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

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

## Standardizing the recruitment process

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

### Checklists for your recurring procedures

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

With WEDO, each task in the template has :

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

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

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

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

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

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

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

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

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

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

### Preparing and transcribing job interviews

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

## An array of essential HR management functions

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

### Manage your bilateral meetings

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

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

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

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

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

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

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

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

### Governance :

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

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

### Home working supervision :

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

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

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


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

How can you save time in your HR procedures

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How can you save time in your HR procedures?

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

## Architecture: collaboration at the heart of success

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

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

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

## Case study: Sarch architects in Zürich

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

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


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

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

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

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

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

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

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

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

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

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

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

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

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


## How can WEDO improve architectural project management?

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

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

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

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


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

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

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Architectural firms: the challenge of multidisciplinary projects

In 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

Fire departments often face considerable administrative challenges. Among the main obstacles are the complex management of human resources, the coordination of operations, the collection and centralization of data, and the management of budgets and material resources. Maintaining accurate and up-to-date reporting and regulatory controls documentation also represents a significant challenge. All these administrative aspects are essential to ensure emergency services' preparedness, responsiveness, and safety.

## Interview with Christian Mauley, Captain of the protection and safety department of Neuchâtel. He talks about how the WEDO platform helps them manage their activities.

### What is your role at the protection and safety department of Neuchâtel?

I'm deputy to the commander of the Neuchâtel coastal fire defense region and project manager for the Fire Brigade Office.

### Can you describe the Neuchâtel Fire Brigade and its activities briefly?

The protection and safety department's Fire Brigade heads up the Littoral Neuchâtel fire and defense region, which includes 40 professional firefighters and 220 volunteer firefighters. Firefighters are divided into three intervention sectors.

### What are the challenges of this multi-site organization?

The challenges associated with the multi-site organization of our fire defense region are manifold, and meticulous management is required to ensure safe and efficient operation. First and foremost, one of the main concerns is the **standardization of procedures**. With five different sites spread over three intervention sectors, all teams must **follow the same protocols and operational standards**. This ensures optimum coordination during emergency interventions and avoids confusion arising from divergent practices.

Another major challenge is to **manage the differing driving rhythms between professional and volunteer firefighters** at our different fire stations. Professionals are always on call, while volunteers have a variety of off-duty commitments. This requires careful planning to ensure that the correct number of staff is always available to respond to emergency calls while respecting individual constraints. Task management and centralized communication are essential for effective coordination between rescue centers. We use WEDO to facilitate the transmission of critical information in real-time while allowing each sector to operate autonomously for tasks specific to its geographical area. Finally, information security is paramount, especially when sharing files between sites. We must protect sensitive data and operational information from unauthorized access. Strict security measures are in place to guarantee the integrity and confidentiality of our data while enabling it to be shared securely between sites.

### Before integrating WEDO, what tools did you use for collaboration and administrative management?

We took our minutes on an Excel file for our various meetings and discussions. We had a shared diary on Outlook for the availability of rescue teams, and we exchanged information by e-mail. The fire station's various procedures and team management were documented on numerous Excel files that were not accessible to everyone at all times.

### What were the limitations of using these different tools?

Information was scattered in many places, resulting in much redundancy and loss. The dispersed communication between the various layers of the hierarchy and the fire station's stakeholders, therefore, impacted project follow-up and operations' fluidity.

### How do you use WEDO today?

We use WEDO to generate all the reports for the various meetings between the protection and safety department offices, such as regional staff reports, operational staff reports, sector reports, and daily intervention section reports. Finally, WEDO enables us to have all reports in one place so that those entitled to them can consult them at any time. Meeting members can also add items to the agenda to prepare for discussion. The platform has also enabled us to improve project management and track current information within the fire station. The platform's collaborative aspect allows us to assign routine tasks to users. In real-time, We can see how tasks are progressing, track maintenance, manage orders, and process expense claims, to name a few. It is also possible to document recurring procedures, such as material preparation or ongoing training, with checklist templates that can be launched at any time.

![Firefighter software for administrative management of firefighters](https://wedo-assets.sos-ch-gva-2.exo.io/Temoignage_Christian_Mauley_2_EN_7ed196a0fe.png)

### How did team members react to the introduction of the tool?

Consolidating various tasks and information into a single program facilitated integration of the tool. Sharing themes across all strata and management bodies enables the monitoring and transmission of information. In addition, we have created a small in-house newspaper on WEDO to increase adherence to the platform. All staff can add themes concerning current projects and past interventions in this journal. They can also add information in various formats, such as photos or regional articles.

### How does WEDO contribute to the Neuchâtel's protection and safety department digitalization process?

WEDO contributes to digitalization by considerably reducing paper printouts and centralizing project documents. The main benefits are the centralization of information, increased participation, and enhanced staff skills at all levels. The participative aspect of the platform considerably reduces the number of e-mails exchanged.


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



![Software for firefighter procedures and automatic dispatch of intervention-related tasks](https://wedo-assets.sos-ch-gva-2.exo.io/Temoignage_Christian_Mauley1_EN_2482933fb1.png)


Fire departments often face considerable administrative challenges. Interview with Christian Mauley, Captain of the protection and safety department of Neuchâtel.

Fire service captain testifies on the use of software for emergency services

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Management software for emergency, fire, and rescue services

In the context of digitalization, it is essential to improve the efficiency of administrative tasks within municipalities and public administration to ensure better delivery of public services. However, these entities are often grappling with time-consuming administrative activities that can hamper productivity.

Digital transformation offers valuable opportunities to automate administrative tasks. WEDO is a major asset in this field and has a proven track record as an cloud based, high-performance municipal government software. With its user-friendly interface, it enables local authority and public service professionals to quickly create, organize and manage essential documents. This automation frees up valuable time that can be reallocated to more strategic activities.

## Efficient management of committee meetings, town council meetings and municipal assemblies

Municipal meetings play an essential role in the decision-making process within public administrations. However, organizing and keeping track of them can be time-consuming.

WEDO simplifies this process by making it easy to create city council agendas or any other operational meeting agendas. The web app helps schedule meetings, write meeting notes, and share them easily and securely. As a result, we structure discussions better, make decisions faster, and closely monitor their implementation. WEDO is ideal for managing all types of meeting, whether bilateral or large-scale.

![government software solutions for municipal council meetings](https://wedo-assets.sos-ch-gva-2.exo.io/Administrations_publiques_6_EN_2f16bea765.png)


## Tracking discussions and decisions of council's and areas' meetings

Traceability of discussions and decisions is a key element in the transparent management of public administration. WEDO meets this requirement by recording every discussion, every decision and every task precisely and with a time stamp. This traceability guarantees complete documentation, promoting public accountability and trust in public institutions.

Before choosing a meeting manager, communities and municipalities should ensure that the software solution in question allows the management of access rights to certain areas and meeting minutes, so that sensitive information remains confidential.


## The benefits of a collaborative task management software for municipalities and local governments

A good task manager is essential for effective supervision of all areas of the commune. In WEDO, every member can get an overview of the status of every project, task, meeting and file.

This makes it possible to make informed decisions, identify potential bottlenecks and reallocate resources to optimize overall administrative productivity.

![Software for the management of operational daily business of municipalities](https://wedo-assets.sos-ch-gva-2.exo.io/Administrations_publiques_5_EN_ac2fe2fc90.png)


### The benefits of a task manager for an area manager:

**Organization and monitoring of activities:**
A task manager enables the area manager to maintain an organized list of activities and projects underway in his or her area. This gives him or her an overview of all tasks to be completed, their status and deadlines.

**Strategic planning in the public sector :**
Area managers can use a task manager to plan short-, medium- and long-term activities in their area. This helps him or her define objectives, allocate the necessary resources and develop strategies to meet community needs.

**Distribution of responsibilities :**
Using a task manager, the sector manager can assign specific tasks to members of his team or to other departments in the commune or town hall. He can assign priorities and keep track of who is responsible for what, promoting role clarity.

**Progress tracking :**
The task manager enables the area manager to monitor the progress of projects in real time. It can quickly detect delays or potential problems, enabling corrective action to be taken quickly.

**Internal communication:**
The Area Manager can use the Task Manager to communicate with his team and other departments in the commune. He can share information, documents and updates on ongoing projects without having to send e-mails. This boosts collaboration and cohesion within the town hall.

**Reduced forgetfulness:**
By recording all tasks to be completed in a task manager, the team leader minimizes the risk of oversight or neglect. He can be sure that nothing slips through the cracks and that all responsibilities are taken care of, with precise deadlines.


### The benefits of a task manager for the employee:

**Work management:**
A municipal software helps to keep track of the tasks assigned to the employee. They can organize their activities, set priorities and avoid oversights, all of which contribute to better workload management. Municipal operations can be managed from a computer, tablet or smartphone. This compatibility means that everyone, whether in the field or in the office, can find what they're looking for.

**Project and file tracking:**
A municipality management solution enables employees to track the progress of specific projects or files on which they are not working alone. They can note milestones achieved, important information and actions to be taken, making it easier to collaborate with other colleagues or departments in the municipality.

**Priority management:**
Employees can prioritize tasks according to importance and urgency. In this way, they can concentrate on activities that are crucial to the commune, and avoid being overwhelmed by lower-priority tasks.

**Reminders and notifications:**
Task managers often offer the option of setting reminders and notifications. This ensures that the employee doesn't forget deadlines, important meetings or actions to be taken, thus contributing to better punctuality.

**Personal assessment :**
A task manager enables employees to reflect on their own performance. They can analyze their achievements, identify areas for improvement and take steps to enhance their efficiency.



## Case study: How did the commune of Saxon (CH) breathe new life into its activities with WEDO?

In this article, you'll discover how the Commune de Saxon improved internal communication between its councillors, sector managers and staff. A successful implementation, both in terms of productivity and staff motivation:

[**Read article**](https://wedo.com/blog/commune-of-saxon-a-digital-revolution-in-municipal-administration)


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



In the context of digitalization, it is essential to improve the efficiency of administrative tasks within municipalities and public administration to ensure better delivery of public services.

Software helping municipalities and local authorities to manage their daily operations

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Digital transformation of public administrations

Today, there is more public interest in the activities of the financial industry than ever before. Data protection is essential to prevent cyberattacks that can lead to data breaches, financial losses, and reputational damage. The banking and financial industries must invest in robust data security measures: employee training, access controls, encryption, and regular assessments are essential to any effective strategy.

Last November, the business management software "Winbiz", was the victim of a virulent cyberattack leading to the temporary shutdown of the software. The software host was storing sensitive information.

The software used by organizations represents a significant risk. Today, cloud platforms are considered as irreplaceable allies of administrative professions: they help us manage human resources, track projects, share files and content, build a customer history, etc. However, each more sensitive than the last, this data must be subject to strict and robust measures to prevent cyber threats and to comply with regulatory requirements.

The advent of telecommuting in recent years reinforces the importance of data protection through the software employees use. Thus, the choice of software must be documented for a secure integration. The criteria to be taken into account during the selection are the following:


### Data hosting

#### Data storage location:

Some companies are surprised to learn that their data is stored in a third country. SaaS provider is free to host their data in any country they choose, regardless of where their headquarters are located. Knowing the hosting country is crucial to ensure that the country in question has strong, strict and transparent legal and political stability.

If the data is stored in a trustworthy country, ensuring that the provider does not practice "temporary data transfer" is also relevant. This phenomenon, more frequently used by global IT providers, implies that the data passes through foreign servers before being stored in Switzerland. It is, therefore, essential to verify that this transfer is legal and complies with GDPR standards.

#### Reliability of the hosting provider:

Certifications standardize the information security of web hosts. Among them, the most recognized certification is ISO/IEC 27001.


### Data protection certification

Companies that outsource their critical systems and processes need to ensure that vendors have strict, independent controls over data management. One such independent certification is SOC 2, issued by the American Institute of Certified Public Accountants (AICPA) and used by organizations in the software-as-a-service (SaaS) industry. It assures customers that the organization has designed and implemented adequate controls for security, availability, processing integrity, confidentiality, and privacy. This standard has existed in the United States for many years and has a worldwide equivalent in ISO 270001.

![soc certification.png](https://wedo-assets.sos-ch-gva-2.exo.io/Frame_7soc_certification_3fa9275dcb.png)

Switzerland is considered to be behind the US and the rest of Europe concerning SOC 2 reporting. The first significant moves towards certification were made by large companies subject to strict regulations, such as the financial sector. These companies require their service providers to comply with the SOC 2 standard and provide an annual report to meet internal and external requirements. *1

### Authentication and account access

Software of any kind is a critical source of information for an organization. Thus, access to the tool must be secure, so it is recommended to inquire about the availability of the following features:

- Availability of two-factor authentication
- Availability of SAML authentication, if relevant for the customer
- Possibility of managing rights in a personalized way within the tool, in order to only give access to information to the persons concerned.

### Encryption

If a company uses a web application, it must ensure that the app in question uses an HTTPS connection secured by SSL certificates to prevent espionage on the web and email correspondence. In addition to encryption in transit, data encryption at rest prevents a situation like the one experienced by WinBiz and its customers.

### WEDO: the secure solution for collaboration in the financial sector

Sensitive topics and privacy policies are at the heart of employees' daily tasks in the financial industry. From task management to the content of all kinds of meetings, such as team meetings, bilateral talks, customer/insurer meetings, and board meetings, the traceability of discussions is as crucial as their discretion.

The WEDO SaaS software, developed and hosted in Switzerland, is a collaborative platform designed to address security challenges in sensitive sectors. Thanks to its task manager and its customizable meeting module, the platform makes it possible to share files and centralize the information necessary for team collaboration while giving the possibility to configure the access rights of each user.


::button-secondary[Learn more about security]{link="/security"}


## They trusted WEDO to manage their internal collaboration:
![wedo-customer-board-of-directors.png](https://wedo-assets.sos-ch-gva-2.exo.io/wedo_customer_board_of_directors_d91a634e29.png)

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



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

[^2]: Source : [KPMG](https://kpmg.com/ch/de/blogs/home/posts/2021/01/soc-switzerland.html)

Today, there is more public interest in the activities of the financial industry than ever before. Data protection is essential to prevent cyberattacks that can lead to data breaches, financial losses, and reputational damage.

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Collaborate securely in the financial sector

In this article published in the April 2023 issue of PME Magazine | Focus IT & Digital, we discuss the place of people in an environment that is becoming increasingly digital.

(Article only available in French)

![article dans le PME MAGAZINE | Digitaliser au profit de l’humain](https://wedo-assets.sos-ch-gva-2.exo.io/2903_PME_IT_1_19_1_91e9506501.png)

Digitizing, yes, but with the aim of raising the human element. David Dutch and Antoine Sudan, creators of the WEDO software, have always wanted to put the human element at the heart of the digitalization process of a company.

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PME MAGAZINE | Digitalising for the benefit of people

## What is agility?

According to Jérôme Barrand, head of the Institute of Organisational Agility in Grenoble, agility is the capacity of a company to be reactive, flexible and innovative. It must also be able to anticipate future changes in order to adapt to them. It cannot wait for the environment in which it operates to force it to do so.

To be able to face these challenges, human-sized work teams must be learning, connected and autonomous. The aim is for everyone to find their place in the team and thus have a global vision of the company's organisational systems. Also, the agile culture advocates a light but sufficient hierarchical framework. The human element as well as communication are central to the organisation[^1] [^2]

## SCRUM method

Different methods exist to help companies in their quest for agility. SCRUM, which originated in the IT world, but which is becoming more and more popular, is one of them and is very widespread. This iterative and adaptive method always seeks a collective optimum[^3]

The first form of SCRUM appeared in an article by Takeuchi and Nonaka in 1986. They compare the so-called traditional approach to "a relay race" and the so-called holistic approach to "a rugby scrum" (SCRUM). "The relay race is a development process where teams of specialists pass the baton to each other once they have completed their task.  In contrast, in the "rugby" approach, where specialists try to complete the task by passing the ball from back to front (as in a rugby team), the development process is totally different. [^4]

Indeed, the SCRUM method, officially developed by Ken Schwaber and Jeff Sutherland a few years after this first article, is based on short cycles called "sprints". These usually last between one and four weeks. Each sprint begins with a planning meeting where the team defines the goals to be achieved and the tasks to be accomplished. During the sprint, the team works independently to achieve the defined goals. Every day, the team meets for a short follow-up meeting called "Daily SCRUM". During this meeting, each team member presents what they have accomplished since the last meeting and what they plan to do during the day.

At the end of each sprint, the team meets for a retrospective, during which they evaluate their progress and look for ways to improve the development process for the next sprints.

The SCRUM method is particularly useful for projects that are subject to frequent changes or where it is difficult to plan all the details in advance. It allows for rapid delivery of high quality products, close collaboration between team members and better responsiveness to changes. [^5]

Unlike traditional project methods, SCRUM does not plan years in advance and present a solution only at the end of the project. The goal of SCRUM is to divide the business requirements into the smallest possible increments and thus deliver many, finished results in short intervals. In this way, it is possible to take action after each sprint should a requirement or priority change. This not only saves time and costs, but also keeps the process agile and customer-oriented.

## Why WEDO is ideal for an agile company

In accordance with the above explanations, it is understood that the agile method is in fact a culture and a state of mind that must be spread throughout the company. David Preti, in his article "Doing Agile" versus "Being Agile", also shares this vision:

>Agility is not defined by a set of practices, but rather by a state of mind that one cultivates.   [^6]

WEDO presents itself as the ideal tool to cultivate this mindset and share an agile culture within the company. Indeed, thanks to WEDO, it is possible to efficiently manage the different types of meetings of the SCRUM method, but not only. The collaborative platform also allows you to be permanently connected to information and to your team members. Whether you are working from home or from the office, communication is easy. In addition, WEDO's teams and workspaces make the company more responsive and better organised. Each team member can easily consult their tasks and have a clear overview of what they have to do. This task overview can also be displayed in Kanban view, which is particularly useful for project management.

## The limits of the agile method

But then why hasn't the agile method, which sounds so beneficial in theory, already found its way into all companies?

The fifteenth edition of the State of Agile report, produced by the company [digital.ai](https://digital.ai/), provides some answers. According to the report, the main problems identified by more than 1,380 people worldwide in the adoption and practice of agile are the following:

- Inconsistent processes and practices between teams - 46%.
- Organisational culture not aligned with agile values - 43%.
- Resistance to change from the overall organisation - 42%.
- Lack of competence/experience with agile methods - 42%.
- Insufficient leadership involvement - 41%.
- Insufficient management support and sponsorship - 40%.

The report states that the main challenges mentioned above have remained largely unchanged in recent years. [^7]

Interestingly, then, these problems are not new and unknown. Other articles on this topic also point out the same limitations.

In summary, it is essential for a company that wants to implement agility sustainably into its structure to consider the points mentioned above. The list is certainly not exhaustive, but it will help the company avoid certain mistakes on its way to agility. One thing is certain: agility is a real challenge, and as the saying goes, "it's worth the effort".


**Sources :**

[^1]: BARRAND, Jérôme, 2010. L’entreprise agile : agir pour une performance durable. Paris : Dunod. Stratégies et management. ISBN 978-2-10-054346-5. 658.515.

[^2]: BARRAND, Jérôme, 2012. Le manager agile : agir autrement pour la survie des entreprises. 2e éd. Paris : Dunod. Stratégies et management. ISBN 978-2-10-057460-5. 658.401.

[^3]: SCHMITT, Christophe, 2016. De la complexité de l’action dans les organisations. ISBN 978-2-940384-36-05.

[^4]: TAKEUCHI, Hirotaka et NONAKA, Ikujiro, 1986. Stop running the relay race and take up rugby. Harvard Business Review. 1986. pp. 11.

[^5]: SCHWABER, Ken et SUTHERLAND, Jeff, 2020. The Scrum Guide:The Definitive Guide to Scrum: The Rules of the Game. novembre 2020.

[^6]: PRETI, David, « Faire de l’Agilité » versus « être Agile » - Blogue Savoir Agile. [en ligne]. [Consulté le 6 décembre 2022]. Disponible à l’adresse : [https://savoiragile.com/2017/02/07/faire-de-lagilite-versus-etre-agile/](https://savoiragile.com/2017/02/07/faire-de-lagilite-versus-etre-agile/)

[^7]: [DIGITAL.AI](http://digital.ai/), 2021. 15th Annual State Of Agile Report. 2021.

In a world where everything is moving fast and change is permanent, a company must be agile. This article will explain how to become more agile in order to better face this growing complexity.

Drawings representing the concepts of agility in project management

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When agility becomes a necessity

How can you ensure optimal organization of your meetings?

Find out in the new issue of Erfolg magazine. The article explains the importance of assigning specific roles to the various participants.

Enjoy the read! (Article only in German)



::button-primary[Read the article]{link="https://wedo-assets.sos-ch-gva-2.exo.io/WEDO_ideale_Tool_5c1a6e5c9e.pdf"}

How can you ensure optimal organization of your meetings? Find out in the new issue of Erfolg magazine. The article explains the importance of assigning specific roles to the various participants. Enjoy the read! (Article only in German)

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WEDO, the ideal tool for efficient meetings

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Next webinar | Gantt chart : How to get your projects on track

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

Between meetings, Slack messages, and that never-ending list of to-dos, staying focused during the workday can feel like a lost cause. You start the day with good intentions, but end up bouncing between emails, task updates, and last-minute priorities. The result? Burnout, missed deadlines, and a growing sense that your day is managing you, not the other way around.

This is exactly what time blocking can help you prevent. Instead of reacting to tasks as they come, time blocking helps you take control of your schedule by assigning each task a specific window of time. It creates structure without micromanaging your day, helping you stay on top of important tasks, reduce context switching, and carve out space for deep, focused work.

In this article, we’ll explore what time blocking is, how it fits into a modern work management process, and why it’s especially effective when paired with the [right task management tools](https://wedo.com/guides/the-ultimate-guide-to-task-management-strategies-tools-and-best-practices), no sticky notes needed.

## What Is Time Blocking and Why It Works
Time blocking is a simple concept with a big impact. Instead of relying on a running to-do list or reacting to whatever’s most urgent, you schedule blocks of time in your calendar for specific tasks or types of work. That might mean dedicating 9:00 to 10:30 to reviewing client proposals, blocking out an hour in the afternoon for deep focus work, or carving out 15 minutes at the end of the day to tie up loose ends.

What makes time blocking so effective is that it shifts your mindset from “What do I need to get done today?” to “When am I going to do it?” You’re not just writing down tasks, you’re assigning them time, space, and attention. That structure reduces context switching, keeps you focused, and helps you follow through on what matters most.

It’s also one of the few time management techniques that scales well, whether you're [managing your own workload](https://wedo.com/blog/guide-to-managing-and-prioritizing-your-daily-tasks) or coordinating across a team. When used alongside meeting or task management tools, time blocking becomes even more powerful. You can connect specific tasks to your schedule, assign responsibilities to team members, and track how your time is actually being spent, all in one place.

In short, time blocking helps you stay intentional with your time, which is the foundation of any good work management process.

## The Benefits of Time Blocking for Individuals and Teams
Time blocking isn’t just a personal productivity trick. It’s a practical tool that improves how both individuals and teams manage their workload. That said, the real power of time blocking isn’t just about better planning; it’s about changing the way you approach work altogether. It forces you to be more realistic about your time, more intentional about your priorities, and more strategic about your energy.

![Graphic showing the benefits of time blocking for individuals (better planning, focus, fewer interruptions) and teams (task allocation, coordination, proactive work).](https://wedo-assets.sos-ch-gva-2.exo.io/benefits_of_time_blocking_en_d6e7f28002.png)

### For individuals
Time blocking acts like a daily reality check. Most people overestimate what they can get done in a day, and underestimate how long even “quick” tasks really take. By assigning tasks to actual time slots, you’re creating a natural filter. You start to recognize what fits, what doesn’t, and what needs to be delegated or dropped entirely.

It also helps tame the mental clutter. Instead of juggling everything in your head (or across ten open tabs), you offload the decision-making to your calendar. The result? Less stress, clearer focus, and a better chance of actually finishing what you start.

And when it comes to staying focused, time blocking is your best defense against interruptions. You’re less likely to dive into your inbox out of habit or jump between tools just to feel productive. Every hour has a purpose, and that purpose is clear before the clock even starts ticking.

### For teams
On a team level, time blocking improves coordination without requiring constant check-ins. When paired with the right tools, it gives everyone a shared rhythm. You can plan around each other’s deep work sessions, allocate resources more effectively, and reduce the friction of back-and-forth scheduling.

It’s especially useful when assigning tasks. Instead of guessing whether a team member has the bandwidth, you can reference their existing blocks and adjust timelines accordingly. That visibility leads to smarter planning and fewer missed deadlines.

Over time, time blocking helps teams move from reactive to proactive, not just putting out fires, but carving out time to focus on what actually moves projects forward.

## How to Start Time Blocking: A Step-by-Step Breakdown
Time blocking only works if it’s built on what actually needs to get done, not what you hope to get done. Here’s how to turn a long list of tasks into a daily schedule that makes sense, reduces stress, and helps you stay on top of your workload.

### Step 1: Start with your task list
Before you can block out time, you need a full picture of what needs to be done. That means gathering all your tasks in one place; no sticky notes on your desk, no mental checklists. Whether you're managing your workload in a notebook or using a dedicated work management tool, take a few minutes to list out everything on your radar: emails to send, documents to review, meetings to prep for, and anything else demanding your attention.

Pro tip: If you’re using a tool like WEDO, you can pull tasks directly from shared meeting notes or action items. This keeps everything centralized and actionable.

### Step 2: Identify what’s most important
Now that your list is in front of you, it’s time to sort the noise from the priorities. Ask yourself: What actually needs to get done today? Which tasks require deep concentration or high creative energy? These are the tasks you want to block time for first, the non-negotiables that move your work forward.

Don’t try to fit everything in. Time blocking forces you to prioritize tasks, which is half the battle of modern work management. If a task isn’t worth a dedicated time slot, it might not be worth doing today.

### Step 3: Estimate how long each task will take
Be realistic. This is where many people trip up; they block 30 minutes for something that routinely takes an hour. When in doubt, overestimate slightly, especially for tasks you’ve never done before. You’ll get better at this with practice!

Adding buffer time between tasks also helps prevent spillover and gives your brain a break, especially if your day includes meetings, collaborative work, or rapid context switching.

### Step 4: Block time in your calendar
Now comes the core part: assigning blocks. Open your calendar (or your project management software) and start placing each task into your day. Aim to block your high-focus work when you have the most energy (often mornings for many people) and place admin tasks or meetings during natural dips.

The goal is to be intentional. Instead of just reacting to what’s next, you’re telling your day what to look like.

And no, not every block has to be ultra-precise. You can create themed blocks like “email catch-up,” “project work,” or “creative time” if that feels more natural. What matters is that each block has a purpose.

### Step 5: Communicate when you’re in focus mode
If you're working as part of a team, time blocking is even more effective when your team members are aware of your focus time. Consider setting a visible “do not disturb” status or sharing your calendar with your team.

This creates space for uninterrupted work without creating silos. It also makes it easier for others to know when it’s a good time to reach out and when it’s not, which is especially helpful in hybrid or distributed teams.

### Step 6: Track, review, and adapt
No schedule survives first contact with the day, and that’s okay. The final piece of time blocking is reflection. Look at how your time was actually spent versus how you planned it. Where did things go off track? What took longer than expected? What didn’t need a block at all?

Use this feedback loop to improve your future blocks. Platforms for time tracking and analytics can help here, but even a simple end-of-day review is a powerful habit. Over time, you’ll get better at estimating, scheduling, and protecting the time that matters most.

## Integrating Time Blocking into Your Work Management Process
Time blocking works best when it’s not just a personal tactic, but a core part of how you organize, plan, and execute work. That means going beyond your calendar and weaving time blocking into your team’s work management process so it supports both individual focus and team momentum.

Here’s how to do that.

### Centralize your tasks
You can’t block time for tasks you can’t see. Scattered to-dos across email, chat, your brain, or ten different apps make it harder to stay focused. A [task management tool](https://wedo.com/blog/how-to-choose-the-right-task-management-tool-for-your-team) like WEDO brings everything into one place so you can track progress, assign ownership, and turn conversations into action items. Once tasks are visible and organized, it’s much easier to build your schedule around them.

### Plan time around real team workflows
Time blocking doesn’t mean isolating yourself. It means giving structure to your work within a collaborative environment. When your time blocks reflect team timelines, shared goals, and real availability, you’re less likely to miss deadlines and more likely to protect time for deep work.

This is where a connected work management platform like WEDO comes in. It helps you coordinate priorities, see what your team members are working on, and block your time accordingly. No more stepping on toes or waiting for updates. You have everything in view, in real time.

### Build in time for meetings and follow-ups
Meetings are unavoidable. What matters is what you do after them. Time blocking helps you schedule not just the meetings themselves, but the time to follow through. When you’ve already built a buffer to complete your meeting action items, you’re less likely to fall behind.

Platforms like WEDO help here too, turning meeting notes into tasks that can be immediately assigned, prioritized, and time-blocked, without switching tools.

### Reduce context switching by working in themes
Time blocking allows you to group similar tasks together to maintain momentum. Instead of bouncing between writing, planning, and admin work every hour, try blocking time for themed workflows: “client work,” “strategic planning,” or “inbox zero.” This cuts down on context switching and increases focus, especially when those blocks align with your team’s planning rhythms.

### Make it part of the rhythm, not a one-off trick
The most effective teams treat time blocking as part of how they work, not just a personal productivity experiment. By aligning your time blocks with shared tasks, team goals, and a consistent planning cadence, you create space for what actually matters. And when it’s all managed in one platform, the friction disappears.

## Common Mistakes to Avoid When Time Blocking
Now that we’ve covered the basics of how to time block and why it works, let’s talk about what gets in the way. Because the truth is, most people don’t fail at time blocking because the method is flawed. They just hit a few avoidable roadblocks.
Here are the most common ones and how to work around them.

![Illustration of common time blocking mistakes: over-scheduling every minute, underestimating task duration, vague time blocks, treating the schedule as rigid, and ignoring team rhythms.](https://wedo-assets.sos-ch-gva-2.exo.io/common_mistakes_to_avoid_when_time_blocking_en_2b8bfe5df9.png)

### 1. Trying to block every minute of your day
It’s tempting to fill every gap in your calendar with something productive. But if you don’t leave space for breathing room, you’re going to burn out. Meetings run long. Tasks take longer than expected. Unexpected priorities show up.
Give yourself margin. Leave buffers between blocks. Protect your energy, not just your time.

### 2. Underestimating task duration
If you keep feeling like you’re behind all day, this is probably why. Most people think they can do more in less time than they actually can.
Start by overestimating a little. Use your time tracking data if you have it. You can always adjust down once you get a better sense of how long things really take.

### 3. Being vague about what the block is for
Blocking time for “catch-up” or “project work” might feel like you’re planning, but in reality, those blocks are easy to ignore. The more specific you are, the easier it is to follow through.
Instead of “project work,” block time for “build client proposal deck” or “write Q2 budget summary.” Clear action means less decision-making in the moment, which means more getting things done.

### 4. Treating your blocks as immovable
Some people give up on time blocking after one chaotic day. But the point isn’t to follow your plan perfectly. It’s to have a structure you can adjust when things shift, because they will.
Move blocks around. Reassign them. What matters is that your priorities still have a place on your schedule, even if it changes.

### 5. Ignoring your team’s rhythm
If you’re blocking time without considering your team’s schedule, things can get messy. You might go heads-down just as a teammate is looking for input, or miss a key collaboration window because you didn’t see it coming.

Even if you can’t see everyone’s availability down to the hour, you can still plan smarter by aligning around shared [task deadlines and priorities](https://wedo.com/blog/how-to-stay-on-top-of-task-deadlines-and-due-dates). If your team uses a shared task management platform like WEDO, it’s easier to stay in sync without relying on scattered tools or constant check-ins.

After all, time blocking only works if it works for you. And that means being realistic, clear, and a little flexible. Don’t aim for perfection, aim for progress and a schedule you can actually stick to.

## How WEDO Supports Smarter Time Blocking and Workload Management
As we mentioned before, time blocking isn’t a magic fix. But when it’s part of a bigger system that supports focus, alignment, and accountability, it becomes easier to stick with and far more effective.

That’s where [WEDO](https://wedo.com/features) comes in.

While WEDO isn’t a time-blocking tool in the traditional sense, it gives you everything you need to organize your day around what actually matters. You can create and assign tasks in real time, capture meeting notes that turn into actionable items, and plan your workload around clear priorities and deadlines, all in one place.

Need to track follow-ups from a team meeting? Done. Want to see what’s on your plate before the week starts? Easy. WEDO helps you stay focused on important tasks, reduce context switching, and stay aligned with your team, without juggling five different tools.
It brings structure to your daily work and clarity to your weekly goals. And when you use it consistently, it becomes the foundation of a work management process that actually works.

**Ready to stay on top of your day and your team’s priorities?**
[Start your WEDO free trial](https://wedo.com/signup) today and see how it helps you turn meetings, decisions, and to-dos into real progress.


Discover how time blocking improves task management and productivity, and how WEDO helps you stay focused and in control of your daily work.

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How Time Blocking Helps You Manage Your Daily Workload

Have you ever started the day with good intentions, only to have emails, meetings, and last-minute requests completely derail your focus? You had a plan, maybe even a neatly written task list, but by lunchtime, you’ve barely touched the important work you meant to do. Instead, you’ve been bouncing between messages, putting out fires, and somehow adding more to your plate than you’ve checked off.

Sound familiar?

The problem often isn’t that you’re not working hard enough. It’s that without task prioritization, everything feels urgent, and you end up reacting instead of executing. Without a clear system to organize tasks, distractions take over, and the work that truly moves the needle gets buried.

That’s why good task management means so much more than making lists. tIt helps you stay organized, prioritize your tasks effectively, and structure your day so you can actually complete tasks, not just plan them.

This guide will walk you through how to schedule tasks, set due dates, and use task management tools to focus on what really matters. Whether you're juggling a growing workload, leading a team, or just trying to save time and work smarter, these strategies will help you cut through the noise and get things done—without the stress.

Let’s get started 🚀

## Why Most People Struggle with Task Management
You’re not alone if you feel like there’s never enough time in the day. Task management sounds simple—write things down, get them done—but in reality, most people get stuck in a cycle of reacting instead of prioritizing.

We won’t even mention reaching for your phone, getting lost in a personal conversation, or sneaking in a quick break. Let’s focus on the business side of things, where even the best intentions get derailed.

Here’s why:

**- Too many tasks, not enough time** – Without task prioritization, everything feels urgent. You start the day with a plan, but by noon, your task list has doubled, and the most important tasks are still untouched.
**- Constant distractions** – Emails, Slack messages, unexpected meetings… Your day gets sliced into a dozen tiny pieces. Every interruption steals focus, making it harder to complete tasks efficiently.
**- No clear system** – Writing things down is one thing; knowing how to organize tasks is another. When your workflow is scattered across sticky notes, notebooks, and half-updated task management tools, you waste time figuring out what to do next instead of doing it.
**- Task lists that never shrink** – Ever feel like you’re just moving tasks around instead of finishing them? Without due dates, clear priorities, and a way to delegate tasks, some things linger on your list for days (or weeks).

The result? Missed deadlines, mounting stress, and the constant feeling that you’re always playing catch-up.

But here’s the good news: managing your workload doesn’t have to be chaotic. The key is to stop treating all tasks as equal and start prioritizing tasks based on impact, urgency, and effort.

Next, we’ll show you exactly how to take control of your tasks, without working longer hours or burning out.

## How to Organize and Prioritize Your Daily Tasks Effectively
Let’s talk about structuring your workload so you can actually get things done. Writing a task list is easy, but sticking to it and finishing the right tasks at the right time is the real challenge. Without a clear system, it’s too easy to waste time on low-priority work while the most important tasks stay unfinished.

Here’s how to organize tasks, prioritize your tasks, and ensure you can complete tasks efficiently every day.

### Step 1: Capture All Tasks in One Place
Scattered notes, mental reminders, and a dozen half-updated apps will only make you feel more disorganized. If your task management system is fragmented, you’ll waste time figuring out what needs to be done instead of actually doing it.

- Start by centralizing everything in one place. Whether it’s a kanban board or a structured notebook, the goal is to make sure no task is forgotten or misplaced.
- Use a digital tool: A task management software like WEDO keeps everything organized while linking tasks to meetings, deadlines, and team members. This ensures follow-ups don’t slip through the cracks.
- If you prefer a manual system, commit to a single planner or notebook. Update it daily and avoid using sticky notes or loose scraps of paper for critical tasks.
By keeping your task lists in one place, you eliminate the stress of searching for information and create a reliable system that makes staying organized easier.

### Step 2: Categorize Tasks by Priority and Effort
Some tasks move you toward your long-term goals, while others are just busywork. The problem? Without a clear way to prioritize your tasks, it’s easy to get caught up in low-value work while truly important tasks get delayed.
Break tasks into clear categories so you always know what deserves your attention first. A simple but effective method is to group tasks based on urgency and importance:

- **Must-do today:** These are the high-impact tasks that must be completed by the end of the day. Missing these can lead to missed deadlines or delays for your team.
- **Should-do soon:** Important but not immediately urgent. These should be scheduled strategically so they don’t become last-minute emergencies.
- **Nice-to-do:** These tasks are useful but not essential. If time allows, work on them, but they shouldn’t interfere with your top priorities.
- **Delegate or eliminate:** Some tasks don’t require your direct attention. If possible, assign them to the right team members or remove them from your list entirely.

### Step 3: Break Large Tasks into Actionable Steps
One of the biggest reasons people procrastinate is that their tasks feel overwhelming. A broad task like “Launch a marketing campaign” has too many moving parts, making it hard to know where to start. Instead of letting large projects sit unfinished, break them into clear, actionable steps.

For example, instead of writing “Prepare quarterly report,” break it down into:

- Gather data from sales and marketing teams
- Review key performance metrics
- Draft report outline
- Finalize and format report
- Send for approval

This makes task progress more visible and helps prevent last-minute scrambling. If a task still feels too big, keep breaking it down until each step feels doable within a set timeframe.

### Step 4: Schedule Tasks into Your Day
A never-ending task list without structure will set you up for failure. If you rely on an open-ended list, you’ll likely spend too much time deciding what to work on instead of making progress. Instead of tackling tasks at random, schedule tasks into specific time slots.

- **Use time-blocking**: Assign dedicated blocks of time for focused work, meetings, and admin tasks. This prevents your entire day from being consumed by emails and interruptions.
- **Set realistic due dates**: Overloading one day while leaving another nearly empty creates an unbalanced workload. Set due dates that allow for steady progress instead of last-minute rushes.
- **Build buffer time**: Unexpected work will come up. If you schedule every minute of your day, one unexpected email or urgent request can throw everything off track. Leave space for flexibility.

A task management system should help you schedule tasks in a way that makes execution easier, not just track what you need to do. WEDO, for example, lets you link tasks to meetings so that follow-ups are scheduled immediately, reducing the risk of delays.

By structuring your tasks with clear priorities, breaking work into actionable steps, and scheduling effectively, you create a system that saves time and helps you stay focused.

Next, let’s explore some of the most proven prioritization methods that can help you refine your system even further.

## Proven Methods for Task Prioritization
Even with a structured task management system, knowing what to work on first can still be a challenge. That’s where prioritization methods come in. Different techniques work for different people, and the best approach is often a combination of methods that fit your workflow.

Here’s a breakdown of some of the most effective task prioritization strategies and how they can help you stay organized, complete tasks efficiently, and save time.

### Eisenhower Matrix: Sorting Urgent vs. Important Tasks
**Best for:** Gaining clarity on what truly matters
**How it works:** This method divides tasks into four quadrants based on urgency and importance:

- **Urgent & Important** – Do these immediately. These are high-priority tasks with pressing deadlines.
- **Important but Not Urgent** – Schedule these. These contribute to long-term goals but don’t require immediate attention.
- **Urgent but Not Important** – Delegate these. If possible, assign them to the right team members so they don’t consume your time.
- **Neither Urgent nor Important** – Eliminate these. If a task isn’t adding value, remove it from your list.

**Why it works:** Instead of treating everything as urgent, the Eisenhower Matrix forces you to prioritize tasks based on impact, ensuring that truly important tasks don’t get pushed aside by minor urgencies.

### Eat the Frog: Tackling the Hardest Task First
**Best for:** Overcoming procrastination

**How it works:** The concept is simple: start your day with the hardest, most important task (your “frog”). Once that’s done, everything else feels easier.

**Why it works:** People tend to delay difficult or unpleasant tasks, which only makes them more stressful. By completing tasks that require the most effort early in the day, you avoid spending mental energy dreading them.

### Time Blocking: Scheduling Focus Work
**Best for:** Avoiding distractions and managing time effectively
**How it works:** Instead of jumping between tasks all day, schedule tasks into dedicated time blocks on your calendar. Each block is assigned a specific task, such as deep work, email responses, or meetings.
**Why it works:** This method reduces context switching, which drains focus. It also ensures that high-priority tasks get done before your day gets filled with unexpected distractions.

### ABCDE Method: Structuring Workload by Importance
**Best for:** Systematically ranking tasks
**How it works:** Assign each task a priority letter to determine its importance:
**- A –** Critical tasks that must be completed today
**- B –** Important but not urgent; should be done after A tasks
**- C –** Nice-to-do tasks with minimal consequences
**- D –** Delegate these tasks if possible
**- E –** Eliminate these tasks if they don’t add value

**Why it works:** This method forces you to organize tasks based on real impact, making it easier to focus on the right work instead of getting lost in less important details.

### Which Prioritization Method is Best?
There’s no single best approach. Many people combine techniques to create a system that works for them.

For example:
- Use the Eisenhower Matrix to categorize tasks.
- Apply Eat the Frog to knock out the hardest task first.
- Use Time Blocking to structure your day.
- Rank remaining tasks with the ABCDE Method.

The key is to choose a system that helps you complete tasks efficiently without overcomplicating your workflow.

![Table comparing four task prioritization methods, Eisenhower Matrix, Eat the Frog, Time Blocking, and ABCDE Method, based on what they’re best for and how each works.](https://wedo-assets.sos-ch-gva-2.exo.io/blog_task_organisation_4_steps_en_d72172cbbf.png)

## Mistakes That Destroy Productivity
Even with the best task management system, bad habits can derail your progress. Many people set up a structured plan, only to find themselves falling into the same traps that keep them from getting things done.

Here are the most common mistakes that make task management tools ineffective and how to fix them.

### Overloading Your Task List
Writing down everything you need to do feels productive, but a never-ending task list can lead to decision paralysis. When your list is too long, you spend more time figuring out where to start than actually making progress.

**Fix it:**
- Keep your task lists realistic. Focus on your top three to five most important tasks per day.
- Use task prioritization techniques like the Eisenhower Matrix or ABCDE Method to ensure your list only includes meaningful work.
- Schedule secondary tasks for later in the week instead of cramming everything into one day.

### Not Accounting for Interruptions
No matter how well you schedule tasks, unexpected emails, urgent requests, and last-minute meetings will pop up. If your day is packed too tightly, a single disruption can throw everything off track.

**Fix it:**
- Leave buffer time in your schedule. Time-blocking is effective, but don’t schedule every minute of your day.
- Plan for deep work during hours when you’re least likely to be interrupted.
- If a new task comes up, decide immediately whether to delegate tasks, reschedule them, or eliminate them instead of reacting on the spot.
 
### Multitasking Instead of Focusing
Juggling multiple tasks might feel productive, but studies show that multitasking reduces efficiency and increases mistakes. When you split your focus, everything takes longer, and the quality of work suffers.

**Fix it:**
- Work on one task at a time. If you need variety, batch similar tasks together (like responding to emails all at once).
- Use kanban boards or a task management software to visually track progress so you stay focused on one item at a time.
- If you find yourself constantly switching between tasks, ask yourself if you’re working on important tasks or just reacting to whatever pops up.

### Letting Meetings Take Over
Unstructured meetings can easily eat into your important work time. Without a clear purpose, they become just another distraction.

**Fix it:**
- Only attend meetings where your input is necessary. Declining unnecessary meetings saves time management headaches.
- Use a task management tool like WEDO that integrates meeting takeaways into actionable tasks, so follow-ups don’t get lost.
- Set strict meeting agendas and time limits to keep discussions focused.

Fixing all these mistakes requires better structure, better tools, and better habits. The right task management softwarewill help you stay organized, track task progress, and ensure nothing slips through the cracks.

Next, let’s explore the best tools for managing daily tasks and how they compare.

## The Best Tools for Managing Daily Tasks
Now that we understand the human factors that make or break productivity—how we get distracted, procrastinate, or overload ourselves—let’s talk about the systems that help us stay on track.

As it’s probably clear by now, the right task management tool does more than just store your to-do list; it helps you stay organized, track task progress, and ensure important tasks get completed. Some tools focus on simple task lists, while others offer kanban boards, collaboration features, or automation for long-term goals.

Let’s take a look at how some of the most popular tools compare, so you can find one that fits your workflow and actually saves time instead of adding complexity.

![Comparison table of task management tools, Monday.com, Trello, Notion, ClickUp, OneNote, Asana, and WEDO, highlighting features like task lists, kanban view, task dependencies, subtasks, collaboration, meeting management, file sharing, and data hosting.](https://wedo-assets.sos-ch-gva-2.exo.io/How_to_Choose_the_Right_Task_Management_Tool_for_Your_Team_en_34ea7daf49.png)


Among these options, WEDO stands out as the best choice for most teams because it connects tasks to meetings and follow-ups, ensuring that nothing slips through the cracks. Instead of managing projects in one tool and meeting notes in another, WEDO seamlessly links them together, turning discussions into action items and making sure every task gets completed.

Want a deeper comparison? Read our full breakdown of [WEDO vs. other task management tools](https://wedo.com/blog/6-asana-alternatives-for-efficient-team-collaboration).

## Take Control of Your Daily Tasks with the Right System
At the end of the day, no matter which tool you use, it should help you focus, stay organized, and make real progress without constantly feeling behind.

The key is keeping it simple and sustainable. Prioritize wisely, schedule realistically, and don’t overcomplicate things with unnecessary steps. The best system is the one you can actually stick to—one that helps you stay on top of important tasks without drowning in endless lists.

WEDO is designed to do just that. It keeps tasks, meetings, and follow-ups connected, so nothing slips through the cracks. No scattered to-dos, no forgotten action items, just a clear, structured way to get work done.

Ready to manage and complete your tasks without the chaos? [Try WEDO for free today](https://wedo.com/signup)! 


Learn how to manage and prioritize your daily tasks with proven strategies, smart workflows, and the right tools to stay organized and productive.

The image shows a team meeting during which tasks are assigned to the project's contributors and stakeholders.

Guide to Managing and Prioritizing Your Daily Tasksen.svg

Guide to Managing and Prioritizing Your Daily Tasks

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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