![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.

Improve productivity with collaborative task management

Why collaborative task management is key to team productivity_en.svg

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

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

**References**

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

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

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

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Holacracy: managerial revolution or organizational challenge?

## Dive into the world of WEDO with SEBconnect!

In this video, Sébastien Bouvier, a recognised specialist in productivity tools, introduces you to WEDO, an innovative platform for collaborative project management. After an in-depth evaluation, Sébastien highlights the many features of WEDO that are revolutionising teamwork. Explore how this tool can not only optimise your organisation, but also enhance the synergy and effectiveness of your collective projects.

_Video available in French_

::youtube-video{#EiX8mpsJr0k}



In this video, Sébastien Bouvier, a recognised specialist in productivity tools, introduces you to WEDO, an innovative platform for collaborative project management. 

Sebastien Bouvier tests WEDO on his SebConnect channel

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Sebastien Bouvier reviews WEDO

Human resources (HR) departments are at the heart of talent management and employee well-being in companies. Their role ranges from day-to-day administrative management to strategic decisions to improve corporate culture and employee engagement. However, these responsibilities bring a considerable administrative burden, particularly in managing the time spent preparing and monitoring HR processes and meetings.

Automating HR procedures is emerging as a key solution for saving time, reducing errors, and improving the employee experience. In this article, we take a look at the recruitment process.

## Standardizing the recruitment process

Recruitment is often a long and costly process. Automating procedures will simplify the process for any new business.

### Checklists for your recurring procedures

By creating a checklist model for employee recruitment, you standardize the steps to be taken. 

With WEDO, each task in the template has :

- a detailed description
- attachments (application file, regulations, assessment, specifications, etc.)
- a completion date and deadline
- a member of staff responsible
- an observer, if required

Once created, these templates are available in the WEDO platform and can be updated as often as necessary as the internal process evolves. The various tasks in the template are automatically delegated to the people in charge and will be added to their list of tasks.

In the case of recruitment, good practice would advocate the creation of checklist templates for each of the following stages:

#### Talent search process
From describing the job to putting your adverts online, your checklist will enable you to list all the usual steps involved in targeting the right profiles. 

#### Recruitment process
As soon as an application enters the recruitment process, a checklist can be launched on behalf of the candidate to ensure that each application is treated in the same way:

![recruitment process with wedo](https://wedo-assets.sos-ch-gva-2.exo.io/Recruiting_process_EN_1_47784f7f75.png)

#### Onboarding procedure
You've found your rare pearl. Mission accomplished? Not entirely. You now need to prepare for the arrival of your new employee. Contracts, integrating the profile into the system, setting up their computer, creating entry badges, creating an email address, informing employees: you've got a long list of tasks ahead of you. What's more, this list of tasks will concern not only the HR department, but also the head of the person's department, or the IT department, for example. That's why it's so important to be able to delegate tasks between departments and to be able to monitor them as an observer.

![onboarding process with WEDO](https://wedo-assets.sos-ch-gva-2.exo.io/Onboarding_EN_1_0563642850.png)

#### Handover of tasks to the new employee:
Now that the HR staff's job is done, the checklists will be invaluable to the new recruit's manager. Welcoming a new employee and handing over tasks and projects are laborious and time-consuming stages. WEDO improves familiarization by providing checklist templates. These will provide crucial information on the steps to follow, contacts and documents needed to carry out their new projects.

In addition to recruitment and onboarding, WEDO customers use the Checklists module to automate procedures such as employee departure, contract amendment, maternity/paternity leave, event preparation and training strategy.

### Preparing and transcribing job interviews

As part of your recruitment process, you can transcribe all your interviews in WEDO's meeting module. By creating a customized agenda, all you have to do is transcribe the discussions into the planned themes.

## An array of essential HR management functions

In addition to its checklists and task management, the WEDO collaborative platform offers a host of features to support human resources in their activities.

### Manage your bilateral meetings

Bilateral meetings are privileged occasions for establishing a confidential and open communication space, encouraging in-depth discussion of individual and collective objectives. They provide a framework for recognizing each person's achievements and contributions, reinforcing the sense of achievement and belonging to the team.

![bilateral meetings with WEDO](https://wedo-assets.sos-ch-gva-2.exo.io/HR_EN_1_c973c7a2da.png)

The WEDO platform enables you to automate your recurring meetings of all types, particularly bilateral meetings. The agenda is set by the supervisor, but preparation is collaborative. This allows employees to fill in the various points and questions to be addressed beforehand, or to complete an assessment, for example.

Generally speaking, the items on the agenda of a bilateral meeting are recurrent. With WEDO, you can set up the themes so that they recur from one meeting to the next, to ensure that the discussions are followed up and the objectives evolve.

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

![Sylviane Juilland HR manager testimonal](https://wedo-assets.sos-ch-gva-2.exo.io/EN_Sylviane_Juillandfinal_1_b0a38e1a92.png)

In a previous article, we gave you a few ideas on what to discuss at a bilateral meeting, to make it as engaging as it is constructive. 

[Read article](https://wedo.com/blog/topics-for-bilateral-meetings)

### Governance :

In addition to checklists, task management and the meeting module, WEDO offers a governance add-on. It represents your organization chart in the form of circles and roles. Thanks to this unique and innovative visual structure, drawn from the principles of holacracy, WEDO users can now benefit from an agile and transparent method for structuring their teams, defining roles and responsibilities, and improving internal communication.

[Learn more](https://www.youtube.com/watch?v=vSchpiRKs0M)

### Home working supervision :

As a collaborative platform, WEDO lets you monitor the progress of tasks and projects in real time. It provides secure access to minutes and files at all times, for seamless remote collaboration.

Interested in WEDO? Schedule a 30-minute meeting to discover all the WEDO features that will make your HR processes easier.

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


Automating HR procedures is emerging as a key solution for saving time, reducing errors, and improving the employee experience. In this article, we take a look at the recruitment process.

How can you save time in your HR procedures

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How can you save time in your HR procedures?

![software architecture project management](https://wedo-assets.sos-ch-gva-2.exo.io/i_Stock_1508581187_d1d980cddf.jpg)

## Architecture: collaboration at the heart of success

In the world of architecture, effective collaboration between various project partners is the key to success. Architectural firms face several major challenges in terms of project management, collaboration and communication, mainly due to the complexity and multidisciplinary nature of their projects. 

**1. Coordination of the various parties involved:** Architectural projects involve many players, such as engineers, contractors, suppliers, and customers. Effective coordination between these parties is essential to meet deadlines and budgets.
**2. Change management:** Architectural projects are subject to constant change. Managing these changes effectively without disrupting the overall workflow or deadlines can be a real challenge.
**3. Communication and information sharing:** Clear communication and effective information sharing are crucial. Misunderstandings or delays in transmitting information can lead to costly errors.
**4. On time and on budget:** Projects often have to be completed to tight deadlines and with limited budgets. Efficient management of time and resources is therefore a constant challenge.
**5. Document management:** The quantity of documents generated (drawings, specifications, contracts, etc.) is considerable, and managing them can become a headache, especially to ensure they are up-to-date and accessible to all stakeholders.
**6. Managing customer expectations:** Understanding and meeting customer expectations, while managing technical and budgetary constraints, is essential to project success.

These challenges call for innovative solutions and adapted tools to facilitate project management, collaboration, and communication within architecture firms. The ability to overcome these obstacles determines the quality of the final work and customer satisfaction. 

## Case study: Sarch architects in Zürich

Faced with these challenges, the architectural firm [Sarch](https://www.s-arch.ch/) found WEDO the ideal solution for optimizing its project management. We immerse ourselves in the day-to-day work of Marc Schulz and his team, who use WEDO to manage the complex coordination inherent in the realization of architectural projects.

![Marc Schulz, Architect](https://wedo-assets.sos-ch-gva-2.exo.io/Architecture_en_9f63f6de9a.png)


### Why did you choose WEDO and what other solutions did you consider?

We chose WEDO because it's developed and hosted in Switzerland. Previously, we had considered other solutions such as Meetingbooster and iMeetingX, but in the end, WEDO's local solution convinced us.

### What challenges were you looking to overcome with the integration of WEDO?

The biggest challenge in our workflow was to have an overview of tasks in all meetings and to involve all participants. WEDO proved to be the solution for this, as it enables us to manage all tasks centrally and assign them to the relevant participants.

The features we like best about WEDO are the ability to import tasks from previous protocols and assign them to participants. We've even used the API and webhook to transfer tasks directly into our central CRM software.

### What major improvements have you seen in terms of processes, collaboration and productivity since integrating WEDO?

The use of WEDO has had a positive impact on the efficiency and productivity of our work processes, particularly for the rapid drafting of meeting minutes.

WEDO has improved our working methods by enabling better collaboration and encouraging participants to complete their tasks via the platform.

Although we have no concrete figures or metrics to demonstrate WEDO's impact, we mainly use the platform for file notes and meeting minutes. The PDF export function is particularly useful for participants who prefer to read the minutes offline.

Overall, we would recommend WEDO to other companies or professionals in our industry, as it offers an effective way of keeping track of tasks, outstanding issues and decisions in minutes.

### How do you interact with your partners in WEDO?

WEDO enables us to integrate our partners into our project monitoring and to interact directly with them. Companies and outsiders have reacted positively to WEDO, even if some were skeptical about web-based solutions. Collaboration is easy and centralized in one place.

![Swiss hosted software](https://wedo-assets.sos-ch-gva-2.exo.io/Architecture3_946d4abea3.png)


## How can WEDO improve architectural project management?

**Meeting management:** Prepare meetings as a team, take minutes in real time and track the tasks assigned to your colleagues.

**Task management:** Create workspaces for your projects, departments and teams, then share tasks with colleagues and partners.

**Recurring procedures:** Save templates for your proceedings then follow the progress of your checklists in real time.

**Project management:** Create project workspaces, organize meetings, assign tasks and share files with project members.


[Discover all WEDO features](https://wedo.com/features)

In the world of architecture, effective collaboration between various project partners is the key to success. Faced with these challenges, the architectural firm Sarch found WEDO the ideal solution for optimizing its project management. 

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Architectural firms: the challenge of multidisciplinary projects

In today's professional world, meetings are inevitable. In particular, they are essential for planning, decision-making and monitoring projects. According to a recent WEDO survey, the biggest challenge for many professionals is **the follow-up on post-meeting actions.**

This article aims to provide you with practical advice on how to overcome this challenge and maximise the effectiveness of post-meeting follow-up.

Here are 6 concrete actions that you can apply to your follow-up:
1. **Clear assignment of tasks**: during the meeting, clearly assign responsibilities. Each action should be assigned to a specific person with a clear date. At the end of the meeting, recheck the tasks assigned and complete them if necessary.
2. **Use meeting/project management tools**: integrate tools such as WEDO to track the progress of tasks from one meeting to the next. These platforms provide a clear view of the actions to be taken and their progress.
3. **Meeting summaries**: send a meeting summary to all participants, including a list of actions to be taken, who is responsible for each task and the related deadlines.
4. **Plan follow-up points**: schedule follow-up meetings to review progress. At the start of these meetings, review any outstanding tasks. These regular updates help to maintain momentum and adjust plans if necessary.
5. **Open communication**: encourage regular communication between teams. This helps to resolve issues quickly and share updates on ongoing tasks.
6. **Recognition and feedback**: value successes and give feedback on completed actions. This strengthens the team's motivation and commitment.

For these strategies to be effective, it is essential to establish a culture of responsibility and transparency within your team. Encouraging each member to take ownership of their tasks and to communicate openly about progress contributes greatly to the overall effectiveness of monitoring. Similarly, it's important to remain flexible and adapt to changing circumstances, while keeping an eye on the final objectives. By implementing these practices, you will not only see an improvement in the follow-up of actions, but also a strengthening of the cohesion and dynamics of your team.

Post-meeting action tracking doesn't have to be a source of stress. By adopting these strategies, you can turn this challenge into an opportunity to improve the productivity and effectiveness of your meetings and your team.

In the professional environment, meetings play a key role in planning and decision-making. However, the follow-up of post-meeting actions represents a major obstacle for many people. Faced with this challenge, this article proposes concrete strategies for improving the effectiveness of follow-up.

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Follow-up on post-meeting actions

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 overwhelmed by work and demands

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Making daily life easier for executive assistants

Two Fribourg SMEs, WEDO and [Swiss Statistical Design & Innovation](https://swiss-sdi.ch/en/home/), have won the Trophées PME 2023 contest of the Fribourg conurbation. This distinction was awarded at the awards ceremony, held last Thursday at the Forum Fribourg, in the presence of some 200 guests. This biennial competition aims to reward dynamic and creative companies based in the conurbation, as part of its economic promotion activities.

**Competition winners:**

In the SME category, WEDO won over the jury with its innovative SaaS (Software as a Service) tool for preparing meetings, tracking tasks assigned to employees and drafting minutes in real time. The company now has 15 employees.

**Watch the video portrait of WEDO**

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As for the micro-company category, Swiss Statistical Design & Innovation stood out thanks to its artificial intelligence models based on "smart data" (intelligent data processing). Founded in 2018 by three EPFL engineers, the company has developed models capable of providing strategic advice based on statistical analysis and currently employs six staff.

© _Video credits: henrik.olofsson_

In the SME category, WEDO won over the jury with its innovative SaaS tool for preparing meetings, tracking tasks assigned to employees and drafting minutes in real time. The company now has 15 employees.

WEDO video, presented by the two co-founders

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Trophée PME : discover WEDO in video

Public administration productivity and digitization have become key issues in the ever-changing landscape of municipal administration. Faced with this revolution, efficient task management, streamlined processes, and practical information management are significant challenges.

In this article, we explore the challenges of municipal digitalization. We delve into the experience of Loïc Blardone, secretary of the Saxon commune (VS), as project manager and user of the WEDO collaborative platform. This exploration will demonstrate the significance of technology in modernizing local governance. It will cover various aspects such as setting up secure cloud-based software and addressing digitalization challenges.


## What were the municipality's main managerial challenges before adopting WEDO?

Before integrating WEDO, our gaps and needs were mainly related to the traceability of tasks and requests. We had to overcome numerous challenges posed by processes that were dependent on employees' memory and needed to be documented.

In addition, managing large volumes of documents, information, and requests from various sources (postal mail, e-mails, citizen requests, and inter-institutional requests) was becoming increasingly complex to process and catalog.

Finally, we needed a municipal software solution enabling us to track Public Works requests efficiently, particularly for the Buildings Department, which manages stewardship issues that absolutely cannot be left to chance.


## What were the major challenges in implementing the management software?

First of all, it was important to determine who would use the platform. We wondered, for example, whether it would be more appropriate to include only the administrative department or whether external services should also be included. In addition, it was essential to predict the platform's usefulness for each role to understand the interest of employees and their level of acceptance of the project.

To ensure optimal support and that everyone felt involved, we included all staff who had to manage administrative tasks, i.e., 35 employees. These include:

- the administration (Population Office, Finance Department, Technical and Building Services)
- the director and the deputy director
- the librarian and the members of the school and after-school services
- the public works manager
- the heritage delegate
- the socio-cultural or integration coordinators
- the building service managers
- the technical staff
- members of the Municipal Council

Some feared implementing an additional digital tool would harm human exchanges within the office, giving way to strictly notification-based communication. However, the "e-mail as a task" feature offers a solution that enables tasks to be assigned while maintaining a human aspect of communication. It allows an e-mail to be sent in a conventional format while simultaneously creating a task for the corresponding person or department.

This option is also convenient for avoiding tedious handling. For example, when an e-mail needs to be replied to with an acknowledgment of receipt and forwarded to a department, a task can be generated in parallel.

However, the major challenge remained getting users on board, especially those less familiar with the technology. The key to success was communicating the usefulness of the platform and its management modules for each sector of activity. 

 
## How did you go about implementing the WEDO platform?

 There were several key stages in getting WEDO up and running:

**1. Platform demonstration**

The project began with a product presentation by the WEDO team directly on our premises.

**2. Discussions with a municipality using the WEDO platform**

We spoke to employees of a local authority using the WEDO platform to find out about their opinions and experiences.

 **3. Project acceptance**

The project was officially accepted. We appointed project managers and selected future users with the help of the WEDO team.

**4. Preparation and training**

We prepared checklists of our various procedures in Excel format in advance to integrate and automate them in WEDO. The network configuration (tasks, checklist, and meeting modules) was carried out in the presence of our WEDO consultant to ensure a solid environment customized to our needs.

**5. Communication to employees**

Future users were informed by e-mail of the imminent implementation of the WEDO platform. We communicated about its usefulness in day-to-day operations as well as the integration process. We instructed them to create checklists for their projects using a template. This would help them prepare to begin their own workspaces.

**6. Employee training**

Our WEDO consultant organized a mandatory training course delivered remotely in groups or face-to-face. The training lasted 1 h 30 and covered task management, workspaces, checklist templates, and meetings.

**7. Production start-up**

The project went into production, and WEDO became a daily tool for task management.

**8. Ongoing monitoring and improvements**

We maintained communication with users to encourage them to explore WEDO further and achieve a 100% discovery rate. The tool has a fun way of evaluating the exploration of the platform. What's more, employees have access to a support service to answer any questions.

![Government software solution implementation process](https://wedo-assets.sos-ch-gva-2.exo.io/Loic_Blardone_EN_1_5393a9a6a1.png)

>Right from the start, feedback from our employees was highly positive. They learned how to use the tool and could try out its features individually after the training sessions. 

## After just a few months of use, what impact has WEDO had on your teams' productivity and on the commune's managerial challenges?

Adopting WEDO has revolutionized the way we manage day-to-day business:

- The platform gives us rapid access to the status of current requests. It has significantly **reduced the time it takes to search for information**.

- It enables **efficient communication between players and sectors**, allowing public works projects and requests to progress more quickly.

- The **transmission of tasks and recurring processes is facilitated**, such as the delegation of tasks from the Communal Council to departments, the management of incoming mail, requests to technical services, or the submission of requirements from users of communal buildings.

- We were able to immerse ourselves in a more **pragmatic vision of project management**.

- With WEDO's meeting module, some municipal commissions can now easily **track meeting discussions** and the progress of related tasks. They have also been able to standardize minutes and facilitate their sharing.

- The municipality can now **document and automate it's numerous procedures** and checklists.

- The tool was **quick and easy to implement**.

 

>The idea of implementing a tool like WEDO quickly won me over. Our administration needed to evolve towards a centralized management mode allowing rapid follow-up and ease of use. Today, I'm convinced of our new way of working and would never go back.


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

Public administration productivity and digitization have become key issues in the ever-changing landscape of municipal administration. Faced with this revolution, efficient task management, streamlined processes, and practical information management are significant challenges.

centralized management mode for public administrations

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Commune of Saxon: a digital revolution in municipal administration

Trello

Asana

Decisions

Monday.com

eSéances

MS Teams

MS Planner

Hypercontext

OneNote

![An illustration with people using the task-centered method, breaking tasks into smaller, actionable components.](https://wedo-assets.sos-ch-gva-2.exo.io/Header_Task_Centered_Approach_946bf1b0df.png)

Think about the last time you worked on a big project. Did it feel like your to-do list was spiraling out of control, sticky notes were cluttering your desk, and deadlines somehow kept sneaking up on you?

This is exactly the kind of chaos a task-centered approach is designed to fix.
Rather than getting lost in the big picture, this approach focuses on the real drivers of productivity—breaking projects and tasks into manageable steps, assigning tasks with clarity, and tracking progress in real time.

And it’s not just for project managers. Whether you’re planning a major campaign, juggling day-to-day responsibilities, or even organizing a grocery list, zeroing in on individual tasks instead of the big picture can completely change the way you work.

In this article, we’ll explore how the task-centered approach works, the benefits it brings to your productivity, and how tools like task management apps and checklist templates can help you stay ahead of the curve.

## What is the task-centered approach?
At its core, a task-centered approach is exactly what it sounds like: focusing on tasks as the building blocks of productivity. Instead of viewing a project as one massive undertaking, this method breaks it into smaller, actionable components. It’s like building a puzzle, piece by piece, you get closer to the complete picture.

What makes this approach stand out is its simplicity. By focusing on tasks, it shifts the emphasis from abstract goals to tangible actions. For example, instead of saying, “Finish the marketing campaign,” you break it into steps: “Write the email copy,” “Design the graphics,” and “Schedule social media posts.” This structure helps clarify what needs to happen and when, making it easier to keep projects moving.

### How it’s different from a project-focused method
Unlike broader project-focused methods, which often prioritize overarching goals and timelines, a task-centered approach zeroes in on the smaller details. This shift creates more transparency for team members, makes [assigning tasks clearer](https://wedo.com/features/tasks), and simplifies task tracking. For example, while a project-focused method might track progress by milestones, a task-centered approach tracks every step, ensuring nothing slips through the cracks.

### Why task-centered approach works
The task-centered approach is particularly effective for managing project tasks because it creates structure where chaos might otherwise reign. Using tools like a task checklist template or a task management app, it’s easier to break down complex work, set priorities, and organize tasks.

Let’s say you’re managing multiple projects. Instead of feeling overwhelmed, you can create a task list for each, prioritize items based on deadlines or importance, and keep everything on track.

## Key benefits of a task-centered approach
A task-centered approach is more than just a method for getting things done; it’s a practical way to manage work more effectively, whether you’re working solo or as part of a team. 

![Graphic titled 'Key Benefits of a Task-Centered Approach' with four benefits listed: 1. Improve team collaboration through clear task assignments, 2. Save time with streamlined processes, 3. Simplify managing multiple projects, 4. Increase focus and clarity with actionable steps.](https://wedo-assets.sos-ch-gva-2.exo.io/blog_key_benefits_of_a_task_centered_approach_en_73951fa942.png)

Here are some of its standout benefits:

### 1. Save time with streamlined processes
Instead of constantly figuring out what to work on next, a task-centered approach provides a clear plan of action. Tools like to-do list software and task management apps simplify the process, helping you outline priorities and track progress. For recurring activities, a task [checklist template](https://wedo.com/features/checklists) can be a lifesaver, ensuring you avoid wasting time on repetitive planning.

### 2. Improve team collaboration
When tasks are clearly defined, communication becomes much smoother. Everyone knows their role and responsibilities, which means fewer misunderstandings and greater accountability. By assigning tasks with specific goals, you help your team members stay aligned and productive.

### 3. Make managing multiple projects easier
Handling several projects at once quickly becomes overwhelming, but breaking them down into individual tasks makes everything feel more manageable. A task management app helps you organize tasks, set priorities, and adapt as needed.

### 4. Increase focus and clarity
When work is broken into actionable steps, it’s easier to focus on what matters most. Instead of feeling scattered, you can set goals for each task, tackle them one at a time, and build momentum with every small win.

## How task-centered tools make a difference
Let’s be real, no one wants to spend half their day figuring out what they’re supposed to do next. That’s where the right tools come in. They make the task-centered approach effortless, keeping you organized and helping your team stay on the same page.

### Task management apps
A solid task management app does more than just let you create a list. It helps you stay flexible and focused with features like real-time updates, and progress tracking. Need to reprioritize something? No problem, just move it up the list. These apps are built for handling multiple projects and make assigning tasks to team members clear and simple.

### Collaborative platforms for meetings and tasks
If your work involves meetings (and let’s be honest, whose doesn’t?), a tool like WEDO takes things to the next level. WEDO is more than a task tracker, it’s a collaborative workspace that ties your [meetings and tasks together](https://wedo.com/features/meetings). You can prepare meeting agendas, take real-time meeting minutes, and assign tasks as discussions unfold.

For example, instead of leaving a meeting with a vague idea of what’s next, your team walks away with a complete list of action items, deadlines, and ownership for every task. By the time the next meeting rolls around, you’re not chasing updates, WEDO’s task tracking keeps everything on point.

### To-do list software
For smaller, day-to-day operations, to-do list software can get the job done. It’s like an upgraded version of those old-school sticky notes, but smarter. You can categorize, prioritize, and track your progress all in one place without worrying about losing important details.

These tools don’t just make your work easier, they make it smarter. They help you save time, avoid bottlenecks, and stay organized, whether you’re leading a team or managing your own workload.

## Implementing a task-centered approach in your workflow
Making the switch to a task-centered approach doesn’t require a complete overhaul of your processes, but it does take a bit of intentionality. Here’s how you can start integrating this method into your workflow:

![Graphic titled 'How to Implement a Task-Centered Approach' with five steps: 1. Get everyone on the same page about the benefits of a task-centered workflow, 2. Choose the right tools for task tracking and team collaboration, 3. Set clear expectations and standards for task creation and deadlines, 4. Start small, monitor progress, and gather feedback before scaling, 5. Lead by example and demonstrate the approach in action.](https://wedo-assets.sos-ch-gva-2.exo.io/blog_how_to_implement_task_centered_approach_en_95adfa2cae.png)

### 1. Get everyone on the same page
Start by explaining to your team what a task-centered approach is and why it works. Highlight how breaking down large projects into smaller tasks makes them more manageable, improves accountability, and keeps everyone on track. 
Share examples of how this method can reduce stress and increase clarity across the team. Hold a kickoff meeting to introduce the idea, discuss benefits, and set expectations for how the team will work moving forward.

### 2. Pick the right tools
Choosing the right tools is key. Look for software that allows for easy task tracking and clear assigning of tasks to make adjusting workflows straightforward. Make sure the tool can handle both individual and team needs, whether you’re working on a single project or managing multiple priorities. Before rolling it out, test the software with a small team or project to ensure it’s the right fit for your workflow.

### 3. Set clear expectations and standards
Establish how tasks will be created, assigned, and tracked. For example:

- Write tasks in plain, natural language to ensure clarity.
- Always include deadlines, even for small tasks.
- Update task progress regularly so everyone is in the loop.

Having clear, consistent guidelines makes it easier for the team to adopt the new workflow and stay accountable.

### 4. Start small and build momentum
Introducing a task-centered approach across the board can feel overwhelming. Instead, begin with a single project or department. Monitor how the team adapts, gather feedback, and make adjustments before scaling up.

### 5. Lead by example
Change starts with leadership. If you’re a team lead or project manager, demonstrate the benefits by actively using the tools, assigning tasks thoughtfully, and keeping track of progress. Your team is more likely to embrace the approach when they see it working in action.

## Overcoming challenges in a task-centered workflow
Adopting a task-centered approach doesn’t mean your workflow will be flawless overnight. Challenges like shifting priorities, team alignment, and unexpected delays are all part of the process. The key is anticipating these roadblocks and having practical strategies to tackle them.

### Addressing shifting priorities
When deadlines overlap or new projects are added, it’s easy for tasks to feel like they’re spiraling out of control. This is where flexibility becomes essential.

**What to do:** Build buffer time into your schedules and embrace tools that let you adjust on the fly. For example, if a project’s scope changes, reassign tasks or tweak deadlines in your [task management](https://wedo.com/blog/master-collaborative-task-management-for-remote-teams) tool to reflect the updated plan.

### Ensuring clear communication
Miscommunication can quickly lead to missed deadlines or duplicated work. A task-centered approach depends on everyone knowing their role and how their work fits into the bigger picture.

**What to do:** Regularly review task assignments with the team, ensuring each one is specific and actionable. Use tools that centralize updates so no one is left guessing about what’s happening next.

### Managing task overload
A well-organized workflow can still be overwhelming if the sheer volume of tasks is too high. Taking on too much at once can lead to frustration or burnout.

**What to do:** Be realistic about what can be accomplished. Spread tasks evenly across the team, and don’t hesitate to adjust priorities when workloads become too heavy. Encouraging short breaks and celebrating progress can also go a long way in maintaining energy and focus.

## Conclusion
A task-centered approach offers a way to bring structure and clarity to the busiest of workflows. By focusing on actionable tasks and clear communication, it simplifies the path to achieving your goals. The real advantage comes when you combine this approach with the right tools to keep everything on track.

[WEDO](https://wedo.com) is designed to make this easier. With features like shared agendas, real-time meeting minutes, and task tracking, it helps teams move seamlessly from planning to execution. Every task is assigned, deadlines are clear, and progress is visible to everyone. It’s a collaborative platform that ensures nothing gets lost, and every meeting ends with actionable outcomes.

Ready to see how it works? [Try WEDO for free](https://wedo.com/signup) and discover how it can transform your workflow today.


Improve productivity with a task-centered approach. Break tasks into steps, improve team collaboration, and simplify workflows. Try WEDO for free today!

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What Is a Task-Centered Approach and How It Can Improve Productivity?

![This image shows 3 employees planning their tasks to meet deadlines](https://wedo-assets.sos-ch-gva-2.exo.io/Tasks_Deadline_05b8ea2e06.png)

Let's face it: We've all been in situations where keeping up with multiple deadlines and tasks proved to be a bit harder than we imagined. Just one missed task due date can easily throw everything off, leaving you scrambling to catch up. 

But what if we told you that deadlines don’t have to be this stressful? With the right approach to [task management](https://wedo.com/features/tasks), they can actually help you stay focused, stay on track, and keep everything running smoothly. Whether you’re a project manager handling multiple projects or a team member juggling day-to-day responsibilities, having a system to prioritize and organize your task list is key to making your life a bit easier. 

In this blog post, we’ll walk you through simple, practical strategies to master your workload. From prioritizing important tasks to scheduling them at the right time and effort, you’ll learn how to meet every task deadline while staying calm, collected, and productive. 

Ready to discover a better way to manage deadlines? Let’s get started.

## The importance of deadlines in task management

First, let’s talk about why [deadlines actually matter](https://www.indeed.com/career-advice/career-development/why-are-deadlines-important). At their core, deadlines aren’t just dates to circle on your calendar. They’re tools that help you break big goals into manageable pieces. 

Have you ever worked on a project that didn’t have a concrete deadline? It was more of a “work on it when you find some time” kind of task? How long did it actually take you to finish? Chances are, it either dragged on for weeks, or it got pushed so far down your task list that it disappeared altogether. 

That’s exactly why deadlines matter. A clear task due date turns “someday” into a specific target. It gives you a reason to prioritize, focus, and take action. Without deadlines, even important tasks can feel optional, and projects can quickly lose momentum. 

For teams, deadlines also act as a compass. They give project managers a way to align everyone on the same timeline while ensuring no one is left guessing about what needs to be done and when. Whether you’re collaborating on a marketing campaign or finishing a report, a clear deadline creates accountability and keeps the momentum. 

The trick is to make deadlines work for you, not against you. When used effectively, they help you stay on track, manage your workload, and keep progress steady. However, you have to make them realistic and actionable, setting clear time frames and breaking larger projects into smaller, more manageable specific tasks. That way, you’re not just working toward a deadline; you’re actually building a plan to meet it.

![Gantt chart showing task planning and execution phases for a project. The chart includes milestones, task durations in days, and dependencies displayed as horizontal bars and arrows.](https://wedo-assets.sos-ch-gva-2.exo.io/blog_why_do_deadlines_matter_en_56deb617c1.png)

## Prioritizing important tasks to meet deadlines

Have you ever started your day with a long task list but found yourself tackling the easiest tasks first? It feels good to check things off quickly, but by the end of the day, the important tasks, the ones that really matter, are still sitting there, untouched. That’s where prioritization comes in. 

When people think of prioritizing tasks, they usually think it's all about deciding what to do first. In reality, good prioritizing means creating a system that ensures you’re focusing on the right tasks at the right time. Without clear priorities, even the best-laid plans can fall apart. 

So, how can you prioritize effectively to meet every task deadline? 

### 1. Start by identifying high-impact tasks
Not all tasks contribute equally to your goals. Begin by asking yourself, “What will have the biggest impact on the project’s success?” These are your important tasks, and they should take precedence over lower-priority items. For example, in a product launch, writing the announcement email might be more critical than fine-tuning the design of the banner. 

### 2. Break down large tasks into actionable steps 
Big tasks can feel overwhelming and lead to procrastination. Break them into specific tasks that are easier to handle. Instead of “Prepare quarterly report,” your list might include “Gather data,” “Analyze trends,” and “Create visuals.” This makes it easier to see progress and stay motivated.

### 3. Use a framework to rank tasks 
Frameworks like the [Eisenhower Matrix](https://www.forbes.com/sites/hillennevins/2023/01/05/how-to-get-stuff-done-the-eisenhower-matrix-aka-the-urgent-vs-the-important/) can help you organize your task list: 

**- Urgent and important:** Tasks with immediate deadlines or major consequences if delayed. 
**- Important but not urgent:** Long-term goals that need consistent effort but don’t demand immediate action. 
**- Urgent but not important:** Tasks that feel pressing but can be delegated or deferred. 
**- Neither urgent nor important:** Tasks that are distractions and can be eliminated. 
By categorizing tasks this way, you’ll know where to direct your time and effort first. 

### 4. Consider deadlines and dependencies 

When prioritizing, always factor in deadlines and how tasks affect one another. If a task is blocking other work, it needs to be handled first. Similarly, tasks with tight deadlines should take precedence over those with more flexible time frames. 

### 5. Use task management tools 

A good task management app can make prioritization much easier. Tools with features like dragging and dropping tasks, setting reminders, and tracking progress in real-time help you stay organized and adjust priorities as needed. 

### 6. Communicate priorities with your team 

For teams, prioritization is a group effort. Project managers should clearly communicate which tasks need immediate attention and why. Encourage team members to raise questions if priorities feel unclear or conflicting.

## Scheduling tasks to stay on track
Once you’ve prioritized your tasks, the next step is to schedule them in a way that ensures you’ll [meet your deadlines](https://www.forbes.com/councils/forbescommunicationscouncil/2019/04/01/three-simple-rules-for-managing-deadlines/) without feeling overwhelmed:

### 1. Assign time frames for each task
One of the most effective ways to manage your day is by assigning realistic time frames for each task. Instead of vague plans like “Work on the quarterly report,” schedule specific actions such as “Analyze sales data (2 hours)” or “Draft report outline (1 hour).” This helps you clearly see what’s achievable in a day and prevents underestimating the effort required for your tasks.

### 2. Plan around your most productive hours
We all have certain times of the day when we’re more focused and efficient. Use those hours to tackle high-priority or complex tasks that need more attention. Save smaller tasks, like organizing your task list or responding to emails, for when your energy naturally dips.

### 3. Use tools to keep things organized
As we mentioned above, a good task management app can make scheduling much easier. Features like task dependencies and progress tracking in real-time help you adjust your plan as priorities shift. These tools also let you coordinate with your team, ensuring everyone is aligned on projects and tasks without confusion.

### 4. Don’t overload your schedule
Packing too much into your day doesn’t make you more productive; it makes you more likely to fall behind. Be realistic about how much you can handle, and leave some breathing room for unexpected delays. A buffer of time can make the difference between staying on track and scrambling to finish everything.

### 5. Regularly review and adjust
Schedules aren’t static. Make a habit of reviewing your plan daily or weekly to adjust for changes and ensure everything is still on track. This keeps your workflow flexible and ensures that you’re consistently making progress on your task list.

## Improving task completion rates
If you find yourself consistently struggling to complete tasks, the issue might not be the task itself but how you approach it. Improving task completion rates requires a deliberate strategy focused on setting clear expectations, maintaining focus, and creating a system that supports consistent progress.

![Graphic titled '5 Strategies to Improve Task Completion Rates,' featuring five steps: 1. Clarify what needs to be done and the desired outcome, 2. Set realistic timelines that align with your workload, 3. Focus on one task at a time to minimize distractions, 4. Share your goals to add accountability, 5. Regularly review and refine your process.](https://wedo-assets.sos-ch-gva-2.exo.io/blog_5_strategies_to_improve_task_completion_rates_en_a85aa269e4.png)

Start with clarity. Before you even begin, make sure you understand the task inside and out. What exactly needs to be done? What’s the desired outcome? Without this clarity, it’s easy to spin your wheels or waste time on unnecessary steps. If something is unclear, ask questions, gather resources, or break the task into defined actions to give yourself a better starting point.

Next, create a realistic timeline. Consider not just the task deadline but how long the work will actually take, factoring in your other responsibilities. Overestimating what you can do in a day is one of the quickest ways to fall behind. A good rule of thumb is to schedule fewer tasks but commit to completing them fully. Quality over quantity is key to steady progress.

Accountability is another powerful tool for improving task completion. Share your goals with a colleague, manager, or even a friend. When someone else knows what you’re working on, it adds an extra layer of motivation to finish what you started. Additionally, using task-tracking tools can help you visually see what’s done and what still needs attention, which reinforces a sense of accomplishment.

Eliminate distractions during work periods. It sounds simple, but staying focused is often the biggest hurdle to finishing tasks. Turn off unnecessary notifications, block out time where you won’t be interrupted, and focus entirely on the task at hand. Even a 30-minute period of undistracted work can have a huge impact on completion rates.

Finally, review and refine. At the end of your day or week, take a few moments to look at your progress. Did you meet your goals? If not, why? Understanding what slowed you down and making adjustments ensures you’re constantly improving your workflow. Sometimes, it’s not about changing the task itself but how you prioritize and approach your day.

## Time management techniques for deadlines
Staying focused is easier said than done, especially when distractions are everywhere. Finishing tasks on time requires focus, which is something you can actively improve on with the right strategies.

Start by eliminating the obvious distractions. Turn off unnecessary notifications, let your team members know when you need uninterrupted time, and close any tabs or apps unrelated to the task at hand. A clutter-free workspace can also make a difference; the less visual noise, the easier it is to concentrate.

If you find your mind wandering, try the Pomodoro Technique. This method involves working for 25 minutes of focused time, followed by a 5-minute break. It’s a simple but effective way to stay engaged while giving your brain the rest it needs to avoid burnout. Customize the intervals if 25 minutes feels too short or too long; what matters is finding a rhythm that works for you.

Another way to stay on track is by breaking your day into micro-deadlines. Instead of saying, “I’ll finish this report today,” aim for smaller, time-specific goals like “complete the introduction by 10 AM” or “review data analysis by 1 PM.” These smaller wins keep you motivated and ensure steady progress.

Avoid multitasking—it’s tempting but counterproductive. Jumping between tasks may feel like you’re getting more done, but it actually slows you down and increases errors. Stick to one specific task at a time, see it through, and then move on to the next.

Physical environment matters, too. Natural light, a comfortable chair, or even a pair of noise-canceling headphones can do wonders for your focus. If your workspace feels draining, small adjustments can make a big impact.

Finally, remember that breaks aren’t a luxury; they’re a necessity. A quick walk, stretch, or even just stepping away from your screen for a few minutes can recharge your brain and help you refocus. Think of breaks as a productivity tool, not a distraction.

## Staying ahead with WEDO
As you can see, keeping up with deadlines and tasks doesn’t have to be a constant struggle. It may take a bit of reorganizing and planning, but if you figure out what works for you in terms of staying focused and organized, you can take control of your workload and feel less overwhelmed.

Of course, having the right tools can make this process so much easier, which is where WEDO comes in.

WEDO is a collaborative platform that simplifies task and meeting management. It helps you create shared agendas to ensure everyone is prepared, take real-time meeting minutes, and assign tasks directly to team members during the session. 

Afterward, WEDO keeps everything actionable by tracking progress and giving everyone instant access to the meeting minutes. With features like integrated task tracking, checklists, and collaborative workspaces, WEDO ensures that nothing gets missed, making it easier to stay organized and meet deadlines.

If you’re ready to make task management smoother and more efficient, [try WEDO for free here](https://wedo.com/signup). Take control of your deadlines, simplify your workflow, and work smarter—not harder. With WEDO, you’ll have everything you need to stay ahead and focused on what truly matters.

Discover how to stay on top of task deadlines with effective prioritization, scheduling, and focus strategies. Take control of your workload today!

An employee works on his daily tasks. A clock symbolises the pressure of meeting deadlines. 

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How to stay on top of task deadlines and due dates

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.

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