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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The preparation and follow-up of an Executive Committee


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

WEDO allows you to create tasks via Email. From the Email to the task, the data is transmitted in the following manner:

1. The subject of the Email will become the title of the task
2. The content of the Email will become the description of the task
3. All the attached files will be in the attachments of the task

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_05_diapositive1_d807f647c5.png)

## There are three possible options when creating tasks in WEDO via Email:

* Create a personal task.
* Create a task automatically assigned to a colleague.
* Create a task automatically shared in a workspace.

To send a task via Email in WEDO, you need to write an Email addressed to a unique Email address. This Email address will correspond to a person or to a workspace.

## Where to find the unique Email addresses ?

Each user and workspace possesses a unique Email address in your WEDO network. 

To find my unique and personal Email address, I need to go to _My profile > Settings > Email to task_ tab_._

To find the Email address to send a task to a colleague, I just need to ask him his Email address that he will find in the same place.

To find the Email address to create a task directly in the workspace, I need to go to the workspace in question. On the three-dots icon I select _Settings > Email to task_ tab

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_05_diapositive2_6487df5d0b.png)

Note that you can add recipients. This is useful to create a task assigned to a person and shared in one or more workspaces.

## Practical example

I want to assign a task to my colleague Benoît entitled “Prepare the communication plan”. I want to add the following description: “Maximum number of pages: 3”. Finally, I would like this task to be shared with the workspaces of the Management and Marketing departments.

This is what my Email will look like:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_05_diapositive3_717f80fca1.png)

## Quickly transform Emails to tasks

There is an alternative solution to quickly transform one of your Email to task in your personal space: transfer it to [**wedo@mail.wedo.swiss**](mailto:wedo@mail.wedo.swiss).

## Authorize other Email addresses

To create tasks via Email in your personal space, an Email address must be previously authorized.

By default, the Email address you use to connect to your WEDO account is already authorized, as well as the ones from your colleagues who have an account. No need to activate them again.

However, to add another Email address such as your personal one, proceed as follows: Go to your _Profile > Settings > Email to task_ tab and click **\+ Add an email address.** Enter the Email address you wish to add. A verification code will be sent to you by Email, which you will need to enter in WEDO and click **Save** to finalize the operation. Once the Email address is authorized, the status “**Active**” will appear next to the address.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_05_diapositive4_310a053793.png)

## Examples of use

* Assign tasks to your team on the basis of received Emails
* Transfer repair requests received by Email directly to the “Technical” workspace to centralize them.
* Share Emails that contain attached files to be read during meetings by transferring them to the workspace named “Mail to be processed”.

Should you have any questions or comments, please do not hesitate to contact us via the chat support on the WEDO page.

Find out how to turn your emails into tasks by transferring them to WEDO.

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Create tasks via Email

The year 2016 is now over and we are taking advantage of the beginning of 2017 to release the new products developed at the end of last year. As a reminder, all these innovations have been proposed to us by our customers, we would like to thank them for the quality of our exchanges. Here are the new functionalities of version 20 (and previous versions), currently available for all our customers.

## Setting up external notifications

Since version 19, you can choose the days and times for sending notification emails. To do this, click **Profile** \> **Settings**. On the **Notifications** tab, choose your preferences and click **Save**. You will receive emails on the days and times you choose only if you have unread notifications in WEDO.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_01_diapositive1_e1541102523132_c4047fd665.png)

## Sorting task lists

Task lists can be sorted by dates (standard view), due dates, users or priorities.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_01_diapositive2_e1541102547111_ce773abf47.png)

## Info tab in topics

In each topic, discover the **Info** tab which regroups: the description of the topic, the exhaustive list of members, a graph with the progress of the tasks and the flow of activities.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_01_diapositive3_e1541102564358_cfda83d8af.png)

## Checklists V3: editing a checklist after launch

When you launch a checklist, you can now add tasks to it after launch. This allows you to add exceptions or additional tasks when using WEDO for your procedures.

## Redesigning the main menu

The main menu has been updated in version 19 for clarity. The **Users** page has been moved to the **Profile** menu and a new menu item has been added. The menu item includes your **First Name** and contains everything about you in WEDO. The menu is therefore much simpler and includes by default: 1\. Everything that concerns you, 2\. The topics you are a member of and 3\. The models you are a member.

## Redesign of the secondary menu

In version 20, the secondary menu has also been simplified thanks to a tabbed system. The title and list of members have been redesigned to take up less space on your screen. This affects your personal space but also the topics, templates and checklists.

Here is an example with the subject _Human Resources_ :

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_01_diapositive4_e1541102588390_6a21e137a8.png)

## Improved ergonomics of subject settings

When you click on the gear to open the **Settings** of a topic, WEDO now offers you a window with a tabbed system to improve understanding and navigation between settings.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_01_diapositive5_e1541102606773_bd24451085.png)

## Conclusion

This version closes the year 2016 and in particular allows us to simplify the ergonomics and navigation in WEDO. 2017 will see the arrival of major features that will allow you, we are sure, to support collaboration in your business more effectively. We wish you all a happy new year 2017 and a successful year in your exchanges with your colleagues.

Here are all the new features added at the end of 2016\. The new year promises major features that we are already looking forward to telling you about.

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WEDO V20: Goodbye 2016, hello 2017!

This WEDO update brings an improvement in the internal notification system. The main goal is to limit the number of notifications, while maintaining an adequate level of information.

The merging of notifications takes place on three levels:

* Merging notifications related to the same event
* Updating of notifications according to their relevance
* Deletion of notifications in case of false manipulation

## Merging notifications related to the same event

Let's imagine for example that Michel creates a topic on the network and then adds members; in the order John, Paul and Myriam. With the old notification system John would have received three notifications. One for having been added to the members personally, one when Paul was added and one when Myriam was added. With the new version, John will receive a notification that he and two others have been added as members of the topic.

## Updating of notifications according to their relevance

When I want to inform a person that a task has been completed, I must first add them to the observers. This will generate two notifications ("added as observer" and "task completed") for the person concerned. With this new version, the notification "added as observer" will be updated to "task completed". This will leave in the WEDO account of the person concerned only one notification and not two.

## Deletion of notifications in case of false manipulation

If more than one person is added as an observer to a task and someone inadvertently completes it and then restarts it, each observer would previously receive two notifications. WEDO is now able to understand that this is a false manipulation and therefore will not notify any observers via the notifications.

## Conclusion

With intelligent notifications, you get just the right number of notifications to keep you informed of important events that affect you. Feel free to send us your comments and suggestions for improvement via support in WEDO.

Intelligent updating of notifications to get just the right amount of information.

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Intelligent merging of notifications

This article explains how to use WEDO to forward tasks that arrive through incoming calls at the reception desk. Distributing tasks from reception via WEDO has the following advantages:

* Written record of the different requests
* Delegation to the right people
* Process without any handwritten notes or post-it notes
* Comments in case of questions

## Enter a phone request as a task

You can enter a customer’s request as a task that will appear in your list of tasks to perform: 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2015_10_diapositive1_e1541092196550_6875e4d0cd.png)

## Delegate the task to the right person

According to the task, you can assign it directly to the right person: 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2015_10_diapositive2_e1541092217194_796f9a8c67.png)

## Comments in case of questions

If your colleague has a question, he can simply write it in the comments section:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2015_10_diapositive3_e1541092292413_3a77c88414.png)

You will be notified, and you will be able to answer directly:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2015_10_diapositive4_e1541092246284_fc475b2fdc.png)

## Traceability of discussions concerning a task

All questions and answers linked to a task leave a written record in the comments section:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2015_10_diapositive5_e1541092267716_5a9cfaf9da.png)

Validated tasks are automatically archived to keep historical records.

## Conclusion

Thanks to WEDO, the person who picks up the phone at the reception desk can send the information to the right people, in a quick and simple manner. All this without having to move or write post-it notes. Communication between employees is also improved with the possibility of commenting on tasks. 

Delegate requests that arrive by phone without having to use post-it notes and without wasting time. 

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WEDO to manage reception desk phone calls

Trello

Asana

Decisions

Monday.com

eSéances

MS Teams

MS Planner

Hypercontext

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

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

## But what is holacracy?

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

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

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

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

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

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

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

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

### Holacracy: a change of cultural paradigm

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

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

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

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

## The limits of holacracy

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

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

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

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

## Holacracy and conflict management

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

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

## The long-term benefits of holacracy

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

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

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

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

## Holacracy and innovation: a winning synergy

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

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

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

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

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


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

### Governance with WEDO

::youtube-video{#vSchpiRKs0M}


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

**References**

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

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

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

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Holacracy: managerial revolution or organizational challenge?

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

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

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



::youtube-video{#33J6FhmiONo}



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

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

## What Makes WEDO Stand Out?

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

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

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

## Security at the Forefront of WEDO’s Innovation

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

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

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

## Innovation: Looking Ahead with AI Tools

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

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

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

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

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

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

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

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

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

## Why This Feature on Forbes Matters

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

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

## Conclusion

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

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

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

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

Antoine Sudan and David Dutch invited by Forbes

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Forbes Highlights WEDO in “Successful Companies”

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

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

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

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

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

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

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

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

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

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

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

### 1. Meeting preparation and management

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

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

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

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

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

### 2. Project management and task tracking

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

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

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

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

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

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

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

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

### 4. Transmission of information

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

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

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

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

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

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

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

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

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

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

an executive assistant overwhelmed by work and demands

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Making daily life easier for executive assistants

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

## Key topics for a bilateral meeting

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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