## Table of contents

The table of contents facilitates the browsing through the meeting minutes. Furthermore, a single click will bring you to the item to be treated. From the table of contents, you can also:

* Decrease the indentation of an item
* Increase the indentation of an item
* Delete an item
* Drag and drop the items and/or sub-items to organize them

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_01_diapositive1_c190e8d7b5.png)

## Item by item

For this new version, the drafting has been redesigned: from now on, only the item to be treated will appear on the screen. Once you are done with an item, you just need to click the button with the title of the next item to be treated to progress in the drafting. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_01_diapositive2_2_d8f1773246.png)

## Redesigned Toolbar 

Each item and sub-item has its own Toolbar. From the **\+ button** you can:

* Attach a file
* Add a note
* Add a decision
* Create a task
* Add a sub-item to the meeting agenda
* Import tasks from the workspace

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_01_diapositive3_3_e41bc9c72a.png)

## The “move” button 

It is now possible to move a note, a decision, a task or a file to another item in the meeting agenda. Click the button with the **three vertical points** (1) and **Move the note** (2). A window will open with all the possible destinations. Click the item to which you wish to move your note (3). The same procedure applies to move a decision, a task or a file.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_01_diapositive4_3_7828884129.png)

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_01_diapositive5_1_68b88ca912.png)

## The pending tasks box 

Pending tasks from the workspace are now available in a box that you can access with a button. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_01_diapositive6_8c12348415.png)

From the pending tasks box, it is possible to import tasks into a specific item: click the tasks to import (1) and, with the drop-down list, select the item in which you want to import the tasks (2). Then, click **Import** (3).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_01_diapositive7_6e99b65c52.png)

_Info : if you would like your pending tasks to figure as an item in your meeting agenda, like in the previous version, you can simply create an item entitled “Pending tasks” and import all the pending tasks from the workspace._ 

## The 5 steps of the meeting

At all times, you can see which step of the meeting you are in. The user with all access rights can click on each step to change the status of the meeting.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_01_diapositive8_3f51cf7d39.png)

_Info : other buttons at the bottom of the page also allow you to switch from step to step._ 

## Display of access rights of each attendee

You can now click on the attendees of a meeting to see the distribution of access rights. Click on the attendees (1), a window will open with a list of the meeting attendees and their access rights for the current meeting (2). 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_01_diapositive14_c86280b5bd.png)

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_01_diapositive15_07a2d15e76.png)

This can be useful if you need to modify meeting minutes but you do not have the appropriate access rights. You can then spot the attendees who have full access rights on that meeting, who will be able to change your access rights. Attendees with full access rights are represented by a logo with a crown on a blue background. 

\-

A collection of articles explains all the ins and outs of the new Meetings module.

::button-primary[Access the Help Center]{link="https://help.wedo.swiss/en/collections/3202989-meetings"}

The new version of WEDO revises the meeting module to simplify the drafting of the meeting minutes. With this article, discover the improvements this update offers!

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Meeting module : improvements that will facilitate the drafting of your meeting minutes

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Relive the year 2018 of WEDO through this retrospective and discover the new members of our team. 

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Retrospective 2018

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_01_wedo_cofounders_1024x768_9876cf7c19.jpg)

> _Sick of long, unproductive meetings? Two Fribourgeois propose a digital solution, WEDO, to make them efficient. Explanations._

Between three and six weeks a year: that's the time we spend on average in work meetings, according to a survey published in 2017 by the Opinionway Institute for the business consultancy firm Empreinte Humaine. According to this survey of a thousand employees in companies of various sizes and in a variety of economic sectors, nearly one out of every two sessions is considered unproductive. More than 25% of the respondents do not see the need to participate. As a result, 44% of them discreetly use their smartphone to do something else during this time (typically reading and sending emails).

This scourge has a name: Meeting madness. Antoine Sudan and David Dutch suffered from it for several years after graduating from engineering school. "Meetings are not useless in themselves," they say at the outset. "The problem is that they are poorly prepared, the agenda is not respected and you come out of them far too often without being sure of what has been decided. Amazed at the time they spent on this commendable but frustrating exercise, Antoine Sudan and David Dutch developed the WEDO web application. That was in 2014\. Today, four years and thirty updates later, this web application is used by more than a hundred organisations, municipalities and companies in French-speaking Switzerland, including Groupe Mutuel, Groupe E Connect, HES-SO Fribourg and Banque Cantonale de Fribourg.

Neither blockchain, Dropbox, nor intranet, WEDO is a collaborative platform whose layout automatically adapts to the size of the screen you use (iPhone, PC...). It is in fact an interface with a common and participative space. Very didactic, it has been designed to be within everyone's reach. Regardless of its functionalities and technical qualities, the WEDO application is based on in-depth reflection and careful analysis of the factors that make working meetings so often disappointing and time-consuming. In other words, this organizational solution has been developed to respond directly and pragmatically to certain recurring problems. One example: the agenda often remains a little vague until everyone is gathered around the table. To avoid this, WEDO offers a feature that allows you to record and schedule the items to be discussed. Once this is done, simply open the application and follow the thread of questions. No more digressing, in short.

## EASY TO KNOW WHO'S DOING WHAT

The minutes are a chore? Thanks to WEDO, it is possible to write it live. "This is one of the interesting features of our meeting management module. You have an agenda, with a series of items to be discussed, and you can add under each item blocks of information, whether they are notes, decisions or tasks to be carried out," explains Antoine Sudan. Decisions made and tasks assigned during meetings can then be recorded by the minute writer at the time. Since this information is displayed in a specific place in the module and all participants have a personal access account, it is very easy to retrieve this information later. In short, at the end of the session, everyone knows where to find the answer to the famous "who does what" question.

In addition, it is possible to export an agenda or minutes by generating a PDF file so that it can be shared, printed and signed. You can also easily create extracts from minutes, or retrieve notes through the minutes using simple keywords. Gone are the days when you had to open multiple files to get your hands on information!

"The strength of WEDO is that it covers all phases of meeting management: before, with the preparation of the agenda, during, with the taking of important notes, and finally after, with the follow-up of tasks. Indeed, in addition to our module for meeting management, we have developed another one for task management and scheduling, and both interact with each other. Therefore, you have the means to ensure a continuous and dynamic follow-up of the work. This way, you can see at any time what has been done between sessions and what remains to be done. You no longer have to wait to obtain or pass on information, nor do you have to send several confirmation e-mails or call three times to find out how much a quote will cost," says David Dutch. In addition, each user can activate synchronisation with his electronic calendar (Outlook, Google Calendar...).

## MEETINGS SHORTENED BY ONE THIRD

It is also possible to create specific spaces for certain projects, departments or work teams, so that tasks can be distributed in one click. As soon as a job is indicated as completed, the participants concerned receive immediate and automatic feedback. "All of these processes greatly speed up the processing of decisions and shorten the duration of sessions by an average of one third," says Antoine Sudan.

Solving complicated problems with a simple software: that was the challenge of the creators of WEDO. The first person they told about it - a former professor - predicted that « it would never work ». Which makes them laugh a lot today. « Luckily, our engineering mentality soon got the better of us and we refused to let it get us down ». While many young entrepreneurs start by trying to raise funds, Antoine Sudan and David Dutch decide to develop their application while working and approach their first customers in parallel. They conduct more than 300 interviews for this purpose. Right from the start, they rely on user feedback to improve their product. The first version is officially released in May 2015\. A few prospects test it. « With each new release, we surveyed our customers to find out how we could improve WEDO. And we continue to solicit their opinions and feedback. For example, some of them recently commented that they would have liked to have been able to define specific access criteria, to avoid having participants pop up with irrelevant questions on the agenda. While a General Secretary should certainly be able to modify the agenda, this is not necessarily the case for any participant. So in the latest version of WEDO, we have introduced a new tool to set up access rights very finely ».

  
![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_01_wedo_montage_1024x525_23213decc1.png)
  
  
## START WITH A FREE TRIAL

What about the price? According to a common practice in applications, it depends on the number of users. It varies between 15 and 25 francs per person per month. WEDO is available in packs of five, ten or fifteen users; above twenty, packs are sold in increments of ten additional units. The subscription covers all updates, data hosting and support, i.e. all services with the exception of change management during the first year to maximise the chances of success, which is also calculated on the basis of a flat rate depending on the size of the network. 

"But what we always offer in the first place is a free presentation of WEDO. That's why you'll find a big blue button on the homepage of our website [www.wedo.com](/) that you can click on to schedule a demonstration by booking a date at your convenience directly in our calendar," say Antoine Sudan and David Dutch, who claim that the data will only be hosted on servers located in Switzerland.

Source: original article [Le Matin Dimanche](https://wedo-assets.sos-ch-gva-2.exo.io/article_wedo_matin_dimanche_316cb86cf5.pdf)

Sick of long, unproductive meetings? Two Fribourgeois propose a digital solution, WEDO, to make them efficient. Explanations.

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The cure for meeting madness is called WEDO

## Rights management

When you add a meeting, a new column named _Access_ will appear in the list of attendees:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_10_diapositive3_1_e1540988841560_7892e6806d.png)

For each attendee, you can choose among 5 options:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_03_diapositive2_1_7db5b841f2.png)

## 5 steps of a meeting

The five steps that structure the creation of a meeting have been improved and are as follows: 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_03_diapositive3_1_24da19b2f6.png)

Please note that changing the status of a meeting (i.e. moving from a step to another) has an impact on who can edit what. For example: an attendee who has the right to modify and add agenda items will be able to do so until the meeting agenda is validated. Only an attendee with full access rights, represented by the logo with a crown on a blue background, can modify the status of the meeting. 

## Rights according to the step

Below is a table summarizing the accesses that allow to modify the elements according to the step in which the meeting is

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_03_diapositive4_1_37b3ec51c1.png)

## 5 steps of a meeting

In previous versions, when the meeting was ended the information and decisions could still be edited but not the tasks. This feature has been improved in the current version. All information can still be edited in step 4/5: _meeting minutes in review_ until the moment the meeting minutes will be locked in step 5/5.

## Save changes made to tasks 

The tasks can be updated in the meeting minutes as long as they are not locked, i.e. until step 4/5\. We recommend you to systematically lock the meeting minutes once they have been reviewed and approved. 

## Periodic report

We have added to this version a periodic report which will be sent to you by email. By default, you will receive a weekly report every Monday morning.

To modify this parameter and manage the frequency of the periodic report, go to your _User profile > Settings > Notifications > Periodic report._

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_10_diapositive4_1_e1540988863763_d82e3149cb.png)

## For you to discover in this new version

* New tile design for the workspaces, checklist templates, checklists and meetings.
* The tile menu has moved from the action bar directly on the tile itself to improve the user experience.
* Improvement of certain texts to clarify the interface (for instance, for the importation of a previous meeting agenda).
* Synchronization options with the calendar have been improved.

The new version of WEDO integrates various new features such as rights management during meetings.

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Rights management during meetings

Antoine Sudan and David Dutch are two friends who created WEDO after discovering the joys of working and planning meetings. 

### 

![PME Magazine](https://wedo-assets.sos-ch-gva-2.exo.io/wp_content_uploads_2018_09_diapositive30_25efb9625e.png)

> This start-up company from Fribourg created a software designed to optimize work organization and meetings. About forty big companies are customers, among which the Groupe Mutuel. 

Before being associates, Antoine Sudan and David Dutch were two teenagers living in the Broye region and taking the train together to go to school. They dreamed of creating their own company together but they needed some work experience, so they both started to work once they got their engineering degree.

They soon discovered the surprises and disillusions of corporate life. “Collaboration was not as easy as expected, especially during meetings”, explains Antoine. “We were often missing answers and solutions to simple questions such as ‘who takes care of what’, ‘how’ and ‘for when’, regardless all the e-mails we were receiving”. Therefore, the two friends had an idea: develop a collaborative task manager to simplify work progress. They started to work on their project from of 2014.

What differentiates them from others is that no funds were raised for their project: they developed their software on their own while they were still working. Furthermore, to optimize their product, they contacted their potential customers and questioned them to have a clear idea on their needs and point of view. They conducted more than 300 interviews to develop their tool in the best possible way. The first version of the software was launched in May 2015 and was first tested with a few of their sales leads who were curious to discover its functionalities.

Their software is thus an organizational solution. It is a common and collaborative space to which everyone has access and can follow the work progress in real-time. Hence, people know exactly who is in charge of what and for when it is due. No need to make several calls or to send amounts of e-mails to give a feed-back on a project. The interface is made in a didactic manner and is within everyone’s reach. The price varies according to the number of users and is between 15 and 25 Swiss francs per month and per user. Hence, the software allows to manage meetings, tasks and check-lists at reasonable cost.

## Work progress in real-time

Nearly three years after the first launch of the software, the contractors, who are today 31 and 32 years old, have proved successful. More than 40 health facilities are among their customers, and other companies such as Groupe Mutuel. Christian Lalain, member of the IT department of the insurance company, first discovered WEDO when he was the municipal councilor of Saillon. “I wanted to find a solution to the traditional paper files on which we would stick a post-it note with essential information or updates, which would eventually end up being lost or worn down. For that reason, I installed WEDO on the municipality’s computers last year. It’s great: everyone is working on the same tool and the different working spaces structure all activity. If a person calls to make an appointment with a particular person or for an information, the person at reception can create a task and assign it to the corresponding person, who will receive a notification. She will then know exactly what to do or what to answer if the person calls back. The software thus improved communication and interaction not only among collaborators, but also with our citizens. It definitely improved the quality and efficiency of our service and increased our team spirit”. 

## Servers in Switzerland

Given the positive results observed in Saillon, Christian Lalain suggested his employer at the Groupe Mutuel to use this tool. Groupe Mutuel previously used another tool called Wunderlist, purchased by Microsoft. The start-up company from Fribourg is proud of its success and is still growing surely but slowly. “Once our first client signed, there was a second, and a third…” recalls David Dutch. “We first reduced our working time, then we became self-employed. We are now established as a LLC and our office is based in Fribourg. And we are hiring! We are planning on hiring two new collaborators this year”. The two associates started off by looking for customers before going to fairs. In Switzerland, there are very few competitors. As their servers are based in Switzerland, they can claim their 100% swiss origin, a key argument for customers who fear data theft. 

\-

Source: [Original article from PME Magazine](https://wedo-assets.sos-ch-gva-2.exo.io/article_wedo_pmemagazine_2018_06_8bc9187094.pdf)

This start-up company from Fribourg created a software designed to optimize work organization and meetings. About forty big companies are customers, among which the Groupe Mutuel. 

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WEDO’s great success

Thanks to Fri Up for this video portrait and for the support brought to our startup.

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Portrait of WEDO by Fri Up

> Antoine Sudan is a graduate engineer in project management. In 2014, while working in a company, the Staviacois finds that managing team tasks without the right tools can be chaotic in the face of a growing mass of information. He therefore decided to team up with a friend to develop an application capable of coordinating work in a company in a simple and efficient way.

"This will never work. That was the verdict of the first person to whom we presented our project three years ago. He was a former professor. He said it' s impossible to solve complicated problems with simple software. But that's exactly what my friend and I had in mind.

Fortunately, our engineer mentality quickly took over. What's the point of letting ourselves be beaten down by criticism?

It is best to get as much out of it as possible to find the right solution. In order to establish the chances of success of our application, we went to present it to several potential customers. Get out of the building, a rather difficult exercise for me. Indeed, the prospecting made me nervous at first. It's hard to get out of your comfort zone and present a growing idea to a business owner. In the end, it was by acting that I gained confidence. Our project became clearer as the meetings went on and I gradually set aside my doubts. My friend and I had a lot of questions and it was often our contacts who gave us the right answers.

Our tenacity seems to have paid off. WEDO is currently used by around 40 clients, including the Fribourg Cantonal Bank. My friend and I can live off the income from our business and therefore dedicate ourselves entirely to its development. One thing is certain: overtime will continue to accumulate! This is a new challenge that we have to face. When you're self-employed, you also have to know how to stop for a moment and look back to savour what you've accomplished. The bottle of champagne has been chilled for a long time. I hope that we will soon find the time to open it. »

> Our tenacity seems to have paid off

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_09_image_001_9c6997c758.png)

**Antoine Sudan**co-founder of WEDO Sàrl

Photo: © Kevin Schlüter ([Fri Up](http://www.friup.ch/maps/fri-up/)) / Source: 
[Original Interface article](https://wedo-assets.sos-ch-gva-2.exo.io/article_wedo_interface_2017_09_d56ea6676a.pdf)

An article on WEDO published in l'Interface de la Fédération Patronale et Économique (September 2017).

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The interface (Business and Economic Federation)

The EMS d'Humilimont is located in a magnificent setting surrounded by greenery and forest with a splendid view of the Fribourg Pre-Alps. We welcome 33 residents for long-term care. Some 50 employees accompany the residents.

## Why did you opt for WEDO?

We were looking for a tool to delegate and track tasks. Outlook did not allow us to obtain the desired traceability. WEDO gives us a global vision of the pending tasks.

## How do you use WEDO to organize your work? Can you give us a concrete example?

We have put together several checklists that allow us to easily follow our internal processes: welcoming residents, welcoming staff, scheduling RAI assessments, updating documents, annual party, etc.

On the other hand, we use WEDO to centralize repair orders for building maintenance. Transport planning, purchasing and vehicle reservations are also carried out on the platform.

## What was the reaction of your employees when you integrated WEDO into your company?

Organizational change inevitably leads to resistance. We have therefore trained the various employees in order to help them understand this new tool.

The hesitation of managers to acquire a new tool has gradually disappeared. Today, we could no longer do without WEDO.

## How has the collaborative tool changed the way you communicate?

As far as communication is concerned, it's fantastic! Thanks to WEDO, we forget less. The collaborative tool makes it possible to centralise the information circulating in the company in order to facilitate access to the various employees.

We have kept the oral communication but thanks to the fast typing, we systematically leave a written trace of our discussions.

## What is your favorite feature in the application?

For some, task management that allows you not to forget anything and to organize yourself with a global vision. For others, the checklists that allow a control of the processes and guarantee a perfect traceability.

## How has WEDO changed the way you work as a team?

The trust placed in individual employees does not exclude the need to monitor the progress of outstanding tasks. WEDO allows us to be more precise in our approach to teamwork. Thanks to WEDO, we have become more demanding in the follow-up of actions and this without any additional effort. We write down the tasks to be done and take the time to organize them when we have a moment.

## Who would you recommend our application to?

We recommend WEDO to any company that wants to improve its communication. In fact, whenever we have the opportunity, we recommend WEDO to anyone who might be interested.

Myriam Fragnière Dufour, director of Humilimont's EMS: "WEDO allows us to centralize the information circulating in the company to facilitate access to the various employees."

Testimonial from Myriam Fragnière-Dufour, Director at EMS Humilimont, asserting that WEDO enables them to be sharper in their approach to teamwork

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Humilimont's EMS works with WEDO

Today's update allows you to add any external person to your WEDO network via their email address.

## Usage example

Let's say you are working on a construction project called "Project AP" with the help of an external consultant. In WEDO, you create a new subject to track the progress of this project.

When you create a topic, WEDO guides you through three steps: 1\. topic name, 2\. topic members and 3\. Topic colors.

Here, it is the second step that interests us. You can now add external people via their email. In my example, this is my consultant. To do this, simply enter his email in the search bar. WEDO will automatically prompt you to enter his or her First and Last Name. Take a look at this instead:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2016_07_guest_invite_d2b244b756.jpg)

Note that an invitation will be sent to j.boss@jbconsulting.ch (the preview of this invitation is visible on the right side of the screen). The consultant will then be able to join your network. He or she will only have access to the topic "Project AP". This way you control confidentiality.

## Other examples

Use guests to :

* Add the members of the Board of Directors to the meeting concerning them
* Delegate tasks to your suppliers
* Invite a client to follow the progress of a project
* Working on projects with collaborators from several companies
* And so on.

## Spectrum of operation

Member management integrates guests for the entire network, both in terms of topics and checklists. A guest entered once can be reused for the following checklists and topics. When you remove a guest from the members of a topic or checklist, his access is instantly removed.

## Conclusion

Thanks to the guests, you collaborate with everyone on the same platform. Don't hesitate to ask for a trial period if you want to be part of the adventure. You will be able to test WEDO for free as a team for 30 days.

Invite your contacts via their email address and collaborate with them directly in WEDO.

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Collaborate with guests

Trello

Asana

Decisions

Monday.com

eSéances

MS Teams

MS Planner

OneNote

Every day, we juggle a series of tasks, from answering emails and attending meetings all the way to cooking dinner or finally folding that pile of laundry staring us down for days. Task management is everywhere around us, whether we realize it or not. 

But here's the catch: managing tasks is more than checking boxes. It's making sure the right boxes are checked at the right time, by the right people.

For individuals, good task management can mean less stress and more time to spend on what matters most to them. For teams and organizations, it's the difference between controlled chaos and seamless collaboration. When done well, task management becomes a superpower, moving businesses toward growth and ensuring projects are delivered on time (and with fewer sleepless nights).

In this guide, we're going to explore strategies, tools, and best practices that turn task management into a fine-tuned system. Whether you're wrangling your own to-do list or leading a team toward big goals, this can be your roadmap to staying on top of your game. 

Let's get started!


The Ultimate Guide to Task Management: Strategies, Tools, and Best Practices

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

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

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

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

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

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

## The Challenges of Remote Task Management

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

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

**1. Unclear task assignment**

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

**2. Difficulty monitoring progress**

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

**3. Disorganized file sharing**

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

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

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

**5. Collaboration slowed by scattered communication**

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

## What Remote Teams Need to Manage Tasks Effectively

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

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

### Clear task ownership and accountability

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

### Flexible ways to manage and view tasks

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

### Templates for recurring workflows

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

### Integrated collaboration

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

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

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

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

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

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

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

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

### Complete task and project organization in one platform

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

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

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

### Flexible task management for simple and complex projects

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

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

### Standardized workflows with shareable checklist templates

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

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

### Integrated file sharing and task-based collaboration

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

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

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

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

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

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

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

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

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

## Conclusion

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

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

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

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

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

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

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How WEDO Simplifies Remote Task Management for Distributed Teams

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

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

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

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

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

## What Is Workflow Management, Really?

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

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

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

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

## Why Managing Workflow Is Hard Without a System

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

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

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

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

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

## The Two Core Workflow Types

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

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

### Sequential workflows

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

**For example:**

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

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

### Parallel workflows

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

**For example:**

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

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

## What to Look for in a Workflow Management Tool

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

Here’s what to look for:

### ✔️ A clear layout that mirrors your process

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

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

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

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

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

### ✔️ Real-time visibility

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

### ✔️ Support for automation

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

### ✔️ Built to support different ways of working

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

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

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

### ✔️ Works across teams and scales with you

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

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

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

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

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

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

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

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

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

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

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

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

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

Green background image with the title “What Is Workflow Management and Why Does It Matter?” and an icon symbolizing workflows.

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What Is Workflow Management and Why Does It Matter?

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

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Making daily life easier for executive assistants

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

## Key topics for a bilateral meeting

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Ready to dive in?Start your free trial today.