> 4% of new employees leave after a disastrous first day, while 22% of staff turnover takes place during the first 45 days\*

There are many issues at stake when welcoming a new employee. Indeed, this last phase of the recruitment process is a crucial step that is supposed to ensure a good start in the working relationship. It involves creating a special bond between the company and the new employee by giving them confidence and integrating them into the new team. The ultimate goal is to build loyalty by passing on the culture and values of your organization. For all these reasons, it is important to take care of your onboarding process from A to Z, and to update it from time to time to ensure its effectiveness. So what are the important steps to a successful onboarding? We will look at three fundamental phases: 

* The definition of the tasks involved in the onboarding process
* Designation of the persons concerned by the process
* The planning of the different deadlines surrounding _onboarding_

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_11_giphy_2_b054478200.gif)

\* According to a [report proposed by LinkedIn](https://business.linkedin.com/content/dam/business/talent-solutions/regional/fr%5FFR/site/pdf/tipsheets/onboarding-in-a-box-fr-fr.pdf). Figures from the study by [Bersin by Deloitte](https://www2.deloitte.com/us/en/pages/human-capital/topics/bersin-insights-and-services-for-hr.html): _Onboarding Software Solutions 2014: On-ramp for Employee Success._

## List the tasks involved in the onboarding of your employees

To begin, you need to define all the steps that make up the onboarding procedure by listing them. This involves respecting the order in which the various tasks must be carried out. Make your to-do list according to the three moments of the onboarding process:

* What needs to be done before the employee takes up the job
* What to do on the employee's first day
* What needs to be done after the employee has taken up his job

The idea is to create a template with a predefined to-do list so that it can be applied to each new employee's onboarding. This method will save you precious time and the procedure will be carried out in a systematic way. If your onboarding differs from department to department, you can create a template for each sector. Below is a template of predefined tasks for you to download. This is a non-exhaustive list and is a good basis for anyone who wants to implement an onboarding process in their organisation. 

::button-primary[Download the onboarding checklist template]{link="https://wedo-assets.sos-ch-gva-2.exo.io/wedo_modele_de_checklists_accueil_collaborateur_773115f78b.xlsx"}

However, you may have a good predefined task model and fail to achieve effective integration. With standard IT tools, you will write a list of tasks in _Excel_ format. This will then have to be passed on to all the employees concerned so that they carry out the tasks for which they are responsible. It is obvious that this practice can only be partially effective because it does not provide an overview for all participants. To manage your recurring procedures, opt for a collaborative tool!

With WEDO, you can track the progress of your checklists in real time: save templates and then launch checklists from them. This way, everyone involved in the process will be able to access a global view and see the progress of the checklists in progress in order to collaborate on their completion. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_11_1_modele_de_checklists_4069c1364e.png)

## Define the persons responsible for the onboarding procedure

The onboarding process of a new employee necessarily involves several people in the company: members of the management, executives, employees in a specific sector, HR, IT managers, secretaries or receptionists. All these people affiliated to different departments will have to work together to ensure the success of the onboarding process. Many people in charge as well as many tasks to be carried out: the onboarding process is getting more complicated! It is therefore difficult to ensure effective follow-up. 

With WEDO, you can define the different people responsible for the tasks directly in the template. Thus, each time you launch a checklist, users will receive the tasks that concern them directly in their personal space. Employees are automatically operational because they are informed of what they have to do and when. In addition, they will be able to follow the progress of each checklist and get an overview of their evolution in real time. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_11_2_resp1_1024x575_994aa405b7.png)

## Scheduling tasks 

Carrying out an onboarding process may require a relative planning of your tasks. What is relative planning? According to a reference date, to be defined each time a checklist is launched, tasks will have to be carried out:

* Before the reference date (D-30)
* On the reference date (in this case the date on which the employee took up the job)
* After the reference date (D+90)

### Before the employee takes up his job

Notifying all employees, signing the employment contract and specifications, creating computer access, preparing the workplace and equipment are all tasks that need to be done before the arrival of your new employee.

With the usual IT tools, it seems very complicated to automate this process. With WEDO, you have the possibility to set up a relative planning of tasks. For example, you can define that the task of _signing the employment contract_ must be completed 30 days before the arrival of the new employee. When the checklist is launched, the person in charge of this task will receive it directly with the correct scheduled date in his personal space.

### The day the employee is welcomed

Schedule some of the tasks in the model on the reference date. These are the tasks that will be to be completed on the day of the employee's arrival. After this first day, the employees in charge of the reception will be able to make a first assessment of the situation. 

### After the employee has taken up his job

The integration period generally lasts a few months. Do not lose sight of the tasks to be carried out over the long term. A good integration requires quality follow-up. Schedule tasks in your model that will remind you, for example, to make an appointment for an evaluation at the end of the trial period.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_11_3_sect1_1024x575_13a0334087.png)

## Launch a checklist from your model

Next month, you will welcome _Pierre Dupont_, the new technical manager of your organization. You wish to prepare his integration by launching a checklist based on the _Employee onboarding_ model previously created. The checklist will contain the employee's name and the reference date will correspond to the date he took up his position. All the generated tasks will be scheduled according to this date. After launching the checklist, the people who collaborate around this procedure will receive the tasks for which they are responsible. They will thus be able to prepare for _Pierre_'s smooth integration!

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_11_4_lanc1_1024x575_6b76ff3258.png)

In the digital age, there are tools that make it possible to centralize information in a single place accessible to all. WEDO allows you to easily collaborate around recurring procedures that concern several employees from different departments. If you want to know where you stand in the onboarding process for your employees, just click on _Employee onboarding_ to see that you have five checklists in progress. In each checklist, you can see in real time, which tasks have been completed and who is taking care of the tasks in progress and by when.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_11_6_vue_globale_checklists_en_cours_1_1024x575_d5522ad7bc.png)

 Here is an overview of the current checklists for the onboarding of new employees 

If your organization works with WEDO and you would like to set up an _Employee onboarding_ checklist template, you can do so in a few steps:

1. Download the [Employee onboarding checklist template](https://wedo-assets.sos-ch-gva-2.exo.io/wedo_modele_de_checklists_accueil_collaborateur_773115f78b.xlsx)
2. Adapt it according to your internal procedure
3. See the article in our Help Center to create [a checklist template in WEDO](https://help.wedo.swiss/fr/articles/2614161-creer-un-modele-de-checklists)

Want to manage your recurring procedures using WEDO?

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



There are many issues at stake when welcoming an employee. Through this article, discover the methods and best practices that will help you integrate your new employees.

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Improve your employee onboarding process

## Revision of the Files tab

The Files tab, present in each workspace, works now like a folder. What are the major changes compared to the previous version? No more need to add the same file several times! Files added to the workspace can now be taken back in the future to be attached to a task or agenda item without having to go back to your computer folders. Want to rename, replace or delete a file? All this is now possible at From the Files tab!

In the tab, the files are categorized according to the element to which they are linked :

* Files in the space - those added to the Files tab
* Files attached to tasks in the workspace
* Files attached to meetings in the workspace

### Adding a file to a workspace

You can now directly add a file to a workspace. To do so, go to the Files tab and click on the **Add File button**.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_1_ajouter_un_fichier_dans_un_espace_de_travail_8be8c9bcec.png)

A window opens and offers two options for adding: drag and drop the file or choose it from the button provided for this purpose. 

**New**: you can add several files at the same time.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_2_ajouter_un_fichier_dans_un_espace_de_travail_2_fd12f3ab24.png)

### Files from workspace

Files added to the workspace are now displayed in this category. These are files that are relevant to workspace members without necessarily being linked to a task or meeting. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_3_les_fichiers_de_lespace_ae8873b9f7.png)

### Modification of basic operation

In this new version, files attached to tasks or meetings are no longer added to the default workspace. However, they can be added to the default workspace with a single click. To do so, click **Add to...** via the file information pane.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_4_ajouter_a_lespace_de_travail_a14e0721fe.png)

### Files attached to tasks

By clicking on the funnel button, you first find the **Attached to tasks** filter.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_5_filtre_joints_aux_taches_bc07d34956.png)

Here are only the files attached to the space tasks. When you click on the file, the information pane opens: a link provides direct access to the task to which the file is attached.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_6_volet_informations_lien_vers_la_tache_7d921bfb6c.png)

### Files attached to Meeting

By clicking on the funnel button, you will then find the **Attached to meetings** filter.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_7_filtre_joints_aux_reunions_bf523484c0.png)

Here are only the files attached to the workspace meetings. When you click on the file, the information pane opens, with a link to the meeting containing the file. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_8_volet_informations_lien_vers_la_reunion_f832f4c896.png)

### All files in the workspace

By clicking on the funnel button, you finally find the **All** filter.

This category includes all files in the workspace:

* Files added to the workspace
* Files attached to tasks in the workspace
* Files attached to meetings in the workspace

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_9_filtre_tous_les_fichiers_de_lespace_4e2d0955a8.png)

### Information section

When you click on a file in the tab, an information pane opens on the right side of the screen. It shows the file name, format, location, date and time of addition, file size, user who added it, and links to the items to which the file is linked. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_10_volet_dinformations_fichier_b6bd2b78cd.png)

### Version management 

WEDO now handles conflicts between different versions of the same file. When a file of the same format and name is added to the workspace, WEDO informs you and gives you two options for handling the conflict:

* Replace the existing file with the newly added version
* Keeping both versions of the file in the workspace

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_11_gestion_des_conflits_entre_fichiers_451bf3618c.png)

**Info** : if you wish to keep both versions, a suffix with the version number will automatically complete the name of the added file (ex :\_2 ; \_3 ;\_4 ; etc.).

For each file, you can consult the version history by clicking on the relevant tab. Note that it is possible to download, restore or delete a version.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_12_onglet_versions_fichier_9f2d59107d.png)

### Search through files

A search tool has been integrated into the tab to save you time. The search is only done through the selected filter. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_13_rechercher_un_fichier_dans_longlet_af5ca9ebff.png)

Each user can also search through the files of all the workspaces of which he or she is a member. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_14_rechercher_un_fichier_a_travers_tous_les_espaces_6f59b7d902.png)

## Adding files to tasks and meetings

Whether for tasks or meetings, you can now add multiple files at once. At the addition level, two options are offered to you. 

### Attach a file from disk

First case: the file has never been added to the platform. You therefore want to access the folders on your computer in order to select it. Then click on the option **From disk** and choose the files.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_15_joindre_un_fichier_depuis_le_disque_7ff765ed8b.png)

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_16_joindre_un_fichier_depuis_le_disque_2_abc56b5423.png)

### Attach a file from WEDO

Second case: the file to be attached is a file linked to a workspace of which you are a member. Click on the **From WEDO** option. A window that shows the tree structure of your network opens and allows you to access the right workspace.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_17_joindre_un_fichier_depuis_wedo_f6958ea713.png)

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_18_joindre_un_fichier_depuis_wedo_2_52a75bbd75.png)

## Quick overview of PDF files and images

The **Open** option gives access to a preview of the contents of PDF files and images.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_19_ouvrir_apercu_pdf_6cc6367c30.png)

You can browse the document using the navigation.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_20_apercu_pdf_3a00d6c3de.png)

## Also to be discovered in this version

An improvement for user management: Administrators can now choose which teams users should be affiliated to when creating new accounts.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_21_creer_un_utilisateur_3b483fe7df.png)

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_22_ajouter_un_utilisateur_dans_une_equipe_c842e6a6e4.png)

**Any additional questions about file management? Check out the articles in our help center!**

::button-primary[Go to the Help Center]{link="https://help.wedo.swiss/en/collections/1464220-files"}

File management has been completely redesigned! The new structure brought by this update is a first step in the future development of the Files module. Through this article, discover the functionalities offered by the new online version. 

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File management

To prepare and conduct your meetings, WEDO guides you in 5 steps: 

* **Before the meeting – Steps 1 and 2** : preparation of the agenda as a team. The writer or facilitator adds the meeting, establishes the list of items to be discussed and then invites participants to complete the agenda.
* **During the meeting - Step 3 :** the writer writes the minutes in real time. All participants can attend live note-taking.
* **Post-meeting - Steps 4 and 5 :** the writer and participants review, edit and validate the meeting minutes.

Through this article, discover some tips to conduct your meetings with WEDO taking into account the 5 proposed steps. You will see that at each step, it is possible to keep the participants informed and make them aware of their role in the preparation and follow-up of the meeting. To give substance to our explanations, we propose a concrete case study:

### The preparation and follow-up of an Executive Committee by Agathe Rost[^1], Executive Assistant 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_06_1_agathe_rost_assistante_de_direction_1_28994aba97.png)

## Step 1: Meeting agenda in preparation

Agathe Rost, Executive Assistant, decided to prepare the agenda for the next committee meeting in a week's time. The director of the organization, Bernard Macherel\*, sent her by email the list of topics to be discussed. Agathe goes to the workspace dedicated to the Executive Committee and adds a meeting. After entering the title, date, time, duration and location of the meeting, she focuses on the list of participants. The members of the Executive Committee workspace have been added automatically to save her precious time.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_06_2_etape_1_liste_des_participants_1_c9f6a790ca.png)

Agathe now wishes to manage the different access rights of the participants. For this meeting, Mathilde and Bernard have all the same rights as Agathe. The other participants will only be able to modify the agenda items in steps 1 and 3\. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_06_3_etape_1_fenetre_gestion_des_droits_dacces_1_ef9ce2fac2.png)

Next, Agathe wishes to add the items to the agenda. With a few clicks, she copies the list of topics previously listed by her director and pastes it into the input bar. The items are created automatically and now appear in the table of contents on the left side of the screen. Agathe can now schedule them as she pleases.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_06_4_ordre_du_jour_en_preparation_1_a8a936bb7b.png)

The outline of the meeting is ready. Agathe would like to inform participants to add their notes to the agenda items. To do so, she sends an email to participants directly from the platform by clicking on the **button with the envelope**.

The participants are listed as recipients. Agathe takes advantage of the predefined subject and message to save time and clicks directly on **Send by email**.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_06_5_etape_1_fenetre_envoi_email_1_f43b0491ca.png)

## Step 2: Meeting agenda validated

On the eve of the meeting, the agenda has been completed by all participants and is normally no longer subject to change. After a brief rereading, Agathe can validate the agenda and proceed to step 2 by clicking on **Meeting agenda is ready** in the red banner at the bottom of the screen.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_06_6_lordre_du_jour_est_pret_1_bf5d544104.png)

Agathe finally has to add a last minute information in one of the agenda items. From the orange banner at the bottom of the screen, she **edits the meeting agenda**.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_06_7_etape_2_editer_lordre_du_jour_1_fadc608e95.png)

## Step 3: Meeting minutes currently written

On D-Day, Agathe returns to the previously prepared meeting. The meeting is in step 2 - Meeting agenda validated. At the bottom left of the screen, she clicks on **Start Meeting**.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_06_8_commencer_la_reunion_019e71f2e5.png)

Agathe begins by completing the information about the participants. She checks off the absent and excused persons. She also adds the reason for the apology in the field provided. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_06_9_etape_3_controle_des_presences_58eb3b17f3.png)

The meeting begins: Agathe is ready to write up the minutes of the discussions. As she writes it, she navigates easily from point to point using the table of contents and adds notes, decisions and tasks to the various points discussed. At the end of the meeting, Agathe clicks on the **End Meeting** button in the yellow banner at the bottom of the screen.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_06_10_clore_la_reunion_fe0d06e165.png)

## Step 4: Meeting minutes in review

A few hours after the meeting, Agathe would like to review the minutes. She returns to the Executive Committee workspace, resumes the meeting in Step 4 - Meeting minutes in review. To make corrections, she clicks **Edit Minutes** in the purple banner at the bottom of the screen. Once the changes have been made, she clicks **Finish**.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_06_11_etape_4_editer_le_compte_rendu_6c73d6a8e7.png)

## Step 5: Meeting minutes locked

A few days after the meeting and after a final reading, Agathe can finally move on to the last step. In order to follow up from one meeting to the next, she decides to lock the minutes. The minutes can no longer be modified. 

To do this, she clicks the **Lock meeting minutes** button in the purple banner at the bottom of the screen and follows the procedure required for locking.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_06_12_verrouiller_le_compte_rendu_c71e61095f.png)

Finally, Agathe sends an email to participants to inform them that the minutes have been locked. They are invited to read it again in order to ensure a follow-up from one meeting to the next. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_06_13_etape_5_fenetre_envoi_email_775e9cddb1.png)

The 5 proposed steps frame the overall conduct of a meeting and allow users to situate themselves in the process. At each step, you have the possibility to inform the participants so that they can get involved in the preparation of the agenda and in the review of the minutes. WEDO allows you to improve the management of your meetings while reinforcing the collaborative aspect. 
[^1]: Fictional characters.

#### Would you like to facilitate the preparation and conduct of your meetings? 

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

Agathe Rost, Executive Assistant, is responsible for preparing the next committee meeting. Through this article, find out how she works with WEDO.

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May 23, 2019: The daily newspaper from Geneva (AGEFI) and leading economic and financial media in French-speaking Switzerland, published an article about WEDO. The writer, Sophie Marenne, describes the characteristics of our collaborative tool and highlights one of its main goals: create a direct link between meetings and the tasks that result from them. She also writes about the implementation of the solution in many companies of all sizes and attached to different sectors of activity in French-speaking Switzerland. 

If you wish to learn more about our solution and discover the testimonies of the two co-founders of WEDO in their interview, read the newspaper article! 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_06_image_article_agefi_2_c3c0192222.png)

[Read article](https://bit.ly/2K0vdls)

The daily newspaper from Geneva (AGEFI), the leading economic and financial media in French-speaking Switzerland, published an article about WEDO. 

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WEDO boosts the efficiency of meetings


Meetings are an essential part of any organization’s workflow, and making them efficient can be challenging. With [WEDO](https://wedo.com/)’s new update, sending your meeting agenda and meeting minutes by email has become easier than ever. 

Now, meeting participants can access key information at the right time, ensuring everyone is prepared, tasks are assigned, and nothing falls through the cracks. These updates are designed to help you focus on important points and improve communication with your team members before, during, and after the meeting.

In this update, we’ll dive into the improved features, such as email templates, new meeting recaps, and a smoother agenda-sharing experience. Whether it’s a board meeting, a routine check-in, or an important project review, WEDO’s new features will help you streamline the process and ensure effective meetings.

### Why emailing your agenda and meeting minutes matters
Sending out the agenda items and meeting notes ahead of time can significantly enhance meeting effectiveness. Participants have the opportunity to review the agenda before the meeting and be well-prepared, ensuring that discussions are concise and to the point. This not only saves time but also ensures that all key topics and decisions made during the meeting are covered efficiently.

Moreover, sharing the meeting minutes post-meeting allows for accurate meeting recaps and a clear record of what happened. All tasks assigned are documented, and the decisions and action items are highlighted, ensuring there is no ambiguity about the next steps.

### New features: A step-by-step guide to sending agendas and meeting minutes by email

In this latest update, WEDO has made it incredibly simple to share both meeting agendas and meeting minutes via email. Here’s how it works:

#### Step 1: Prepare and send the meeting agenda 
After setting up the meeting, you can send the agenda to participants with just a few clicks. The agenda items will include all relevant details, such as meeting date, time, and objectives.

To send the agenda by email, follow these steps:

- Click on the **envelope icon** (1) at the top-right corner of the screen to access the email templates. This is available at each step of the meeting in the top right of the screen.


![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_05_slide1_2_81b9c299d3.png)

- A window will pop up where you can add or remove recipients. The default recipients are the selected attendees of the meeting. You can always **delete** (2) or **add other participants** (3) as necessary.

- Once the subject and message are completed, click **Send by email** (4). Recipients will get an email inviting them to access the meeting directly within WEDO.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_05_slide2_bebfc8763e.png)

By using this feature, attendees are invited to review the agenda items and add their notes or questions in advance. This encourages active participation and ensures that all team members are aligned and well-prepared before the meeting begins.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_05_slide3_2_6369d11577.png)

#### Step 2: Validating and sending the final agenda
After finalizing the agenda, it’s time to send it out to participants again, this time as the confirmed document. Here’s where this step makes a difference: it acts as a reminder to prepare for the meeting.
Once the agenda is validated, all meeting participants are prompted via email to read it carefully and prepare for the meeting. They can add their comments and insights directly within the platform, ensuring everyone has input before discussions begin.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_05_slide4_2_7cc229dc9a.png)

#### Step 3: Send meeting minutes in real-time 

The third step in this update is WEDO’s real-time meeting minutes feature. As the meeting progresses, participants can view and follow the key points covered and any decisions made in real-time. This eliminates the need to wait until the end of the meeting to review the minutes of meeting.

The meeting facilitator or secretary can keep the meeting notes updated, ensuring that nothing is missed. The feature is particularly useful for board meetings or critical discussions where decisions need to be tracked accurately.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_05_slide5_2_11e9eb917d.png)

#### Step 4: Reviewing the meeting minutes 
Once the meeting is over, the minutes enter review mode. At this stage, participants can access the minutes and provide feedback or suggest changes before they are finalized. This ensures that the key topics and decisions and action items are accurately reflected.

WEDO sends an automatic email reminder, inviting attendees to review and comment on the minutes. This step is particularly beneficial for ensuring that no details are overlooked, and that everyone has a chance to provide their input before the minutes are locked.


![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_05_slide6_2_93272c7927.png)

#### Step 5: Finalized meeting minutes 
After the review period, the meeting minutes are finalized and locked. WEDO sends another email to notify participants that the final minutes of the meeting are available for review. This ensures that there’s a clear record of the meeting, and everyone can follow up on their tasks assigned.

Participants can refer back to the meeting recaps and key points covered, making it easier to track progress from one meeting to the next. This step solidifies the decisions made during the meeting and ensures accountability.


![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_05_slide7_2_402fb5d148.png)

### Copying items from one meeting to another: Streamline your workflow
Another valuable feature in this update is the ability to copy agenda items or sub-items from one meeting to another. This feature saves time and helps connect the dots between related meetings, particularly when you're dealing with recurring board meetings or ongoing projects. Please note that the entire content of the item is copied, i.e. the notes, decisions, tasks and attached files.

To use this feature:
- Select the item you wish to copy and click on the **three vertical dots** (1).
- Choose **Copy to…** (2) from the dropdown menu.


![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_05_slide8_92aa996031.png)

- In the pop-up window, define which meeting the item should be copied to. You can also choose the workspace, and the location of the item within the meeting agenda (3).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_05_slide9_945d57297a.png)

- Then click **Copy**(2).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_05_slide10_9110ca02d1.png)

With this new tool, you can easily carry over decisions made or important points from one meeting to another, ensuring continuity in discussions and avoiding redundant rework.

### Practical benefits of the WEDO update
These [new features](https://wedo.com/features/meetings) in WEDO aren’t just about functionality—they’re designed to enhance your overall meeting experience and boost productivity. Here’s how:

- **Better preparation:** By sending the agenda in advance, participants have time to prepare for discussions and add their notes. This improves the effectiveness of the meeting and ensures that everyone is on the same page.
- **Efficient use of time:** Real-time meeting minutes help participants follow along, ensuring that all key topics are covered during the meeting. This makes discussions more concise and to the point, preventing unnecessary delays.
- **Clear follow-up:** With easy-to-access, locked meeting minutes, all tasks assigned and decisions made during the meeting are available for review. This ensures that the team follows through on commitments, leading to more effective meetings in the future.

## Conclusion
WEDO’s new features simplify the way you handle meetings, from sending agenda items to distributing meeting recaps and finalizing minutes of meetings. With email templates, real-time meeting notes, and the ability to copy items across meetings, you can ensure that every meeting runs smoothly.

By incorporating these tools into your meeting process, you’ll streamline communication, reduce misunderstandings, and improve overall meeting productivity. Make the most of your meetings with WEDO's latest features.


Discover WEDO's latest update and learn how email templates, real-time minutes, and agenda management improve meeting efficiency.

Screenshot of the WEDO meeting interface, more specifically of the recipient selection window for sending meeting minutes

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Sending the meeting agenda and minutes of your meeting by email

## Manage corporate meetings using digital solutions 

On March 27th, the _HR Today_ newspaper, the Swiss media of reference in the field of human resources management, devoted an article to the very topical theme of the meeting madness. The "illness" of meeting, ironically characterized by this neologism, is an ailment from which many companies suffer. Nowadays, there are fortunately technological remedies to solve this real scourge which can cost a lot of time, energy and money.

Presenting WEDO as the Swiss software designed to facilitate the preparation, conduct and follow-up of corporate meetings, the editor gives a detailed portrait of our tool and highlights the solutions proposed to optimize the management of meetings. In this article, discover the testimonials of Antoine Sudan and David Dutch, co-founders of WEDO.

[![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_05_slide1_1_dd7cccfcba.png)](http://hrtoday.ch/fr/article/la-technologie-est-en-train-de-guerir-la-reunionnite-aigue-des-rh)

[Read the article](http://hrtoday.ch/fr/article/la-technologie-est-en-train-de-guerir-la-reunionnite-aigue-des-rh)

The press organ HR Today proposes to take an interest in digital tools that are committed to alleviating the problem of interminable and unproductive meetings. 

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## What is a team?

A team represents a department or a service of your organization. You can move workspaces and checklists templates from your network to previously created teams.

This new manner of grouping collaborators aims to improve the structure of your network. Furthermore, it simplifies the integration of new users: once their account is created, you can simply add them to the appropriate team. They will have direct access to workspaces and checklists templates that concern them.

Here is a preview of what a team-structured network looks like:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_04_diapositive1_6402e25b7c.png)

## Main menu revised

The introduction of teams brings changes to the general ergonomics of the main menu on left side of the screen. A TEAMS section now appears in the menu and allows you to visualize the workspaces and checklists templates of the teams of which you are a member.

The idea is to replace the categorization of workspaces into different folders – which will eventually disappear in a future version.

We came up with a solution that will allow you to gradually adopt this new organization in teams. Hence, you will find in the side menu the following elements:

* The WORKSPACES
* The CHECKLISTS TEMPLATES
* The TEAMS – the newest category

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_04_slide1_1_3667ce2950.png)

In the long term, the ideal would be to have only the TEAMS section that groups and categorizes the workspaces and checklists templates.

Team-related workspaces and checklists templates are grouped into two tabs – you will find an example in the screenshot below, with the _Management_ team_._ 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_04_slide2_1fd493db75.png)

## How to adopt an organization in teams?

All users are allowed to create teams. We suggest you proceed in steps:

1. [Create a team](https://help.wedo.swiss/les-equipes/creer-une-equipe)
2. [Move a workspace to a team](https://help.wedo.swiss/les-equipes/deplacer-un-espace-de-travail-dans-un-equipe)
3. [Move a checklist template to a team](https://help.wedo.swiss/les-equipes/deplacer-un-modele-de-checklists-dans-un-equipe)

**Information:** Even though all users are allowed to create teams, only the moderators of workspaces and checklists templates have the right to move these elements to the different teams of the network.

## Confidentiality concerning workspaces

When you link a workspace to a team, you can choose between two options that will determine the confidentiality of the space in question:

* **Public:** all members of the team will automatically have access to it.
* **Private:** only members of the workspace will have access.

### Join a public space 

A public space can be joined by all members of the team.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_04_slide3_1_e3dd9238db.png)

### Private space

A private space is only visible to its members.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_04_slide4_c3eb9e221b.png)

For more information, please consult the following article in the Help Center:[ Create a workspace.](https://help.wedo.swiss/les-espaces-de-travail/creer-un-espace-de-travail)

### Checklists templates

Confidentiality also applies to checklists templates linked to a team. Hence, you have the option to create public or private templates.

For more information, please consult the following article in the Help Center: [Create](https://help.wedo.swiss/les-modeles-de-checklists/creer-un-modele-de-checklists) a checklist template.

## Review of access rights management in meetings

Other improvements in this new version: the distinction between meeting attendees and users who can access it.

The **Access** and **Signature** columns no longer appear in the list of meeting attendees. A button now allows you to access directly to the management of meeting access rights.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_04_slide5_94ca650f18.png)

From this overview, it is possible to manage the rights of each attendee according to the usual procedure. This is also where the signature option should be checked if necessary

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_04_slide6_c72517f846.png)

This access list also allows you to add other users and give them meeting access rights, even though they are not among the attendees.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_04_slide7_5ccebd1996.png)

## Other functionalities to discover in this version:

* Search through decisions made in meetings
* Sorting tasks according to scheduled dates
* Improved performance in the display of task lists
* A drop-down list to move from an organization to another when you are a member of several networks
* Display of the management of members in workspaces and checklists templates
* The design of maps representing workspaces and checklists templates

**Further questions concerning teams? Please consult the articles in our Help Center!**

[Access the Help Center](https://help.wedo.swiss/les-equipes)

Our latest update introduces a new system that will help you organize and structure your network according to different work teams.

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> When your workload becomes overwhelming, staying organized can feel impossible. How do you manage to stay positive and on top of your daily tasks when faced with a seemingly endless list of responsibilities?

It’s not always easy to know where to start. Rather than jumping in headfirst, take a moment to step back and plan. Organizing your day before tackling tasks is essential for reducing stress and boosting productivity. By breaking down your work, **writing a task list**, and **assigning tasks**, you’ll feel more in control.

But what’s the best way to do this? Follow these four simple steps to organize your day and **stay on top of your workload**.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_10_4_etapes_pour_mieux_gerer_vos_taches_au_quotidien_cba3791351.png)

## Step 1: Write down all of your tasks

Before prioritizing or planning, start by listing all your tasks. Check your emails, notes, and current projects to get a complete overview. This step helps you clearly define your workload and ensures you don’t miss any day-to-day tasks.

Create a task list that breaks down all your work into smaller, manageable parts. Whether it's long-term projects or short-term deadlines, seeing everything laid out will give you a clearer picture of your responsibilities. This helps you separate smaller tasks from bigger projects and organize them accordingly.

One of the easiest ways to improve task management is by using digital tools. Many task management platforms allow you to compile tasks and even set deadlines for each one. This helps you better understand the workload and ensures that nothing gets overlooked.

## Step 2: Prioritize your tasks

Prioritizing tasks is crucial for managing your time effectively. But how do you decide what’s important? Start by distinguishing between tasks that are urgent and those that are important—two terms that are often confused.

Dwight D. Eisenhower’s famous method, 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/), helps clarify this distinction. His quote, “What is important is seldom urgent, and what is urgent is seldom important,” is the foundation for this technique. The Eisenhower Matrix helps you categorize tasks into four groups:

**- Urgent and Important:** These tasks require immediate attention and directly contribute to your long-term goals. They should be addressed first.
**- Important but Not Urgent:** These tasks don’t need immediate action but are essential for your personal and work-related goals. Schedule them for later.
**- Urgent but Not Important:** These tasks need attention but don’t necessarily help you achieve your long-term projects. Delegate these whenever possible.
**- Not Urgent and Not Important:** Tasks that neither support your goals nor need to be completed soon. These can be deferred or moved to the bottom of the list.

The urgent but not important tasks represent tasks linked to the goals of other people (such as tasks to do in the context of a collective project). Hence, you can delegate them to third parties as much as possible. Tasks that are neither urgent or important can be moved to a sort of “suggestion box.”

These tasks are not essential at the moment, as they do not have a direct influence on your long-term goals, but they should still be kept in mind. The main idea is that tasks should be frequently reviewed, and their relevance should be analyzed to see if their status is changing. This makes it easier to stay on top of things, even when faced with many responsibilities.

![Eisenhower Matrix for task prioritization: do now, delegate, schedule for later, or defer/ignore tasks for better time management.](https://wedo-assets.sos-ch-gva-2.exo.io/blog_task_organisation_eisenhower_matrix_en_6371fef608.png)

Knowing how to [manage daily tasks](https://wedo.com/blog/organize-your-telecommuting-days-by-managing-your-tasks-with-wedo) requires understanding which tasks are most critical to your personal and organizational goals. The better you become at sorting through priorities, the easier it will be to maintain focus and complete tasks efficiently.

## Step 3: Plan and schedule your tasks
Once you’ve identified which tasks are most important, the next step is to plan and schedule them. This involves setting clear due dates and organizing your tasks over days, weeks, or months, depending on the timeline for completion.

For all important tasks, try to set a planning date according to your time schedule. Use a [project management tool](https://wedo.com/features/project-management) or task management platforms to break down big projects into smaller tasks that can be completed over time. Start by organizing your week and allocating specific days to specific tasks. Having a clear schedule allows you to pace yourself and stay focused on what needs to be done each day.

Make sure to note both the due date and planning date—the planning date is when you’ll work on the task, while the due date is the final deadline. This approach helps with time management and ensures that you’re not rushing at the last minute.

In your work routine, you probably have tasks that recur. Recurring tasks can also be planned more efficiently by using task management tools that allow you to set reminders for daily tasks or long-term projects. Setting recurring tasks will help you manage your workflow smoothly.

A well-structured schedule not only helps you stay on top of tasks but also increases productivity by reducing last-minute stress. By assigning tasks to specific time slots, you can ensure that each one gets the attention it deserves.

![Four steps to organize daily tasks: write down tasks, prioritize, plan and schedule, and delegate and collaborate with team members.](https://wedo-assets.sos-ch-gva-2.exo.io/blog_task_organisation_4_steps_en_49d238141c.png)

## Step 4: Delegate and collaborate
In your daily life, you are likely to collaborate and work in teams. And sometimes, the best way to manage your workload is by [delegating tasks](https://www.mckinsey.com/capabilities/people-and-organizational-performance/our-insights/for-smarter-decisions-empower-your-employees). Urgent but not important tasks, for example, are perfect for delegation. These may be tasks that contribute to a project’s progress but aren’t critical to your own responsibilities.

When you delegate tasks to team members, be sure to communicate clearly. Assign the task, set a due date, and follow up to ensure it’s completed on time. Collaboration tools can make delegation easier by allowing you to share tasks in real time and track progress. Make use of [project management software](https://wedo.com/features/project-management) to keep everyone aligned and working toward shared goals.

Delegating frees up your time for the tasks that require your personal attention, while also empowering your team members to take on more responsibility.

## Stay on top of your daily task list
Following these steps allows you to stay organized and [manage your time](https://wedo.com/blog/organize-your-telecommuting-days-by-managing-your-tasks-with-wedo) effectively. Avoid overloading yourself by overestimating how much you can complete in a single day. Instead, set clear, manageable goals and focus on completing tasks one by one. At the end of each day, take a moment to review your progress.

Were the tasks you planned completed? If so, it means you’ve set reasonable goals. If not, consider reducing the number of tasks on your daily task list to ensure you don’t overwhelm yourself. This regular review will help you refine your approach and increase productivity over time.

## Choosing the right task management tools
The good news is that you don’t have to do this all on your own. There are many [task management tools](https://wedo.com/features/tasks) and project management software available that can help you organize your tasks. These tools provide pre-made templates for task organization, making it easier to track progress, set deadlines, and ensure tasks are completed on time.

Look for a project management tool that fits your working style—something flexible and easy to use. These tools will allow you to assign tasks, set priorities, manage deadlines, and track progress in real time, helping you and your team stay on top of everything.

## Conclusion: Take control of your time
By following these four steps—writing down tasks, prioritizing, planning, and delegating—you’ll find it much easier to manage your workload. Staying organized helps you avoid unnecessary stress and allows you to stay focused on your goals. Whether it’s managing day-to-day responsibilities or planning for long-term projects, using the right tools and techniques will keep you productive.
Want to improve your task management process? Discover how WEDO can help you organize your work more effectively with our customizable tools for real-time collaboration.

Schedule a live demo today and start optimizing your workflow!

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

Discover how to manage daily tasks with these 4 simple steps. Learn how to stay organized, prioritize, and delegate your workload for better productivity.

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4 Steps to Organize and Manage Your Daily Tasks at Work

## Move a meeting to another workspace

You now have the possibility to move a meeting to another workspace. To do so, first go to the workspace in question (1) and then click the **Meetings** tab (2). Click the button with the **three vertical points** (3) on the meeting you would like to move and then select **Move to…** (4).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_03_diapositive1_29a147a849.png)

A window will open with a list of all the available workspaces. Select the workspace to which you would like to move the meeting (5).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_03_diapositive2_ac0d239829.png)

To finalize, click **Move meeting** (6).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_03_diapositive3_00a6b63d7d.png)

## Create a meeting outside a workspace

Meetings can be created from your personal space. This functionality allows you to organize a bilateral meeting without having to create a single use workspace. You also have the possibility to prepare a meeting agenda in your personal space, and make it accessible at the right moment by moving the meeting to a workspace. 

To add a meeting from your **Personal space** (1), select the **Meetings** tab (2) and click **Add meeting** (3).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_03_diapositive4_7797334901.png)

## Import tasks from all workspaces 

Tasks that are linked to other workspaces can be imported to the items of the meeting agenda of a specific meeting. This option will be useful if you wish to organize a global meeting in which several tasks from different workspaces will be treated. From the pending tasks box or from the **\+ button** (1), you will be able to access all tasks from the workspaces you are a member of.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_03_diapositive5_ed1cc1aed7.png)

A **drop-down list** (2) which allows you to browse from a workspace to another has been added. To access the pending tasks from another workspace, select the drop-down list and the workspace which contains the tasks you want to import (3), and click on the **tasks to import** (4).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_03_diapositive6_b44549c3ce.png)

To finalize the importation, click **Import** (5).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_03_diapositive7_5ef0ecb87f.png)

## Reorder notes and decisions of an item 

It is now possible to change the order of the notes and decisions within an item or a sub-item. When you are browsing through your agenda items, a **drag-and-drop button** will appear in the left margin and your mouse pointer will become a hand. Click on that button and drag and drop the notes and decisions to the desired place.

Information: it is still impossible to change the order between notes, decisions and tasks. They can only be reordered within their categories.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_03_diapositive8_05dac3f982.png)

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_03_diapositive9_457ddc8cf0.png)

**Further questions concerning meetings ? Have a look at the articles in our Help Center !**

[Access to the Help Center](https://help.wedo.swiss/en/collections/3202989-meetings)

The latest WEDO update offers more flexibility in organizing meetings! Discover the new available functionalities throughout this article.

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Hypercontext

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

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

## But what is holacracy?

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

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

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

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

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

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

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

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

### Holacracy: a change of cultural paradigm

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

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

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

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

## The limits of holacracy

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

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

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

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

## Holacracy and conflict management

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

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

## The long-term benefits of holacracy

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

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

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

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

## Holacracy and innovation: a winning synergy

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

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

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

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

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


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### Governance with WEDO

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**References**

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

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

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

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Holacracy: managerial revolution or organizational challenge?

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

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

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



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

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

## What Makes WEDO Stand Out?

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

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

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

## Security at the Forefront of WEDO’s Innovation

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

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

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

## Innovation: Looking Ahead with AI Tools

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

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

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

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

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

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

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

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

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

## Why This Feature on Forbes Matters

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

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

## Conclusion

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

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

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

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

Antoine Sudan and David Dutch invited by Forbes

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Forbes Highlights WEDO in “Successful Companies”

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

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

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

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

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

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

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

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

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

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

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

### 1. Meeting preparation and management

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

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

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

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

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

### 2. Project management and task tracking

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

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

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

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

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

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

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

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

### 4. Transmission of information

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

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

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

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

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

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

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

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::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

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

## Key topics for a bilateral meeting

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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