2: Important but Not Urgent

This is where the real progress happens. These tasks don’t have a deadline breathing down your neck, but they’re directly tied to your goals. Strategic planning, relationship-building, learning, and long-term projects live here.

The challenge? These tasks are easy to postpone. They don’t shout for your attention. But they’re the ones that prevent future emergencies and create real impact over time.

You want to **schedule and protect time** for this quadrant.

Examples: preparing a new proposal, mentoring a team member, or building out a roadmap for next quarter.

### Quadrant 3: Urgent but Not Important

These are the tasks that feel pressing, but don’t really require your involvement. They’re often interruptions disguised as priorities, things that are urgent but not important in the bigger picture.

You want to **delegate or minimize** these when possible. Just because something is loud or time-sensitive doesn’t mean it’s worth your direct attention.

Examples: meeting requests that don’t need you, messages asking for info someone else has, or last-minute tasks that could be automated.

### Quadrant 4: Not Urgent and Not Important

These are distractions. They don’t contribute to your goals, and they’re not time-sensitive. That doesn’t mean you can never scroll social media or decompress, but these tasks shouldn't be mixed into your workday as if they belong there.

You want to **eliminate or heavily limit** these when you’re trying to get meaningful work done.

Examples: checking social media out of habit, clicking through irrelevant notifications, or spending time on tasks that exist mostly to look busy.

## Common Pitfalls When Using the Eisenhower Matrix

The Eisenhower Matrix looks simple, and it is. But like any prioritization tool, it only works if you use it consistently and honestly. A few small missteps can make the whole thing less effective, especially when you're juggling a lot or working across a team.

Here are some common mistakes to watch out for.

### 1. Mistaking urgency for importance

This is probably the most common issue. Urgency creates pressure. It makes something feel important, even when it’s not. That’s how you end up treating minor requests or last-minute asks as top priorities, while the work that actually matters keeps getting pushed back.

To avoid this, slow down for a second. Ask yourself: is this just time-sensitive, or is it truly impactful? If it’s not tied to a goal or outcome you care about, it might belong in Quadrant 3 — or not on your plate at all.

### 2. Letting other people’s priorities define yours

It’s easy to fill your day reacting to what others ask of you, especially if you’re working in a collaborative environment. But not every task that feels urgent to someone else needs to land in your Quadrant 1.

A shared sense of urgency doesn’t always equal shared importance. If the task isn’t aligned with your own role or responsibilities, look for ways to delegate, redirect, or push back politely.

### 3. Ignoring Quadrant 2

This is the quadrant most people struggle with, not because it’s hard, but because it’s quiet. Important but not urgent tasks are easy to postpone because they don’t feel immediate. But they’re the ones that drive long-term progress.

If you’re constantly overloaded with urgent tasks, chances are you haven’t spent enough time in Quadrant 2. Things like planning, learning, relationship-building, or preventive work get ignored, and then eventually show up in Quadrant 1 as a fire drill.

Protect time for these tasks before everything else crowds them out.

### 4. Using the matrix as a one-time exercise

The matrix isn’t just something you use once and forget. Priorities shift. New work appears. What was “important but not urgent” two days ago might now be both.

That’s why it helps to revisit your matrix regularly, even just a quick weekly review. If you’re using a task management tool, update priorities as part of your ongoing workflow instead of relying on memory or guesswork.

### 5. Automating everything but still ignoring priorities

Even in teams using automation or productivity tools, prioritization still matters. Just because a task shows up in your system doesn’t mean it’s worth doing right now, or at all. Automation saves time, but it doesn’t replace judgment.

The matrix helps you apply that judgment more consistently.

## Using the Eisenhower Matrix in WEDO

The Eisenhower Matrix is something you can actively use in WEDO to organize and prioritize your work with less friction. Instead of juggling tasks in your head or relying on manual labels in spreadsheets, WEDO makes it easy to sort, update, and manage your priorities directly inside your workspace.

Here’s how it works.

### Prioritize any task using built-in matrix labels

Every task in WEDO can be tagged using the matrix logic:

- Urgent and Important
- Important but Not Urgent
- Urgent but Not Important
- Not Urgent and Not Important

To assign a priority, just click on the task to open the detail pane, or use the small icon to the right of the task if a priority has already been set. This makes it easy to identify what needs your attention and what can wait, or be removed entirely.

![Diagram of the Eisenhower Matrix with four colored quadrants to distinguish urgency and importance.](https://wedo-assets.sos-ch-gva-2.exo.io/EN_1_69e86183ea.png)

### Batch prioritize tasks with the Organize tool

When you’ve got a long list of tasks to sort through, WEDO helps you move faster. Just click the three vertical dots in the top right, select Organize, then choose Prioritize. From there, you can quickly move through your list and apply the correct priority to each task.

![Example of using the matrix in WEDO with integrated priority tags.](https://wedo-assets.sos-ch-gva-2.exo.io/EN_2_52cc598424.png)

This is especially useful when setting up a new project or reviewing overdue tasks that may need to be reclassified.

### Use the magic wand for quick section-level prioritization

Inside your personal or shared spaces, you’ll see a magic wand icon at the end of each time section (like Today, Tomorrow, or Coming). This lets you jump straight into a prioritization view for that section — no need to open each task one by one.

![View of the WEDO interface using the organize tool to batch prioritize tasks.](https://wedo-assets.sos-ch-gva-2.exo.io/EN_3_a187e93c52.png)

It’s a small detail, but it makes keeping your priorities updated a lot more realistic on a fast-moving day.

### Make the matrix part of your daily routine

Because WEDO keeps everything visible and up to date across your workspace, it’s easier to build regular prioritization into your workflow. You don’t need a separate tool or template to use the Eisenhower Matrix, it’s built into how you already manage your tasks.

The result? Less time spent deciding what to do next, and more confidence that your time is going toward the right things.

**Ready to put the matrix into action?**

[Start your free trial today](https://wedo.com/signup) and see how easy it is to sort tasks, stay focused, and take control of your day.

Learn how to use the Eisenhower Matrix to prioritize tasks, manage time better, and stay focused with built-in tools from WEDO.

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The Eisenhower Matrix: How to Prioritize Tasks with This Classic Method

Most teams aren’t missing deadlines because they’re not working hard. In fact, it’s usually the opposite, everyone’s busy, tasks are moving, and there’s a lot of activity. But somehow, the project still falls behind.

Often, it’s not a work ethic problem. It’s a visibility problem.

When you don’t have a clear system for tracking what’s being worked on, who’s responsible, and how things are progressing, even the most important tasks can slip through the cracks. That’s where solid project tracking comes in. It’s what connects your team’s effort to actual outcomes and keeps deadlines from becoming a moving target.

In this article, we’ll break down what effective project tracking really looks like, why so many teams get it wrong, and how [WEDO](https://wedo.com/features) helps you stay ahead of deadlines without losing control of your workflow.

## What Is Project Tracking, Really?

Project tracking means knowing what’s happening with your work: what’s done, what’s in motion, and what’s at risk of falling behind. It gives you a structured way to follow progress, spot issues early, and keep everything moving in the right direction.

At its core, project tracking helps you connect the dots across tasks, people, and timelines. It lets you see:

- Which tasks are completed
- What’s still in progress
- Who’s responsible for what
- Whether your team is on pace to meet upcoming deadlines

A long task list might look impressive, but without tracking, it’s just a collection of items with no clear path forward. You need to see more than just what needs to be done. You need to know how that work is unfolding across your team.

Project tracking gives structure to your task management process. It prevents important tasks from getting buried, ensures team members are aligned, and makes it easier to complete actual tasks rather than just check boxes.

Done well, project tracking creates transparency. Everyone knows what they’re working on, what’s coming next, and how it contributes to a shared outcome.

## Why Deadlines Get Missed (Even When Everyone’s Busy)

You’ve probably seen it before. A project kicks off with energy, tasks start moving, and updates are flying. But as the days go by, things start to slip. A few tasks go quiet. A handoff gets delayed. And then, out of nowhere, the deadline passes, and the project isn’t done.

This doesn’t usually happen because people aren’t working. It happens because no one has a clear view of what’s happening when.

Here are a few common reasons deadlines get missed:

![Infographic titled “Why Projects Miss Deadlines – Even When Everyone’s Working”. On the left: four reasons for delays (no clear task ownership, constant priority changes, scattered task lists, no real-time visibility). On the right: suggested solutions.](https://wedo-assets.sos-ch-gva-2.exo.io/why_projects_miss_deadlines_en_d8ced546ac.png)

### 1. Task ownership is unclear

One of the fastest ways for work to stall is when it’s not clear who owns what. If a task is assigned to a group or left unassigned, no one feels fully responsible for it. It sits in the system, waiting.

Clear ownership is the foundation of successful task completion. Every task should have a specific team member accountable for moving it forward, not “the team” not “someone,” but a name. This avoids confusion, reduces follow-ups, and helps everyone stay focused.

### 2. Priorities keep shifting

Projects evolve, and that’s normal. But when priorities are constantly changing and there’s no way to clearly prioritize tasks, teams end up reacting instead of planning. Something important gets pushed aside for something louder, not necessarily more urgent.

Without a shared understanding of what matters most, even important tasks can get overlooked. That’s why [consistent prioritization](https://wedo.com/blog/guide-to-managing-and-prioritizing-your-daily-tasks), ideally visible to everyone, helps keep focus where it belongs.

### 3. The task list is scattered

When tasks are split across email threads, sticky notes, documents, and separate apps, it’s nearly impossible to track what’s really happening. Things fall through the cracks because no one can see the full picture.

Centralizing your task list in one place is critical for effective project tracking. It makes it easier to review progress, reassign work, and prevent overlap, especially when multiple people are involved.

### 4. Progress is hard to track

You might have [tasks with deadlines](https://wedo.com/blog/how-to-stay-on-top-of-task-deadlines-and-due-dates), but unless you’re tracking progress in real time, it’s hard to know if you’re actually on schedule. And by the time someone notices a task is behind, the deadline’s already blown.

That’s where active [task management](https://wedo.com/blog/how-to-choose-the-right-task-management-tool-for-your-team) comes in, not just assigning work, but keeping a live view of how things are progressing. You don’t need hourly updates, but you do need enough visibility to step in before things get off track.

## How to Build a Project Tracking System That Works — with Help from WEDO

Project tracking works best when it’s part of how your team already operates, not something you try to bolt on after the fact. When your tools support the way your team thinks, plans, and communicates, staying on top of projects becomes a whole lot easier.

Here’s a step-by-step approach to building that kind of system, with a look at how [WEDO](https://wedo.com/features) helps you make it happen.

### Step 1: Centralize your task list

If your team is juggling notes in one tool, tasks in another, and updates in a third, something’s going to fall through the cracks. A shared, structured task list keeps everyone looking in the same direction.

**How WEDO helps:**

![View of a WEDO meeting topic showing a description, task list, and suggestions to improve a Google Ads campaign, with icons for time management and checklists](https://wedo-assets.sos-ch-gva-2.exo.io/screen_meeting_topic_en_9f74d74519.png)

WEDO brings your entire task list into one place, organized by workspace, project, or meeting. You can create tasks during planning sessions or live meetings and attach them directly to the conversation they came from. No scattered action items. No digging through emails. Just one source of truth your whole team can work from.

### Step 2: Assign every task to a specific team member

When a task doesn’t have a name next to it, it usually doesn’t move. Clear ownership prevents the “I thought someone else was on it” problem.

**How WEDO helps:**

Every task in WEDO has a clearly assigned team member, visible to everyone. You can set due dates, add instructions and attachments, and loop others into the task when needed. As updates are made, assignees get notified in real time, so there is no need to check in manually or guess where things stand.

### Step 3: Prioritize with intention

Without prioritization, everything starts to feel urgent and your team ends up reacting instead of focusing. A strong tracking system keeps the real priorities front and center.

**How WEDO helps:**

WEDO lets you prioritize tasks using customizable tags or sort tasks into the Eisenhower Matrix to separate important tasks from the noise. You can filter your view to focus only on top-priority items so your team isn’t wasting time on low-impact work.

### Step 4: Track progress before it becomes a problem

A task that’s late isn’t the problem; it’s the symptom. The earlier you catch slowdowns, the easier it is to fix them.

**How WEDO helps:**

With WEDO, you can see progress in real time. Overdue tasks automatically rise to the top of your workspace’s open task list, so nothing urgent gets buried. You can also view tasks by deadline and keep track of what’s moving, stalled, or done, all without waiting for a meeting or manual report. That makes it easier to catch bottlenecks before they become missed deadlines.

### Step 5: Use visual timelines to stay ahead of schedule shifts

Sometimes even with strong task tracking, timelines shift, a blocker delays one task, and suddenly everything downstream is affected. That’s where a visual planning tool like a Gantt chart can make a difference.

**How WEDO helps:**

![Screenshot of WEDO’s Gantt view showing a task hierarchy with durations and coloured bars tracking progress across quarters](https://wedo-assets.sos-ch-gva-2.exo.io/screen_task_and_checklists_gantt_view_en_8061ab942b.png)

WEDO includes a built-in Gantt chart that gives you a real-time visual of your entire project timeline. You can [map task dependencies](https://wedo.com/features/tasks), track progress, and spot delays before they affect delivery.

You also get control over how date changes ripple through your plan, thanks to [three smart buffer options](https://wedo.com/features/project-management):

- **Maintain Buffer:** Keeps the gap between dependent tasks consistent
- **Consume Buffer:** Uses the built-in gap only when needed to absorb delays
- **Disable Automatic Shifting:** Lets you adjust one task without moving others

It’s a fast, flexible way to keep projects on track and your deadlines intact, even when plans evolve.

### Step 6: Keep updates where the work happens

If your team has to hunt down context in a Slack thread or email chain, momentum slows. Communication should be part of the work, not something that happens on the side.

**How WEDO helps:**

In WEDO, every task includes space for comments, notes, and file attachments. That means the full history of a task, from the original ask to the final outcome, stays in one place. It’s easier to ask follow-up questions, give feedback, or hand off work when everything is already there.

### Step 7: Make project tracking part of your weekly rhythm

It’s not enough to set things up once and hope for the best. Project tracking only works when it becomes a habit, something your team checks, updates, and trusts.

**How WEDO helps:**

WEDO makes that habit easier to stick to. You can review tasks from your own dashboard, filter by what’s due soon, or scan your workspace to see how things are moving. During weekly meetings, you can review projects live, update statuses as you talk, and create new tasks without switching tools.

When each of these steps becomes part of your everyday workflow and your tools are designed to support them, project tracking stops being an extra task and becomes the engine that drives your team forward.

## Conclusion

The most successful teams aren’t just organized; they’re aligned. They know what needs to be done, who’s doing it, and what’s getting in the way.

That level of clarity comes from having a system that supports real project tracking, making it easier to manage tasks, prioritize work, and adapt when things change.

[WEDO](https://wedo.com/features) gives your team that system. It connects the dots between planning and progress so you can deliver on time without the usual chaos.

Ready to stay on top of every task, project, and deadline? Start your [WEDO free trial today](https://wedo.com/signup).

Discover how to improve project tracking, manage tasks effectively, and meet deadlines with ease using WEDO’s collaborative work platform.

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Master Project Tracking Without Missing Deadlines

Most people don’t hate team meetings. What they hate is showing up for something that doesn’t seem to go anywhere.

We’ve all been there: a weekly check-in that turns into a rambling debate, a project sync that rehashes the same status updates, or a staff meeting where nothing gets decided and no one knows what happens next. And when that becomes the norm, meetings stop feeling productive and start feeling like, well, a waste of time.

But it doesn’t have to be that way. A well-run team meeting can help everyone share updates, unblock decisions, clarify priorities, and come away with clear action items. It can be a space for sharing ideas, not just ticking boxes. The difference comes down to a few simple things: preparation, structure, participation, and follow-through.

In this guide, we’ll break down what makes an effective team meeting, how to create a focused team meeting agenda, and what to do before, during, and after the meeting to make sure it actually leads to progress. Whether you’re managing a small team or running a cross-functional sync, these team meeting best practices will help you cut the clutter and get more out of every minute.

![Infographic about team meetings showing what works — clear purpose, structured agenda, on-time start and end, balanced participation, action items — and what wastes time — vague agenda, late starts, no decisions, lost follow-ups](https://wedo-assets.sos-ch-gva-2.exo.io/team_meetings_what_works_what_doesnt_en_19bb37c330.png)

## What Makes a Team Meeting Worth It

Meetings should move work forward. That’s the simplest test.

A team meeting that helps people align, make decisions, and leave with clear next steps? Worth it. A meeting that eats up 45 minutes with scattered thoughts, untracked action items, and no real outcome? That’s where teams start checking out and questioning why they showed up at all.

An effective team meeting creates clarity. It gives team members a shared understanding of what’s happening, what needs to happen next, and who’s doing what. Even if not every problem gets solved in the moment, the meeting should lead to momentum: blockers surfaced, priorities adjusted, timelines refined.

But that only happens when meetings have a purpose beyond “just checking in.”

If your [team meetings](https://wedo.com/features/meetings) are mostly used for status updates, consider whether that information could be shared another way, like a shared doc, a Slack channel, or an async video update. Meetings are expensive. They’re a big chunk of time with smart people in one room (or Zoom), and that time should be reserved for work that actually benefits from live discussion: problem-solving, sharing ideas, making decisions, and asking questions that need a real-time back-and-forth.

Before scheduling or joining the next staff meeting, ask:

- What outcome are we aiming for?
- Do we need to meet live to get there?
- Who really needs to be in the room?

A successful team meeting isn’t measured by how long it lasted, it’s measured by whether anything changed after it ended.

## Plan Ahead with a Purposeful Team Meeting Agenda

If your meeting doesn’t have a solid plan before it starts, don’t be surprised when it goes off the rails. A clear meeting agenda helps teams show up prepared, stay aligned, and actually get something done.

The agenda sets expectations. It tells meeting participants why they’re there, what will be covered, and how they’re expected to contribute. That alone can shift the dynamic from passive attendance to active participation.

But not all agendas are created equal. A long list of vague talking points is no better than no agenda at all. Instead, aim for three things: relevance, clarity, and purpose. Every agenda item should earn its place.

Some best practices:

- Phrase agenda items as questions or outcomes (“Decide on Q3 hiring plan” instead of “Hiring”)
- List items in order of urgency or strategic value
- [Allocate time blocks](https://wedo.com/blog/how-time-blocking-helps-you-manage-your-daily-workload) if needed, and stick to them
- Note who owns each topic so there’s no confusion about who’s leading what

Even five minutes of prep can change the entire tone of a team meeting. Share the agenda in advance, not five minutes before go-time. That gives team members space to reflect, gather input, or prep updates without being put on the spot.

And if something doesn’t belong on the agenda? Cut it. One of the simplest ways to avoid wasting time in meetings is to avoid cramming them with items that could be handled elsewhere, via email, a comment thread, or an async check-in.

## Start and End Meetings on Time

It sounds simple, but consistently starting and ending your team meetings on time can completely shift how your team sees the value of meeting together.

People are more likely to [show up prepared and stay engaged](https://wedo.com/blog/meeting-engagement-strategies-keep-everyone-focused-and-involved) when they know the meeting won’t drag or start 20 minutes late. Start by opening on time or with a short grace period, no matter who’s missing. Waiting too long for late arrivals sends the message that showing up on time doesn’t matter. Instead, reward punctuality by starting promptly, even if it's just with a recap or quick check-in.

Then keep an eye on pacing. If you’ve set time blocks for agenda items, respect them. A quick heads-up like, “We’ve got five minutes left on this topic,” helps the group stay focused without cutting off discussion entirely. If the conversation still needs more time, table it for follow-up or move it to an async thread.

And yes, end on time, even if you haven’t covered everything. It encourages better prioritization next time and gives your team members a reliable boundary around their schedule. No one wants to walk into a “30-minute check-in” that always turns into an hour-long download.

Ending strong also means wrapping with clarity: restate any action items, confirm due dates, and make sure it’s clear who’s doing what. A minute or two for this recap helps prevent the classic “so what did we actually decide?” moment once people leave the call.

The more consistent you are about running meetings on time, the easier it becomes for your team to show up ready, speak up with purpose, and get back to work without feeling like their time was hijacked.

## Make Participation Easy and Purposeful

When meetings are dominated by just a few voices, it’s easy for other team members to check out, even when they have something valuable to contribute. Participation shouldn’t feel like a performance or a disruption. It should feel like a natural part of the process.

That doesn’t mean everyone needs to speak the same amount, but there should be intentional space for people to jump in, ask questions, or clarify something before it turns into confusion later. Sometimes that means calling on someone directly. Other times, it means building in pauses between agenda items so people don’t have to fight for airtime.

A few small tweaks can make a big difference: rotating who leads certain topics, using the chat for quick check-ins during hybrid calls, or doing a round of brief updates where each person has the floor for one minute or less. These touches help the team stay engaged and give quieter voices a chance to weigh in without adding pressure.

You can also create structure without being rigid. Assign someone to take meeting notes and track action items. Ask one person to keep an eye on time. Give someone else the job of flagging when a conversation is going off course. The goal isn’t more roles, it’s shared ownership.

Meetings feel more useful when people know their input matters, not just to check a box but to move things forward. And the more engaged people feel, the less likely they are to see the next team meeting as another block of time they’ll never get back.

## Don’t Just Talk, Track Action Items

Good conversation is great, but it doesn’t mean much if nothing happens afterward. One of the easiest ways to spot a failing meeting habit is when the same topics come up week after week, because no one actually did the thing they agreed to.

Every discussion should either lead to a decision, an open question to revisit, or a clear next step. If there’s no follow-up, the meeting becomes just another conversation that fades once the call ends.

The most effective teams don’t just talk through problems, they assign ownership. As topics wrap, make sure someone is writing down what needs to happen, who’s responsible, and when it’s due. Even better, say it out loud before moving on: “Sounds like Maria will draft the client summary by Friday. That right?”

Capturing this in your meeting notes isn’t micromanaging—it’s clarity. People walk away knowing what they’re supposed to do, without needing to scroll back through a chat thread or guess what was implied. It also makes follow-ups easier. If someone misses a due date, the team can check the notes and get back on track, fast.

It helps to link each action item back to the agenda item it came from. That way, context isn’t lost, and people understand not just *what* they need to do, but *why* it matters.

## Use the Right Tools to Keep Meetings Productive

![Infographic titled "5 Simple Ways to Improve Your Team Meetings" showing five key practices: share the agenda in advance, encourage balanced participation, prioritize high-impact topics, start and end on time, and track action items in one place](https://wedo-assets.sos-ch-gva-2.exo.io/5_simple_ways_to_improve_your_team_meetings_en_22aae7af6b.png)

The tools you use can either streamline your meetings or add more noise. Switching between docs, emails, calendar invites, and chat threads might seem manageable in the moment, but it’s often where details fall through the cracks.

That’s why using one platform to manage the full meeting cycle, agenda, notes, action items, and follow-up, can save serious time and frustration.

Tools like [WEDO](https://wedo.com/features) are built for exactly this. [WEDO](https://wedo.com/features) gives your team a single space to plan, run, and follow up on team meetings, without the back-and-forth or the scattered tools. You can build your meeting agenda directly in the platform, assign roles before the meeting starts, and take structured meeting notes as the conversation happens.

No more switching between a notes app, a calendar, and a project tracker. No more guessing who was supposed to do what.

With [WEDO](https://wedo.com/features), you can:

- Create reusable agenda templates to streamline recurring meetings
- Take notes in real time, linked directly to each agenda item
- Assign action items with clear owners and due dates, on the spot
- Share meeting summaries automatically with team members
- Look back at past team meetings to see what was discussed and what got done

If your meetings often feel productive in the moment but don’t lead to clear results, it’s time to tighten the loop. Try [WEDO for free at your](https://wedo.com/signup) next team meeting and see how easy it can be to stay focused, stay aligned, and turn discussion into real progress.

Learn how to run focused team meetings that lead to action, not burnout. Get practical tips, agenda strategies, and tools that help meetings deliver.

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How to Run Better Team Meetings (and Avoid Wasting Time)

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.

![Infographic titled “Boost Meeting Engagement” displaying three columns with actions to take before, during, and after a meeting : share agenda, use live collaboration tools, track follow-ups](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.

![Infographic titled “Keep Meetings Focused and Productive” presenting five facilitator tips : state the goal upfront, acknowledge speakers by name, rotate the role, watch the time, and stay neutral](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

## WEDO featured in *Focus Futur Digital* by *Bilan Magazine*

In its special [Focus Digital edition](https://issuu.com/smart_media/docs/focus_futur_digital), [Bilan Magazine](https://www.bilan.ch/) highlights WEDO, the Swiss collaborative platform revolutionizing meeting management and task tracking. As companies face growing challenges in organization and productivity, WEDO stands out as an innovative solution that simplifies planning, enhances collaboration, and optimizes decision follow-up.

### Key highlights from the article:

🔹 **A response to modern business needs**: WEDO overcomes the limitations of traditional tools by centralizing information and enabling real-time collaboration.

🔹 **Optimized meeting management**: The platform standardizes agendas, ensures smooth discussion follow-up, and records decisions transparently.

🔹 **A powerful task-tracking tool**: With advanced features such as Gantt charts and standardized checklists, WEDO improves team coordination and efficiency.

🔹 **Added value for HR processes**: The platform structures onboarding and offboarding procedures while facilitating recruitment tracking.

🔹 **A measurable time-saving solution**: Companies using WEDO report an average 55% reduction in time spent on meeting organization and task management.

🔹 **A solution designed for the future**: Adapted to remote and hybrid work, WEDO ensures security and accessibility, meeting the needs of modern organizations.


💡 Discover the full article and explore WEDO, the platform that transforms teamwork into a more fluid, efficient, and structured process!


::button-primary[Read the article]{link="https://issuu.com/smart_media/docs/focus_futur_digital"}

![image de l'article de l'édition spéciale du magazine Bilan, mettant en lumière WEDO, la plateforme collaborative suisse qui révolutionne la gestion des réunions et le suivi des tâches](https://wedo-assets.sos-ch-gva-2.exo.io/2502_BIL_LAU_Futur_Digital_9cf678362e.png)

### Learn more about WEDO

WEDO is committed to providing businesses with the tools they need to boost productivity, ensure data security, and facilitate collaboration.

**Want to try the tool? Start your 14-day free trial today.**
::button-primary[Try WEDO for free]{link="/signup"}

In its special Focus Digital edition, Bilan Magazine highlights WEDO, the Swiss collaborative platform revolutionizing meeting management and task tracking.

City skyline tinted pink and purple with a digital network overlay, featuring the “Focus” logo and the title “Futur Digital” at the top. Overlaid are the “B” logo in a white-bordered red square and the WEDO logo just below.

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The Swiss solution for centralising your meetings, tasks and procedures

![Thanks to collaborative task management, employees are aligned with common and individual deadlines and objectives.](https://wedo-assets.sos-ch-gva-2.exo.io/Header_collaborative_task_management_fd3d01717c.svg)


We’ve all seen it—a task gets lost in the shuffle, deadlines slip, or a project stalls because one person didn’t get the memo. In traditional, siloed task management systems, these mishaps are frustratingly common. Tasks are scattered, communication is fragmented, and accountability? 
Let’s just say it’s hit or miss.

Enter collaborative task management, the modern approach that turns disorganized chaos into streamlined productivity. Instead of operating in silos, teams work together on shared platforms with real-time visibility, integrated communication, and clear accountability. The result? Projects move faster, communication flows better, and productivity gets a serious boost.

In this article, we will discuss what makes collaborative task management the secret weapon for productive teams. From understanding its core principles to exploring its impact on productivity, we’ll break down why working together beats working apart, every time.

## What is collaborative task management?
Collaborative task management isn’t just a fancy term for teamwork—it’s a strategic way to ensure tasks are planned, executed, and tracked with input and alignment from the entire team. At its core, it’s about bringing everyone onto the same page so no one’s left wondering, “Who’s supposed to handle this?”

### Key principles of collaborative task management
Some of the key principles of collaborative task management include:

1. **Real-time visibility:** Everyone knows who’s working on what, what the current status is, and what’s coming next. Think of it as a shared dashboard for all your projects.
2. **Shared accountability:** Tasks aren’t just assigned; they’re owned. Team members are empowered to take responsibility for their work while staying connected to the team’s overall goals.
3. **Integrated communication:** Gone are the days of juggling emails, chats, and random notes. Communication happens where the work is, keeping everything organized and easy to follow.

### The role of digital tools in enabling collaboration
In the age of hybrid and remote work, digital tools like [WEDO](https://wedo.com/features) have revolutionized task management. They bring together task assignments, communication, and progress tracking into a single platform, creating a central hub where work actually gets done. Features like real-time updates, file sharing, and [customizable checklists](https://wedo.com/features/checklists) mean no task falls through the cracks, and your team stays aligned—even across time zones.

### Individual vs. collaborative task management
If individual task management is like keeping your own to-do list, collaborative task management is the team equivalent. Instead of working in isolation, team members contribute to a collective workflow, ensuring tasks are interconnected and progress is visible to all.

For example:
**- Individual task management:** “I’ll complete this, and I’ll let you know when it’s done.”
**- Collaborative task management:** “I’m working on this now, and once it’s finished, it’s ready for the next person to pick up. Let’s track it all here for visibility.”

In short, collaborative task management transforms how teams organize their work, creating a smoother, more transparent workflow that leaves less room for confusion and more room for productivity.

## The impact of collaboration on productivity
Collaboration is more than just a “nice to have” for teams—it’s the engine that drives productivity. Without it, work slows down, miscommunications pile up, and accountability gets lost in the shuffle. Collaborative task management changes the game by creating alignment, improving workflows, and giving everyone a stake in the outcome. 

![Visual explanation of the benefits of collaborative task management, such as better communication and smoother procedures.](https://wedo-assets.sos-ch-gva-2.exo.io/blog_collaborative_task_management_the_key_to_productivity_3909c19e53.svg)

Here’s why it matters:
### Clearer communication, fewer missteps
How many times has a project hit a wall because someone didn’t get the memo and didn’t do their part? Scattered emails, outdated task lists, and vague instructions are the culprits. Collaborative task management ties communication directly to tasks, so updates, feedback, and progress all live in one place. No more “Who’s handling this?” moments, and no more missed deadlines because of crossed wires.

### Workflows that actually flow
Bottlenecks are productivity’s worst enemy. When tasks are tracked collaboratively, it’s easy to spot what’s holding things up. Is one person overwhelmed? Does another task need more resources? Collaboration tools make these issues visible and fixable before they derail your progress. The result? A team that moves like clockwork instead of constantly stumbling over roadblocks.

### Ownership that drives results
When everyone can see the big picture, they’re more invested in their piece of the puzzle. Collaborative task management isn’t just about assigning work; it’s about creating ownership. Team members know how their tasks contribute to the overall goal, which makes them more motivated to deliver. After all, accountability isn’t something you enforce; It’s something the team naturally adopts.

### Collaboration in action: Industry examples
Collaboration is a game-changer for productivity across all industries, but how it’s implemented can look different depending on the challenges and priorities of each field. 

Let’s look at some of them:
#### Small and medium enterprises (SMEs)
For [small and medium enterprises](https://wedo.com/industries/sme), juggling multiple projects and tight deadlines is business as usual. Collaborative tools bring order to the chaos by providing shared visibility into deadlines, priorities, and progress. When everyone is on the same page, teams can shift gears quickly, prioritize tasks, address bottlenecks, and deliver results without the usual last-minute scrambles.

#### Banks & insurances
In industries like [banks and insurance](https://wedo.com/industries/banks-insurances), where precision and compliance are non-negotiable, collaboration ensures every detail is accounted for, even when working across teams handling different stages of the process. Whether processing claims or approving loans, collaborative task management tools track every step, assign accountability, and maintain documentation, reducing errors and meeting strict compliance requirements with ease.

#### Municipal administrations
[Local governments](https://wedo.com/industries/municipal-administrations) face a constant flow of responsibilities—from managing budgets to organizing community projects. Collaborative tools streamline workflows across departments, making it easier to coordinate resources, meet deadlines, and deliver services efficiently, even when multiple stakeholders are involved.

#### Healthcare sector
Patient care depends on seamless coordination between specialists, nurses, administrators, and the rest of the healthcare sector. Collaborative tools help [healthcare teams](https://wedo.com/industries/healthcare) organize tasks like patient management, follow-ups, and case updates to ensure nothing is missed. This not only prevents errors but also improves outcomes by keeping the focus on patient care instead of paperwork.

#### Foundations & associations
[Nonprofit organizations and associations](https://wedo.com/industries/foundations-associations) often operate with limited resources but ambitious goals. Collaborative task management tools help align volunteers, board members, and staff by keeping everyone informed and accountable. From tracking donor outreach to managing events, collaboration ensures that no effort goes unnoticed or untracked.

#### Education sector
Collaboration in [education](https://wedo.com/industries/education) extends beyond classrooms. Whether it’s managing school projects, coordinating administrative tasks, or organizing extracurricular activities, task management tools keep educators, administrators, and support staff aligned. Shared visibility into deadlines and priorities ensures that both students and staff benefit from a more organized, productive environment.

## The role of technology in collaborative task management
Technology has fundamentally changed how teams collaborate, making task management faster, more efficient, and more transparent. Instead of relying on fragmented tools or endless back-and-forth messages, teams can now streamline their workflows with centralized platforms that connect everything—tasks, communication, and progress tracking—all in one place.

Cloud-based solutions have been particularly impactful, offering features like real-time updates, shared access to projects, and instant file sharing. These tools allow teams to access the same information, track progress, and collaborate seamlessly, whether they’re working remotely, in-office, or across time zones. Accessibility across devices ensures that no one is left out of the loop, even when schedules don’t align.

Tools like WEDO take this even further. By integrating customizable workflows, project views, and real-time notifications with calendars and meetings, WEDO creates a unified hub for collaboration. From managing recurring tasks to navigating complex projects, WEDO ensures that every step of the process is clear and connected. With features designed for teams of all types, it makes achieving alignment and accountability second nature.

By removing the barriers to communication and task execution, technology has become the backbone of collaborative task management—turning the potential for chaos into a recipe for productivity.

## Key features of collaborative task management tools
The best collaborative task management tools go beyond simple to-do lists—they create a streamlined system where teams can work together effortlessly. 

Here are the features that truly make a difference:

![List of key features to look for in collaborative task management software](https://wedo-assets.sos-ch-gva-2.exo.io/blog_key_features_of_collaborative_task_management_tools_05c913579d.svg)

**- Task assignment and tracking:** Clear ownership of tasks and the ability to set deadlines ensures everyone knows who’s doing what and by when. A good tool provides transparency into deadlines, progress, and priorities, keeping the entire team aligned.
**- Real-time notifications and updates:** When priorities shift or tasks are updated, instant notifications keep everyone in the loop, preventing delays and bottlenecks.
**- Integration with calendars, meetings, and other tools:** Seamless integration means your team’s workflows stay connected. Whether syncing with calendars or embedding tasks into meetings, integration keeps everything running smoothly.
**- Accessibility across devices:** Whether in the office or on the go, cross-device functionality ensures tasks and updates are always within reach, so no one misses a beat.
**- Checklists and standardized processes:** Recurring tasks, like weekly stand-ups or onboarding processes, are easier to manage with built-in checklists. They standardize workflows and ensure consistency across the team.
**- Customizable workflows and views:** Flexible tools that offer Kanban boards, lists, or cards adapt to the way your team works, making organization simple and intuitive.

With good task management software like WEDO, these features work together in an intuitive interface that simplifies task management and enhances collaboration. From tracking projects to managing recurring workflows, WEDO helps teams stay connected, productive, and focused on what matters most.

## Challenges in adopting collaborative task management
Adopting new task management apps can feel like a big shift, and it’s not without its challenges. Even the best tools and systems can stumble if they’re not introduced or implemented thoughtfully. 

Let’s break down what often goes wrong and how to get it right.

### Resistance to change in workplace culture
Change isn’t easy, especially when it involves shifting long-established ways of working. Some team members might be hesitant to adopt a new tool, worried it’ll add complexity instead of simplifying their workflows. This resistance often comes from a fear of the unknown or a lack of understanding about how the system can make their lives easier.

**How to overcome it:**
Make the transition feel less like a mandate and more like a team improvement. Show the value of collaborative task management with examples that address their pain points—less confusion, fewer missed deadlines, and more visibility into progress.

### Misalignment of tools with team workflows
Not every tool fits every team. A mismatch between the way a team works and the capabilities of the tool can lead to frustration and underutilization. For example, a tool that’s too rigid might not adapt to a dynamic team, while one that’s overly complex might overwhelm smaller groups.

**How to overcome it:**
Choose a tool that’s flexible enough to align with your team’s workflows. Prioritize features like customizable workflows, shared project views, and integrations with the tools your team already uses.

### The elephant in the room: Price
Let’s face it: budgets aren’t limitless, and investing in new tools can be a tough sell. Teams want the functionality but hesitate to commit to the price tag, especially if they’re unsure how much value they’ll actually get out of it.

**How to address it:**
Think about what your team is already losing without the right tools. Missed deadlines, duplicated work, stalled projects—those costs add up quickly. A tool like WEDO shouldn’t be just another expense; it’s a solution that saves time, reduces errors, and drives productivity, helping your team get more done with less friction. When framed as an investment in your team’s efficiency and results, the value becomes crystal clear.

### Strategies to overcome these challenges
Adopting collaborative task management shouldn’t be a rocky transition. By focusing on thoughtful implementation and team engagement, you can set the stage for success and ensure your team sees the value from day one.

Start by introducing the tool with a hands-on approach. Provide training sessions that go beyond the basics, showing your team exactly how the platform can solve their specific pain points and make their daily routines easier. It’s not about overwhelming them with features—it’s about connecting the dots between the tool and their everyday tasks.

Instead of diving in headfirst, start small. Launch the tool with a pilot project or a single team to build confidence and gather feedback. A gradual rollout allows you to address any hiccups early, helps you refine workflows, and shows how the tool fits seamlessly into your processes.

Celebrate quick wins along the way. Highlight early successes like improved task completion rates or fewer missed updates. Seeing immediate benefits motivates your team to embrace the tool and reinforces its value.

Finally, listen to your team. Keep the lines of communication open during the rollout and beyond. If something isn’t working or workflows need adjusting, be flexible and responsive. Showing that their feedback matters fosters trust and ensures the tool works for everyone, not just leadership.

## How to measure the success of collaborative task management
Implementing collaborative task management is a step toward better productivity, but how do you know if it’s actually working? Measuring success means looking at the right metrics, analyzing the data, and continuously refining your approach to make the system even more effective.

### Key performance indicators (KPIs) for productivity
Start by defining clear KPIs to evaluate how collaborative task management impacts your team. Some of the most insightful metrics include:
**- Task completion rates:** How often are tasks completed on time? A noticeable improvement here can indicate better alignment and accountability within the team.
**- Team efficiency:** Measure the time it takes to move tasks from start to finish. Are projects moving faster now that collaboration is streamlined?
**- Missed deadlines or bottlenecks:** Track how often tasks stall or deadlines are missed. Collaborative tools should help reduce these issues by increasing transparency.
**- Engagement levels:** Consider feedback from team members. Are they finding the tool useful? Do they feel more connected to their work and their teammates?

### How tools like WEDO provide analytics and insights
The best tools do more than just help teams get work done—they show you exactly how well your team is collaborating. WEDO, for example, offers built-in analytics that track task progress, project timelines, and team activity. With real-time dashboards, you can quickly spot patterns, identify areas for improvement, and celebrate successes.

Need to see which tasks are holding up a project? WEDO’s visual project views and reporting features make it easy to pinpoint bottlenecks. For an even more detailed look at project timelines, WEDO’s upcoming Gantt chart integration (arriving in January) will provide a clear visual overview of tasks, dependencies, and progress.

Want to know how your team is handling recurring tasks or deadlines? WEDO’s insights give you a clear picture, helping you make data-driven decisions and keeping your team aligned.

## Conclusion
Collaborative task management is the foundation of how successful teams operate in today’s work environments. It bridges gaps in communication, eliminates inefficiencies, and creates a system where everyone knows their role, their responsibilities, and how their work contributes to the bigger picture.

The question isn’t whether your team can benefit from collaborative task management—it’s how much longer you’re willing to work without it. With WEDO, you can create a system that drives productivity, boosts morale, and keeps your team aligned every step of the way.

Ready to set your team up for success? [Try WEDO’s free trial](https://wedo.com/signup) today and see how collaboration can transform the way you work.

Discover how collaborative task management improves team productivity with better workflows, real-time visibility, and smarter task management tools.

This image illustrates boosting team productivity through collaborative task management, with people climbing a bar chart

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Why collaborative task management is key to team productivity?

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.

This image explores whether holacracy is a revolution or a challenge, illustrated with a network of interconnected circles on an orange background

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Holacracy: managerial revolution or organizational challenge?

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

Ever lost track of a critical task buried in an email thread? Or watched deadlines creep up because nobody was sure who owned what? Relying on a simple task list won’t cut it when multiple projects, due dates, and team members collide.

That’s where a dedicated task organizer or a task management tool comes in. [WEDO](https://wedo.com/features) brings tasks, checklists, and meetings into one workspace. You can assign tasks to the right person, set due dates that sync with your calendar, and apply task checklist templates for recurring processes. With real time updates and a built‑in Kanban view, everyone sees the latest status without jumping between apps.

![Graphic “WEDO Task Organizer – Key Features at a Glance” with 6 highlighted features: Quick task creation, dependencies & subtasks, real-time updates, multiple views, calendar sync, comments & email conversion, checklist templates.](https://wedo-assets.sos-ch-gva-2.exo.io/WEDO_task_organizer_key_features_at_a_glance_en_dd38b51df8.png)

In this article, we’ll walk through WEDO’s task features, show you how to plan and prioritize projects, and explain how to track progress so your team spends less time hunting for updates and more time getting things done.

## Why You Need a Task Management Tool

Here’s why a dedicated task organizer is essential for any team:

1. Scattered tasks lead to confusion and delays. When work lives across emails, chat threads, and multiple spreadsheets, it’s hard to know who’s doing what and when it’s due. A centralized [task management tool](https://wedo.com/blog/how-to-choose-the-right-task-management-tool-for-your-team) solves this by consolidating every task in one place.

2. Clear ownership prevents dropped balls. In a shared task list, each item names its assignee. There’s no room for guesswork or “I didn’t realize that was mine.” Responsibility is explicit, which keeps tasks moving forward and reduces the need for constant follow‑up.

3. Visible deadlines keep projects on track. Due dates displayed alongside tasks and synced to your calendar,  ensure everyone sees upcoming milestones. Automated reminders surface tasks before they become overdue, so you spend less time scrambling and more time executing.

4. Flexible views support any workflow. Whether you need a prioritized task list, a Kanban board to visualize stages, or a calendar overview to plan weeks ahead, a task management tool adapts to your process. Real‑time updates mean all team members work off the same information without juggling multiple documents.

5. Built‑in templates and dependencies create consistency. Reusable checklist templates streamline repetitive processes, while task dependency features enforce the correct sequence of activities. This structure scales as your project grows, turning ad‑hoc to‑dos into a predictable workflow.

In summary, a task organizer transforms chaotic to‑do lists into a transparent, accountable system. It centralizes tasks, clarifies ownership, highlights deadlines, and adapts to your team’s needs, so you can focus on results instead of managing scattered details.

## WEDO’s Task & Checklist Features

[WEDO](https://wedo.com/features) packs powerful features into its platform, making it easy to manage everything from one‑off action items to complex, multi‑step processes.

### Quick Task Creation

Adding new work is simple. Click “New Task,” fill in the title and description, attach supporting files, choose a due date, and assign a responsible team member. If others need visibility, you can add them as watchers to follow updates and activity. Everyone involved receives a notification right away, so tasks never go unnoticed.

### Reusable Checklist Templates

Instead of rebuilding the same process each time, WEDO lets you create [checklist templates](https://wedo.com/features/tasks), a predefined list of tasks (and optional subtasks) tailored to recurring workflows like “Draft,” “Review,” “Approve,” “Publish.” When it’s time to execute the process, you simply launch a new checklist based on the template. Each task can be tracked independently, with real-time updates reflecting overall progress and keeping everyone aligned.

### Advanced Subtasks and Dependencies

Complex deliverables often involve multiple steps and stakeholders. WEDO lets you break a task into subtasks, assign each to a different team member, and set individual due dates. When order matters, mark subtasks as “blocks” or “blocked by” to enforce the right sequence and prevent premature starts.

### Multiple Views: List, Kanban, and Gantt

Different projects call for different perspectives. In List view, you can sort and filter tasks by project, assignee, due date, or custom fields. [Kanban view](https://wedo.com/blog/what-is-a-kanban-board-tools-apps-and-project-use-cases-explained) shows tasks as cards moving through workflow stages like “To Do,” “In Progress,” and “Done,” making it easy to spot bottlenecks. And for a visual timeline, [Gantt view](https://wedo.com/blog/manage-your-projects-efficiently-with-wedo-s-gantt-chart) maps tasks across a calendar so you can track overlaps, dependencies, and progress over time, all in one place.

### Calendar Synchronization

Never miss a deadline again. Every due date in WEDO automatically appears in Outlook, Gmail, iCal, or any other ICS‑compatible calendar. Your task deadlines and meetings share the same view, so you can plan your day without toggling between apps.

### In‑Task Comments and Email Conversion

Context matters. Add comments directly within a task to discuss details, tag colleagues for input, or link related meeting minutes. When an actionable email lands in your inbox, convert it into a WEDO task, attachments included, so nothing slips through the cracks.

By combining these features, intuitive task creation, powerful templates, dependency management, flexible views, [calendar sync](https://wedo.com/features/meetings), and contextual collaboration, WEDO streamlines every step of task management. In the next section, we’ll see how to use these tools to plan and prioritize entire projects.

## Planning and Prioritizing Projects with WEDO

Effective project planning starts by breaking your goals into concrete tasks. In WEDO, you begin by creating a new project or linking tasks directly to a meeting’s action items. From there, follow these steps:

![Diagram “Your Task Workflow in WEDO” showing 7 steps: Create projects & milestones, add tasks or checklists, assign owners & due dates, prioritize & set dependencies, choose your view, track live progress, review in meetings.](https://wedo-assets.sos-ch-gva-2.exo.io/from_planning_to_progress_your_task_workflow_in_WEDO_en_4d5c5cef4b.png)

1. **Define Milestones and Tasks**
    - Outline your key deliverables, such as launch dates, major feature rollouts, or campaign deadlines, and set them as milestones.
    - Under each milestone, create tasks with clear titles, descriptions, and due dates. If a process repeats (like content reviews), apply a checklist template to save time.
2. **Assign and Balance**
    - Allocate tasks to team members based on expertise and current workload. WEDO’s task list shows each person’s assignments and due dates side by side, making it easy to spot overload.
    - Adjust assignments or due dates directly in the list or Kanban view to even out workloads and keep progress steady.
3. **Set Priorities with Urgency and Importance**
    
    [WEDO helps you prioritize](https://wedo.com/blog/guide-to-managing-and-prioritizing-your-daily-tasks) using the Eisenhower matrix, so tasks are ranked by what truly matters:
    
    - **Assign urgency and importance** to each task to determine how it should be handled: act, schedule, delegate, or eliminate.
    - **Sort and filter tasks** in List view based on these priority levels, so the most critical work always stays visible.
    - **Encourage smarter decisions** across the team by focusing on impact and time sensitivity, not just arbitrary labels.
4. **Layer in Dependencies**
    - For tasks that must follow a specific sequence, link them with WEDO’s dependency feature. This ensures that downstream work only begins when upstream tasks are complete, preventing hold‑ups.
5. **Sync Deadlines**
    - With due dates in place, your calendar stays current. Check your calendar view to see how [task deadlines](https://wedo.com/blog/how-to-stay-on-top-of-task-deadlines-and-due-dates) align with meetings and events, and adjust so high‑priority tasks get the attention they need.
6. **Review and Adjust**
    - During regular status meetings, or right from your meeting minutes, pull up the project’s task list in WEDO. Mark completed items, reassign tasks that need reshuffling, and revise due dates based on new information.

By structuring work into milestones, assigning ownership, flagging important tasks, and enforcing dependencies, WEDO helps you create a living project plan. Prioritization becomes a simple matter of filtering, sorting, and tagging, so your team always knows what to tackle next.

## Tracking Progress and Staying Aligned

Keeping projects on track means knowing where every task stands at a glance. WEDO provides real-time visibility and context so you and your team stay aligned:

**Live Task Status**

Every change, from marking a subtask done to updating a due date, appears instantly for all collaborators. No more waiting on email replies or outdated spreadsheets; you see progress as it happens.

**Dashboard and Feed**

WEDO’s workspace feed offers a chronological log of task activity: who completed what, when, and any comments added. Use the dashboard to get a high-level view of tasks due soon, overdue items, and overall completion rates for a project.

**Meeting Integration**

Link tasks to meeting agendas and minutes. When you review notes in your next meeting, WEDO shows which action items are complete and which still need attention. You can even create follow-up tasks on the spot and assign them without leaving the meeting interface.

**Custom Filters and Saved Views**

Focus on what matters most by filtering tasks by assignee, due date range, priority, or project. Save these configurations as custom views so you can return to the exact slice of work you need, whether that’s “My tasks due this week” or “High‑priority items in Project X.”

**Notifications and Alerts**

Choose how you want to be notified, via in‑app alerts, email summaries, or both, so you never miss critical updates. WEDO surfaces reminders for approaching due dates and flags overdue tasks to keep everyone accountable.

By combining live status updates, an activity feed, seamless meeting links, custom filters, and smart alerts, WEDO ensures you always have current, actionable information. That means fewer surprises, more proactive course corrections, and projects that finish on time.

## Power‑User & Security Features

[WEDO](https://wedo.com/features) doesn’t just handle tasks; it also scales with growing teams and secures your data:

**Public API & MS Teams Integration (Coming Soon)**

For advanced workflows, WEDO offers an API so you can build custom integrations and automate repetitive steps. An upcoming Microsoft Teams integration will push task updates directly into your team’s chat channels.

**External Users**

Collaborate beyond your organization by inviting clients or contractors into your WEDO workspace, free of charge. You control access rights so external users see only what’s relevant to them.

**Mobile Access**

Stay productive on the go. WEDO’s mobile‑friendly interface works seamlessly on any device with a browser, ensuring you can review, assign, or complete tasks whether you’re at your desk or in transit.

**Smart Notifications**

Customize your alert preferences: choose instant notifications for critical updates, daily digests for routine check‑ins, or silent mode when you need focused work time.

**Swiss‑Hosted Security**

WEDO is built and hosted in Switzerland on ISO/IEC 27001 certified servers. Features like SAML single sign‑on and two‑factor authentication protect your organization’s data and meet rigorous compliance standards.

These power‑user and security features ensure that as your task lists, and your team, grow, WEDO remains a safe, flexible, and reliable backbone for your project management.

## Conclusion

Effective task management is the foundation of successful projects. With [WEDO](https://wedo.com/features), you gain a unified platform that simplifies task creation, enforces consistent workflows through checklist templates and dependencies, and offers both list and Kanban views for maximum clarity. Real‑time updates and meeting integration ensure that every team member stays aligned, while Swiss‑hosted, ISO‑certified security safeguards your data.

Experience how WEDO can streamline your planning, prioritization, and tracking processes: [start your free trial today](https://wedo.com/signup) and turn your team’s task chaos into clear, trackable progress.

Plan, prioritize, and track tasks with WEDO. Assign tasks, set due dates, reuse checklist templates, switch to Kanban view, and get real‑time updates—all in one workspace.

Illustration with the text "Plan, Prioritize, and Track Like a Pro" on a yellow background, next to blue icons representing a workflow with milestones and a check mark.

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WEDO as a Task Organizer: Plan, Prioritize, and Track Like a Pro

You’ve tried spreadsheets, email threads, maybe even magic eight balls, yet projects still stall, priorities clash, and deadlines sneak up on you. If this sounds familiar, it’s time to rethink your strategy and look at two proven systems: Kanban and Scrum. Both belong to the broader agile framework for product development and project management, and both aim to bring clarity to chaos.

Scrum hands you sprints, short, fixed intervals where a defined group (Product Owner, Scrum Master, development team) tackles a set of tasks, then inspects and adapts at a sprint review. It’s rhythm with guardrails.

[Kanban](https://wedo.com/tag/kanban-2) hands you a board, lanes for each stage of work, limits on how much you start, and a focus on steady flow. No roles are carved in stone; your team tweaks policies as it learns.

In this article, we’ll explore both frameworks, compare their roles, rituals, and tools, and help you choose the one that fits your team’s rhythm.

## What Is Scrum?

[Scrum](https://scrumguides.org/) structures work into time‑boxed bursts, typically two to four weeks, so teams can ship bite‑sized updates at a steady clip. The goal is simple: break big projects into manageable chunks, inspect progress often, and adapt quickly.

### Defined Roles

- **Product Owner**: Owns the backlog, sets priorities, and answers questions about requirements.
- **Scrum Master**: Coaches the team on Scrum practices, removes impediments, and protects the team from distractions.
- **Development Team**: A cross‑functional group of team members who design, build, test, and deliver the work items.

These roles are non‑negotiable, no hybrids, no “part‑time Scrum Master.” Clear ownership keeps everyone accountable.

### Key Artifacts

- **Product Backlog**: The master list of features, bug fixes, and technical tasks, all ordered by value and urgency.
- **Sprint Backlog**: A subset of the product backlog chosen for the current sprint, complete with sprint goals and estimated effort.
- **Increment**: The sum of all “Done” work items at the end of a sprint. Every increment must meet the team’s definition of done.

### Core Events

1. **Sprint Planning**: Decide what goes into the sprint. The product owner presents high‑priority items; the development team commits based on capacity.
2. **Daily Scrum**: A 15‑minute standup. Each team member answers: What did I do yesterday? What will I do today? Any blockers?
3. **Sprint Review**: Demonstrate the increment to stakeholders, gather feedback, and update the product backlog.
4. **Sprint Retrospective**: Reflect on the sprint process, identify improvements, and plan changes for the next sprint.

### Cadence and Due Dates

Sprints enforce regularity. Because sprints are fixed in length, you get a predictable rhythm: you know exactly when the next sprint review will happen and when due dates are locked in. This makes forecasting easier and gives the team a clear “heartbeat.”

### Metrics

- **Velocity**: Average number of story points (or other units) completed per sprint. Used for forecasting future work.
- **Burndown Chart**: Tracks remaining work within a sprint to signal whether the team is on track.

Scrum works best when you need structure, defined roles, regular checkpoints, and clear due dates. It’s not magic, but it does bring a disciplined flow of work that many teams find invaluable.

## What Is Kanban?

[Kanban](https://www.icagile.com/resources/intro-to-kanban-what-it-is-how-it-works-benefits-and-core-principles) is an agile method centered on visualizing work items and managing the flow of work. It originated in manufacturing but has since been adapted for software and product development. Unlike Scrum, Kanban does not require fixed‑length iterations or prescribed roles.

### Core Principles

1. **Visualize Work**
    - Use a Kanban board with columns (e.g., “Backlog,” “In Progress,” “Review,” “Done”)
    - Each card represents a work item, such as a feature, bug fix, or task
2. **Limit Work In Progress (WIP)**
    - Set explicit limits on how many cards can be in each column
    - Prevents overloading the development team and highlights bottlenecks
3. **Manage Flow of Work**
    - Track how long cards spend in each stage (cycle time)
    - Aim for a steady, predictable throughput rather than bursts of activity
4. **Make Policies Explicit**
    - Define entry and exit criteria for each column
    - Clarifies expectations for team members and reduces ambiguity
5. **Implement Feedback Loops**
    - Hold regular reviews (e.g., weekly or bi‑weekly) to inspect flow and process
    - Adjust WIP limits or policies based on data and team feedback
6. **Continuous Improvement**
    - Use metrics like lead time (total time from request to delivery) to identify areas for improvement
    - Encourage every team member to suggest tweaks to the process

### Kanban Boards and Work Items

A typical [Kanban board](https://kanban.university/kanban-guide/) has columns that match stages of your workflow. Cards move from left to right:

| **Backlog** | **Ready** | **In Progress** | **Review** | **Done** |
| --- | --- | --- | --- | --- |
- **Work Items**: Each card includes a description, assignee (team member), and due dates if needed.
- **Swimlanes**: Optional horizontal rows for different priority levels or work types (e.g., “Urgent,” “Maintenance,” “New Feature”).

### Metrics

- **Cycle Time**: Time a card spends from “In Progress” to “Done.”
- **Lead Time**: Time from when a card enters the backlog to completion.
- **Throughput**: Number of cards completed in a period.

### Flexibility and Roles

[Kanban](https://wedo.com/blog/wedo-integrates-the-kanban-view) doesn’t mandate roles like Product Owner or Scrum Master. Team members share responsibility for pulling work, reviewing policies, and facilitating improvements. You can introduce roles as needed, but the method thrives on adaptability.

### Kanban Method Variations

- **Kanban for Ops**: Focus on rapid response to incoming issues, ideal for support teams.
- **Evolutionary Change**: Start with your current process, overlay a Kanban board, then evolve.

Kanban works well when priorities shift unpredictably, work items vary in size, and you need a clear view of the flow without the overhead of fixed‑length sprints. Continuous improvement is built in, letting you refine your process one tweak at a time.

## Key Differences Between Kanban and Scrum

Now that we’ve outlined each method, let’s revisit their main contrasts without retracing every detail.

### Structure and Roles

[Scrum](https://wedo.com/blog/when-agility-becomes-a-necessity) gives you guardrails: a Product Owner who owns the backlog, a Scrum Master who keeps the process honest, and a development team that delivers in sprints. Those roles don’t budge until the sprint ends. Kanban, as we saw, drops role requirements. Any team member can pull work, tweak policies, or coach peers, if you agree who does what, ownership can spread more evenly.

### Cadence and Planning

We’ve described sprints as fixed intervals with locked‑in goals and due dates. That predictability can feel like a heartbeat for planning. Kanban swaps that for a continuous flow: items move independently through your persistent board. You set due dates per card, not per sprint, and you can reshuffle priorities anytime, as long as you respect your work‑in‑progress limits.

### Board Management

In Scrum, the board resets each sprint. You clear out “Done,” refill with new items, and track progress until the next reset. Kanban boards persist. Columns stay put, and cards cycle through until done. This ongoing view makes it easy to spot long‑running work or chronic bottlenecks without rebuilding the board every few weeks.

### Handling Change

Sprint boundaries protect focus by freezing scope mid‑sprint. If an urgent bug appears, you wait for the next sprint or declare an exception. Kanban keeps its doors open: add, remove, or re‑prioritize cards anytime, provided you don’t exceed your WIP limits. That flexibility is a boon when work arrives unpredictably.

### Measuring Success

Scrum teams track velocity (story points per sprint) and use burndown charts to see if they’ll hit the sprint goal. Those metrics guide sprint forecasts. Kanban teams focus on flow metrics: cycle time (from “In Progress” to “Done”), lead time (from request to delivery), and throughput (items finished over a period). These numbers tell you how smoothly work moves and where to tweak.

### Continuous Improvement Rhythm

Both frameworks value learning. Scrum packs its inspect‑and‑adapt into a sprint retrospective at the end of each cycle. Kanban spreads feedback across regular improvement meetings or even on‑the‑fly discussions. You adjust policies and limits whenever the data or your gut says something’s off.

In short, if you want timeboxed guardrails, defined roles, and calendar‑driven due dates, Scrum fits the bill. If you need flexibility, a persistent view of work items, and the ability to change course at any moment, Kanban might be your best bet.

## When to Use Scrum

[Choose Scrum](https://wedo.com/blog/when-agility-becomes-a-necessity) when your project benefits from clear milestones, regular checkpoints, and well‑defined roles. If you need a Product Owner to prioritize the backlog, a Scrum Master to shield the team from distractions, and a development team to focus on a sprint’s worth of work, Scrum provides the structure you need.

Scrum shines in product development efforts where features build on one another. You can plan a series of sprints, each “called sprint” lasting two to four weeks, with set due dates that align to release dates or stakeholder reviews. The sprint review gives you a formal moment to demo work items to stakeholders, gather feedback, and refine the product backlog for the next sprint.

Teams that thrive on predictability also gravitate toward Scrum. Velocity (the average number of story points completed per sprint) lets you forecast how many sprints it will take to finish work items. If hitting dates matters (for a marketing launch, compliance deadline, or major product milestone), knowing when your sprint review falls provides reliable checkpoints.

Scrum frameworks also help new Scrum teams learn agile practices. The defined ceremonies like sprint planning, daily Scrum, sprint review, sprint retrospective create a repeatable rhythm. This rhythm can guide teams that haven’t yet mastered continuous improvement, giving them a safe container to inspect their process and adapt.

In short, when your work calls for strict sprint cadences, predictable due dates, and formal roles like Product Owner and Scrum Master, Scrum is likely the better choice.

## When to Use Kanban

Kanban is your go‑to when work arrives unpredictably, priorities shift often, or tasks vary widely in size. If your team handles support tickets, maintenance requests, or unplanned bug fixes, Kanban’s continuous flow lets you pull in urgent work without waiting for the next sprint.

You’ll set up a Kanban board, define stages that match your process, and assign explicit work‑in‑progress (WIP) limits. This keeps you from overcommitting: if “In Progress” is full, you finish existing cards before starting new ones. As cards move rightward, you track cycle time and lead time to spot bottlenecks and smooth the flow of work.

Kanban works well when you:

- Need flexibility on due dates. Instead of locking in dates for a sprint, you attach due dates to individual work items and adjust as you go.
- Want to minimize overhead. No mandatory sprint planning, daily standups, or sprint review, though you can borrow these ceremonies if they help.
- Aim for continuous improvement. Regular feedback loops, weekly flow reviews or quick retrospectives, let you tweak policies, column definitions, or WIP limits whenever you spot inefficiencies.
- Prefer visual transparency. A persistent Kanban board makes it clear what everyone is working on, what’s blocked, and what’s next, all without rebuilding the board each cycle.

In development teams where rapid response matters, Kanban is often a natural fit. It lets you balance demand against capacity, make flow issues visible, and improve steadily, one tweak at a time.

## Combining Scrum and Kanban: Scrumban

Sometimes the best answer lies between two extremes. Scrumban merges the rhythm of Scrum with the flow focus of Kanban, giving you structure without sacrificing flexibility.

### Why Scrumban?

- You like sprints for planning and reviews but want Kanban’s continuous flow to handle interruptions.
- Your team needs to limit work in progress to avoid context‑switching, yet still report velocity for stakeholders.
- You want regular retrospectives but also quick, on‑the‑fly adjustments to WIP limits or board policies.

![Infographic in English showing when to use Kanban, Scrum or Scrumban: unpredictable work, strict deadlines, flexibility, WIP limits, transition.](https://wedo-assets.sos-ch-gva-2.exo.io/Which_framework_fits_your_workflow_best_en_a9fc6e3696.png)

### How Scrumban Works

1. **Sprint Planning Lite**
    - At the start of a sprint, pick a small set of high‑priority work items, not a full sprint backlog.
    - Use this meeting to set goals, but leave room for new cards to enter the board when capacity frees up.
2. **Kanban Board with WIP Limits**
    - Maintain a persistent board with columns that reflect your workflow.
    - Apply WIP limits in critical stages, like “In Progress” or “Review,” to force focus and finish tasks.
3. **Daily Standups**
    - Keep the quick check‑in: What did you do yesterday? What will you do today? Any blockers?
    - Use the board during standups to make bottlenecks and progress visible.
4. **Sprint Reviews and Retrospectives**
    - Hold sprint reviews to demo completed work and gather feedback on deliverables.
    - Conduct retrospectives to identify process tweaks—both at the sprint level and for ongoing Kanban policies.
5. **Flow Metrics and Velocity**
    - Track cycle time and lead time to spot delays in the workflow.
    - Optionally measure velocity for completed work items to aid forecasting without overcommitting.

**When to Adopt Scrumban**

- Your team is comfortable with Scrum but needs more agility for unplanned work items.
- You’ve outgrown strict sprint boundaries and want a continuous improvement mindset woven into every day.
- You need to balance predictability (due dates, sprint reviews) with adaptability (WIP limits, dynamic priorities).

Scrumban can act as a stepping stone: Scrum teams can introduce Kanban principles gradually, while Kanban teams can adopt sprint cadences for better planning and stakeholder engagement. By blending routines and flow controls, Scrumban creates a hybrid that adapts to real‑world demands without adding unnecessary ceremony.

![Comparison table in English of Kanban, Scrum and Scrumban: structure, roles, metrics and best use cases.](https://wedo-assets.sos-ch-gva-2.exo.io/Kanban_vs_Scrum_vs_Scrumban_what_fits_your_team_en_ff6df415d3.png)

## Conclusion

Scrum and Kanban each bring order to the madness of product development. Choosing between Scrum and Kanban isn’t about right or wrong, it’s about fit. One method gives you scheduled cycles and role clarity, the other offers a live, pull‑based board and adaptive pace. If you need both predictability and flexibility, Scrumban blends planning checkpoints with on‑demand task intake.

[WEDO](https://wedo.com/features) takes these frameworks out of theory and into practice. With built-in Kanban boards, sprint planning tools, custom workflows, and real‑time analytics—all hosted securely in Switzerland—[WEDO](https://wedo.com/features) keeps every task, meeting, and deadline in one place. Whether you’re running a sprint review, tweaking your flow of work, or tracking cycle time, [WEDO](https://wedo.com/features) adapts to your process so your team can focus on what matters: getting things done.

Ready for a smoother workflow? [**Try WEDO** today](https://wedo.com/signup).

Discover whether Kanban, Scrum or Scrumban best fits your team. Learn their key differences, use cases, and how WEDO’s platform streamlines your workflow.

Illustration with a magnifying glass and a gear, next to the text: Kanban vs. Scrum: Which One Should You Use?

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Kanban vs. Scrum: Which One Should You Use?

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

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

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

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

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

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

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

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

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

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

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

### 1. Meeting preparation and management

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

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

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

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

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

### 2. Project management and task tracking

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

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

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

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

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

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

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

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

### 4. Transmission of information

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

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

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

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

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

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

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

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

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

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

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.

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

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

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

Ready to dive in?Start your free trial today.