You’ve tried spreadsheets, email threads, maybe even magic eight balls, yet projects still stall, priorities clash, and deadlines sneak up on you. If this sounds familiar, it’s time to rethink your strategy and look at two proven systems: Kanban and Scrum. Both belong to the broader agile framework for product development and project management, and both aim to bring clarity to chaos.

Scrum hands you sprints, short, fixed intervals where a defined group (Product Owner, Scrum Master, development team) tackles a set of tasks, then inspects and adapts at a sprint review. It’s rhythm with guardrails.

[Kanban](https://wedo.com/tag/kanban-2) hands you a board, lanes for each stage of work, limits on how much you start, and a focus on steady flow. No roles are carved in stone; your team tweaks policies as it learns.

In this article, we’ll explore both frameworks, compare their roles, rituals, and tools, and help you choose the one that fits your team’s rhythm.

## What Is Scrum?

[Scrum](https://scrumguides.org/) structures work into time‑boxed bursts, typically two to four weeks, so teams can ship bite‑sized updates at a steady clip. The goal is simple: break big projects into manageable chunks, inspect progress often, and adapt quickly.

### Defined Roles

- **Product Owner**: Owns the backlog, sets priorities, and answers questions about requirements.
- **Scrum Master**: Coaches the team on Scrum practices, removes impediments, and protects the team from distractions.
- **Development Team**: A cross‑functional group of team members who design, build, test, and deliver the work items.

These roles are non‑negotiable, no hybrids, no “part‑time Scrum Master.” Clear ownership keeps everyone accountable.

### Key Artifacts

- **Product Backlog**: The master list of features, bug fixes, and technical tasks, all ordered by value and urgency.
- **Sprint Backlog**: A subset of the product backlog chosen for the current sprint, complete with sprint goals and estimated effort.
- **Increment**: The sum of all “Done” work items at the end of a sprint. Every increment must meet the team’s definition of done.

### Core Events

1. **Sprint Planning**: Decide what goes into the sprint. The product owner presents high‑priority items; the development team commits based on capacity.
2. **Daily Scrum**: A 15‑minute standup. Each team member answers: What did I do yesterday? What will I do today? Any blockers?
3. **Sprint Review**: Demonstrate the increment to stakeholders, gather feedback, and update the product backlog.
4. **Sprint Retrospective**: Reflect on the sprint process, identify improvements, and plan changes for the next sprint.

### Cadence and Due Dates

Sprints enforce regularity. Because sprints are fixed in length, you get a predictable rhythm: you know exactly when the next sprint review will happen and when due dates are locked in. This makes forecasting easier and gives the team a clear “heartbeat.”

### Metrics

- **Velocity**: Average number of story points (or other units) completed per sprint. Used for forecasting future work.
- **Burndown Chart**: Tracks remaining work within a sprint to signal whether the team is on track.

Scrum works best when you need structure, defined roles, regular checkpoints, and clear due dates. It’s not magic, but it does bring a disciplined flow of work that many teams find invaluable.

## What Is Kanban?

[Kanban](https://www.icagile.com/resources/intro-to-kanban-what-it-is-how-it-works-benefits-and-core-principles) is an agile method centered on visualizing work items and managing the flow of work. It originated in manufacturing but has since been adapted for software and product development. Unlike Scrum, Kanban does not require fixed‑length iterations or prescribed roles.

### Core Principles

1. **Visualize Work**
    - Use a Kanban board with columns (e.g., “Backlog,” “In Progress,” “Review,” “Done”)
    - Each card represents a work item, such as a feature, bug fix, or task
2. **Limit Work In Progress (WIP)**
    - Set explicit limits on how many cards can be in each column
    - Prevents overloading the development team and highlights bottlenecks
3. **Manage Flow of Work**
    - Track how long cards spend in each stage (cycle time)
    - Aim for a steady, predictable throughput rather than bursts of activity
4. **Make Policies Explicit**
    - Define entry and exit criteria for each column
    - Clarifies expectations for team members and reduces ambiguity
5. **Implement Feedback Loops**
    - Hold regular reviews (e.g., weekly or bi‑weekly) to inspect flow and process
    - Adjust WIP limits or policies based on data and team feedback
6. **Continuous Improvement**
    - Use metrics like lead time (total time from request to delivery) to identify areas for improvement
    - Encourage every team member to suggest tweaks to the process

### Kanban Boards and Work Items

A typical [Kanban board](https://kanban.university/kanban-guide/) has columns that match stages of your workflow. Cards move from left to right:

| **Backlog** | **Ready** | **In Progress** | **Review** | **Done** |
| --- | --- | --- | --- | --- |
- **Work Items**: Each card includes a description, assignee (team member), and due dates if needed.
- **Swimlanes**: Optional horizontal rows for different priority levels or work types (e.g., “Urgent,” “Maintenance,” “New Feature”).

### Metrics

- **Cycle Time**: Time a card spends from “In Progress” to “Done.”
- **Lead Time**: Time from when a card enters the backlog to completion.
- **Throughput**: Number of cards completed in a period.

### Flexibility and Roles

[Kanban](https://wedo.com/blog/wedo-integrates-the-kanban-view) doesn’t mandate roles like Product Owner or Scrum Master. Team members share responsibility for pulling work, reviewing policies, and facilitating improvements. You can introduce roles as needed, but the method thrives on adaptability.

### Kanban Method Variations

- **Kanban for Ops**: Focus on rapid response to incoming issues, ideal for support teams.
- **Evolutionary Change**: Start with your current process, overlay a Kanban board, then evolve.

Kanban works well when priorities shift unpredictably, work items vary in size, and you need a clear view of the flow without the overhead of fixed‑length sprints. Continuous improvement is built in, letting you refine your process one tweak at a time.

## Key Differences Between Kanban and Scrum

Now that we’ve outlined each method, let’s revisit their main contrasts without retracing every detail.

### Structure and Roles

[Scrum](https://wedo.com/blog/when-agility-becomes-a-necessity) gives you guardrails: a Product Owner who owns the backlog, a Scrum Master who keeps the process honest, and a development team that delivers in sprints. Those roles don’t budge until the sprint ends. Kanban, as we saw, drops role requirements. Any team member can pull work, tweak policies, or coach peers, if you agree who does what, ownership can spread more evenly.

### Cadence and Planning

We’ve described sprints as fixed intervals with locked‑in goals and due dates. That predictability can feel like a heartbeat for planning. Kanban swaps that for a continuous flow: items move independently through your persistent board. You set due dates per card, not per sprint, and you can reshuffle priorities anytime, as long as you respect your work‑in‑progress limits.

### Board Management

In Scrum, the board resets each sprint. You clear out “Done,” refill with new items, and track progress until the next reset. Kanban boards persist. Columns stay put, and cards cycle through until done. This ongoing view makes it easy to spot long‑running work or chronic bottlenecks without rebuilding the board every few weeks.

### Handling Change

Sprint boundaries protect focus by freezing scope mid‑sprint. If an urgent bug appears, you wait for the next sprint or declare an exception. Kanban keeps its doors open: add, remove, or re‑prioritize cards anytime, provided you don’t exceed your WIP limits. That flexibility is a boon when work arrives unpredictably.

### Measuring Success

Scrum teams track velocity (story points per sprint) and use burndown charts to see if they’ll hit the sprint goal. Those metrics guide sprint forecasts. Kanban teams focus on flow metrics: cycle time (from “In Progress” to “Done”), lead time (from request to delivery), and throughput (items finished over a period). These numbers tell you how smoothly work moves and where to tweak.

### Continuous Improvement Rhythm

Both frameworks value learning. Scrum packs its inspect‑and‑adapt into a sprint retrospective at the end of each cycle. Kanban spreads feedback across regular improvement meetings or even on‑the‑fly discussions. You adjust policies and limits whenever the data or your gut says something’s off.

In short, if you want timeboxed guardrails, defined roles, and calendar‑driven due dates, Scrum fits the bill. If you need flexibility, a persistent view of work items, and the ability to change course at any moment, Kanban might be your best bet.

## When to Use Scrum

[Choose Scrum](https://wedo.com/blog/when-agility-becomes-a-necessity) when your project benefits from clear milestones, regular checkpoints, and well‑defined roles. If you need a Product Owner to prioritize the backlog, a Scrum Master to shield the team from distractions, and a development team to focus on a sprint’s worth of work, Scrum provides the structure you need.

Scrum shines in product development efforts where features build on one another. You can plan a series of sprints, each “called sprint” lasting two to four weeks, with set due dates that align to release dates or stakeholder reviews. The sprint review gives you a formal moment to demo work items to stakeholders, gather feedback, and refine the product backlog for the next sprint.

Teams that thrive on predictability also gravitate toward Scrum. Velocity (the average number of story points completed per sprint) lets you forecast how many sprints it will take to finish work items. If hitting dates matters (for a marketing launch, compliance deadline, or major product milestone), knowing when your sprint review falls provides reliable checkpoints.

Scrum frameworks also help new Scrum teams learn agile practices. The defined ceremonies like sprint planning, daily Scrum, sprint review, sprint retrospective create a repeatable rhythm. This rhythm can guide teams that haven’t yet mastered continuous improvement, giving them a safe container to inspect their process and adapt.

In short, when your work calls for strict sprint cadences, predictable due dates, and formal roles like Product Owner and Scrum Master, Scrum is likely the better choice.

## When to Use Kanban

Kanban is your go‑to when work arrives unpredictably, priorities shift often, or tasks vary widely in size. If your team handles support tickets, maintenance requests, or unplanned bug fixes, Kanban’s continuous flow lets you pull in urgent work without waiting for the next sprint.

You’ll set up a Kanban board, define stages that match your process, and assign explicit work‑in‑progress (WIP) limits. This keeps you from overcommitting: if “In Progress” is full, you finish existing cards before starting new ones. As cards move rightward, you track cycle time and lead time to spot bottlenecks and smooth the flow of work.

Kanban works well when you:

- Need flexibility on due dates. Instead of locking in dates for a sprint, you attach due dates to individual work items and adjust as you go.
- Want to minimize overhead. No mandatory sprint planning, daily standups, or sprint review, though you can borrow these ceremonies if they help.
- Aim for continuous improvement. Regular feedback loops, weekly flow reviews or quick retrospectives, let you tweak policies, column definitions, or WIP limits whenever you spot inefficiencies.
- Prefer visual transparency. A persistent Kanban board makes it clear what everyone is working on, what’s blocked, and what’s next, all without rebuilding the board each cycle.

In development teams where rapid response matters, Kanban is often a natural fit. It lets you balance demand against capacity, make flow issues visible, and improve steadily, one tweak at a time.

## Combining Scrum and Kanban: Scrumban

Sometimes the best answer lies between two extremes. Scrumban merges the rhythm of Scrum with the flow focus of Kanban, giving you structure without sacrificing flexibility.

### Why Scrumban?

- You like sprints for planning and reviews but want Kanban’s continuous flow to handle interruptions.
- Your team needs to limit work in progress to avoid context‑switching, yet still report velocity for stakeholders.
- You want regular retrospectives but also quick, on‑the‑fly adjustments to WIP limits or board policies.

![Infographic in English showing when to use Kanban, Scrum or Scrumban: unpredictable work, strict deadlines, flexibility, WIP limits, transition.](https://wedo-assets.sos-ch-gva-2.exo.io/Which_framework_fits_your_workflow_best_en_a9fc6e3696.png)

### How Scrumban Works

1. **Sprint Planning Lite**
    - At the start of a sprint, pick a small set of high‑priority work items, not a full sprint backlog.
    - Use this meeting to set goals, but leave room for new cards to enter the board when capacity frees up.
2. **Kanban Board with WIP Limits**
    - Maintain a persistent board with columns that reflect your workflow.
    - Apply WIP limits in critical stages, like “In Progress” or “Review,” to force focus and finish tasks.
3. **Daily Standups**
    - Keep the quick check‑in: What did you do yesterday? What will you do today? Any blockers?
    - Use the board during standups to make bottlenecks and progress visible.
4. **Sprint Reviews and Retrospectives**
    - Hold sprint reviews to demo completed work and gather feedback on deliverables.
    - Conduct retrospectives to identify process tweaks—both at the sprint level and for ongoing Kanban policies.
5. **Flow Metrics and Velocity**
    - Track cycle time and lead time to spot delays in the workflow.
    - Optionally measure velocity for completed work items to aid forecasting without overcommitting.

**When to Adopt Scrumban**

- Your team is comfortable with Scrum but needs more agility for unplanned work items.
- You’ve outgrown strict sprint boundaries and want a continuous improvement mindset woven into every day.
- You need to balance predictability (due dates, sprint reviews) with adaptability (WIP limits, dynamic priorities).

Scrumban can act as a stepping stone: Scrum teams can introduce Kanban principles gradually, while Kanban teams can adopt sprint cadences for better planning and stakeholder engagement. By blending routines and flow controls, Scrumban creates a hybrid that adapts to real‑world demands without adding unnecessary ceremony.

![Comparison table in English of Kanban, Scrum and Scrumban: structure, roles, metrics and best use cases.](https://wedo-assets.sos-ch-gva-2.exo.io/Kanban_vs_Scrum_vs_Scrumban_what_fits_your_team_en_ff6df415d3.png)

## Conclusion

Scrum and Kanban each bring order to the madness of product development. Choosing between Scrum and Kanban isn’t about right or wrong, it’s about fit. One method gives you scheduled cycles and role clarity, the other offers a live, pull‑based board and adaptive pace. If you need both predictability and flexibility, Scrumban blends planning checkpoints with on‑demand task intake.

[WEDO](https://wedo.com/features) takes these frameworks out of theory and into practice. With built-in Kanban boards, sprint planning tools, custom workflows, and real‑time analytics—all hosted securely in Switzerland—[WEDO](https://wedo.com/features) keeps every task, meeting, and deadline in one place. Whether you’re running a sprint review, tweaking your flow of work, or tracking cycle time, [WEDO](https://wedo.com/features) adapts to your process so your team can focus on what matters: getting things done.

Ready for a smoother workflow? [**Try WEDO** today](https://wedo.com/signup).

Discover whether Kanban, Scrum or Scrumban best fits your team. Learn their key differences, use cases, and how WEDO’s platform streamlines your workflow.

Illustration with a magnifying glass and a gear, next to the text: Kanban vs. Scrum: Which One Should You Use?

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Kanban vs. Scrum: Which One Should You Use?

Sometimes, you don’t need more tools to manage your work. You just need a better way to see it.

That’s the problem the Kanban board was designed to solve. It gives teams a clear view of what needs to be done, what’s in progress, and what’s already finished, without juggling endless checklists or buried updates.
Originally developed in manufacturing, the Kanban method is now one of the simplest and most effective ways to manage projects across software, marketing, operations, and more.

In this guide, we’ll explain what a Kanban board is, how it compares to Scrum, where it works best, and how to make it part of your workflow using the right tools.

## What Is a Kanban Board?
Let’s start from the beginning. A Kanban board is a visual way to organize work, track progress, and see what’s getting done, without digging through spreadsheets or inboxes.

At its core, it’s simple. You have columns that represent different stages of work, like “To Do,” “In Progress,” and “Done.” Tasks live on cards that move across the board as the work moves forward.

Most Kanban board apps follow this format, with features like due dates, checklists, tags, and assignees layered on top to help teams stay organized.

The idea comes from the original Kanban method, developed by Toyota to manage workflows on factory floors. Over time, it’s evolved into one of the most widely used techniques in modern project management, especially for teams that need flexibility and real-time visibility.

Whether you're managing a solo project or working with a full development team, the board’s purpose stays the same: make the work visible, limit what’s being worked on at once, and keep everything moving in the right direction.

And the best part? You don’t need a complicated setup to get started. A few columns, a few cards, and you’re already using a system that scales as your workflow grows.

## Kanban vs Scrum: What’s the Difference?
Kanban and Scrum are both popular frameworks within agile methodology, but they take different approaches to organizing work. If you’ve used task boards before, chances are you’ve encountered both, even if you didn’t realize it.

Let’s break it down.

![Image comparing Kanban and Scrum. Kanban is based on continuous flow, flexibility, work-in-progress (WIP) limits, and evolving priorities. Scrum relies on a structured approach with defined roles (Scrum Master, Product Owner), time-boxed sprints, and sprint planning with fixed deliverables.](https://wedo-assets.sos-ch-gva-2.exo.io/Kanban_vs_Scrum_Whats_the_Difference_en_6aedc0dd6f.png)

Scrum works in time-based sprints. Teams commit to a fixed set of tasks every two to four weeks, with structured roles like product owner, scrum master, and development team. It’s great for teams building toward a clear, deadline-driven release. The rhythm is tight, with regular planning and review sessions baked into the cycle.

Kanban, on the other hand, is continuous. Work doesn’t wait for a sprint to start or finish. Instead, tasks move fluidly through a kanban board, giving teams more flexibility to adjust as priorities shift. It’s ideal for handling a steady stream of work, whether that’s support tasks, internal projects, or content pipelines, without needing to reset everything every few weeks.

Where Scrum locks the sprint, Kanban teams focus on keeping things flowing. They often use limits on how much can be worked on at once (called the limit work in progress) to prevent overload and reduce blockers. And instead of sprint retros, they make small, regular improvements based on what’s actually happening in the workflow.

However, the two approaches aren’t opposites; many teams combine them. You might plan in sprints and track in Kanban. [WEDO](https://wedo.com/features) supports both ways of working, but its flexible task board setup makes it especially useful for teams who want real-time visibility and the ability to adjust as things change.

If your projects evolve quickly, involve cross-functional input, or don’t follow a strict sprint cycle, Kanban project management might be a better fit and easier to manage in a tool that’s built for flexible collaboration.

## How a Kanban Board Actually Works
A [Kanban board](https://kanban.university/kanban-guide/) turns a list of tasks into something you can see and move. The structure is simple: columns represent stages of work, and cards represent individual tasks. As a task progresses, its card moves from one column to the next, usually from “To Do” to “In Progress” to “Done.”

That movement isn’t just for show. It’s a way to visualize workflows, track real progress, and keep everyone on the same page without needing a meeting to check in.

Here’s what you’ll find on most digital kanban board apps:

- **Columns:** These are customizable, so they can match your actual process. A content team might use “Draft,” “Review,” and “Published.” A software development team might use “Backlog,” “In Progress,” “QA,” and “Released.”
- **Cards:** These represent tasks, user stories, or individual items of work. They often include a title, description, assignee, due date, and status.
- **Movement:** Cards move across the board as work happens. This is how teams get real-time updates on what’s active, what’s stuck, and what’s finished.

The board view creates clarity. Team members can see what needs attention without scanning through a long task list. When used consistently, a Kanban board helps spot bottlenecks early, like when too many tasks pile up in the “In Progress” column, so teams can refocus and rebalance.

One of the key principles behind the Kanban method is to limit work in progress. That means only working on a few tasks at a time, instead of trying to tackle everything at once, which keeps quality high and context switching low.

The result? A more focused team, fewer dropped tasks, and a system that’s always up to date, and not just when someone remembers to update the status.

## Kanban Board Use Cases
The beauty of a Kanban board is how easily it adapts to different kinds of work. Whether you’re part of a software development team, managing internal operations, or running creative projects, the same simple board structure can help you keep track of tasks, reduce friction, and deliver work with more consistency.

Here are some of the most common ways teams use Kanban project management to stay organized.

### Software Development and IT
Engineering teams often rely on Kanban for ongoing, fast-moving work, like bug fixes, support tasks, and feature rollouts. Each card might represent a user story, issue, or task, moving through stages like “Backlog,” “In Progress,” “Code Review,” and “Released.”

It’s especially useful when paired with Agile practices or as a flexible alternative for teams that don’t work in strict sprints. Software development teams also use visualization tools to spot bottlenecks, limit blockers, and review throughput over time.

### Product Teams
From roadmap planning to feature delivery, Kanban helps product managers and cross-functional teams keep track of priorities without losing momentum. Cards often include specs, mockups, or links to related documentation. The product owner can quickly see what’s in progress and whether any tasks are stuck or overdue.

### Marketing and Creative
Campaigns, content pipelines, and design requests all flow better with a board. A marketing team might set up columns like “Ideas,” “In Progress,” “Client Review,” and “Published.” Each card can have assignees, a due date, checklists, and file attachments, and the team gets a clear board view of progress at a glance.

### Operations, HR, and Admin
Kanban is not just for technical or creative teams. HR might track employee onboarding steps using a Kanban board. Operations teams can manage recurring tasks like inventory restocking or compliance reviews. Any team that needs to manage projects with repeatable stages can benefit from a Kanban board template that maps their workflow.

### Agile or Hybrid Teams
For teams that follow agile methodology, Kanban can complement or even replace Scrum processes. A scrum team might use a board to visualize the sprint backlog and progress during daily standups. Hybrid approaches like Scrumban blend the flexibility of Kanban with Scrum’s structure, giving teams the best of both systems.

Whether your team is co-located or remote, Kanban helps team members stay aligned without micromanagement. It simplifies coordination, improves visibility, and works for just about any kind of project.

## Choosing the Right Kanban Tools
If you want to get the most out of a Kanban board, the tool you use matters. Some apps keep it simple, while others add more structure for teams working across multiple projects. The best setup is one that matches how your team already works.
Here are a few things to look for when comparing Kanban board apps and project management tools.

### Customizable workflows
Your tool should let you create a board that [matches how your team actually works](https://wedo.com/features/tasks). That includes the ability to rename columns, change their order, and organize tasks based on the structure that makes sense for your project.

### Shared views that keep everyone aligned
A clear board view helps team members see what’s being worked on, what’s blocked, and what’s done. Everyone should be able to access the same task list and make updates in real time, without needing separate check-ins to stay in sync.

### Built-in task details
You’ll want a board that lets you assign work, set due dates, and add context to each card. This makes it easier to follow up, especially when multiple people are involved in a task or when deadlines are important.

### Real-time visibility
Updates should show up as they happen. A board that reflects changes in real time makes it easier to manage work without extra messages or duplicated effort. It also helps teams spot delays early, before they become actual blockers.

### Ties into how your team already works
A board is most useful when it’s part of your overall workflow. That means choosing a project management tool that doesn’t just show cards on a screen, but also supports how tasks are created, assigned, and completed, ideally without needing to switch platforms.

## Using a Kanban Board in WEDO
If your team already tracks tasks in WEDO, setting up a [Kanban board](https://wedo.com/tag/kanban-2) doesn’t require a new tool or extra steps; it’s already built into the way the platform works.

Each workspace in [WEDO](https://wedo.com/features) gives you a column-style board view, where tasks are organized by section. You can structure those sections to reflect your team’s actual process, whether that’s “To Do / In Progress / Done” or something more specific like “Planning / Approval / Launch.”

As work progresses, tasks can be moved across columns with a simple drag and drop. You’ll always have a clear visual of what’s active, what’s finished, and what might be waiting on input from others.

Every task card in WEDO can be assigned to one or more team members, with a clear due date, notes, and optional status updates. You can filter views by deadline, status, or assignee, which helps surface what needs attention without scanning the full board.

What makes WEDO especially useful is how your Kanban board connects with the rest of your work. Tasks created during meetings or added to a shared project space are automatically visible to the team, which means fewer things fall through the cracks.
You don’t need to manually copy notes or build separate task lists; everything stays in one place, updated in real time, and easy to follow.

![Video demo showing how the Kanban view works in WEDO: create, move, and track tasks across columns for clear team coordination.](https://wedo-assets.sos-ch-gva-2.exo.io/kanban_en_22cee3a3d5.gif)

Whether you’re managing a full project or just want to keep your daily work more organized, WEDO gives your team a Kanban-style setup that’s simple to use and flexible enough to grow with your workflow.

## Conclusion
A Kanban board does more than organize tasks. It helps teams see their work clearly, stay focused, and make steady progress. Whether you’re working in product, operations, marketing, or development, the Kanban method gives you a system that’s easy to understand and easy to stick with.

WEDO makes it simple to bring this approach into your team’s daily workflow. You can create tasks during meetings, organize them in a clear board view, and keep everything moving, without needing a separate tool just to stay on track.

Ready to manage projects with more clarity and less friction? Start your [WEDO free trial](https://wedo.com/signup) today.

Learn how Kanban boards work, how they compare to Scrum, and how to use them across teams with real-time visibility in WEDO.

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What Is a Kanban Board? Tools, Apps, and Project Use Cases Explained

## Managing a project from A to Z with WEDO

What are the main features related to project management? With WEDO you can :

* Prepare agendas for project meetings,
* Write the minutes of your project meetings in real time,
* Distribute tasks and follow up on them from one meeting to the next,
* Share important project files with project members,
* Inform all your stakeholders about the project's progress,
* Keep a global overview of all ongoing projects.

Let's discover these different steps together in detail.

## 1\. Create a workspace for the project

For each project, we advise you to create a specific workspace. WEDO also allows you to link your project to the team concerned. Through each workspace, you will find all the information you need to ensure the progress of your project.

A workspace is organized into 4 necessary tabs to manage your project:

* **The Info tab:** view the project's progress
* **Meetings tab:** find all the meetings organized within the framework of the project
* **Tasks tab:** track all tasks linked to the project
* **Files tab:** share important files related to the project

![](https://wedo-assets.sos-ch-gva-2.exo.io/2021_06_1_4bbf50e66b.gif)

For the _**Sustainable Development**_ project, I created a specific workspace by grouping the members concerned. For each project, you choose who can access the information in order to ensure the confidentiality of the data.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2021_06_1_4bbf50e66b.gif)

## 2\. Manage Project Tasks

From the **Tasks** tab of the workspace, you can list the different tasks to be completed within the project. You can schedule them in time, define their priorities and, of course, assign them to the different project members. **Tip:** Use the magic wand that appears at the end of the section to carry out these actions in a few clicks on a task list.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2021_06_2_b136c06349.gif)

In the task details section, you can add additional information. For example: the **planned date**, a **deadline**, a **file to attach** or a **comment** you want to leave to the person in charge of it.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2021_06_2_b136c06349.gif)

## 3\. Create custom fields by project phase

In the context of a project, it is possible that the fields proposed by default in the details panel are not enough for you. This is why we have developed a feature called **Custom Fields**. It is now possible to add fields in the task details area, for example: the duration of the task, a progress status, a progress percentage etc. The possibilities are endless! Each organization can therefore create **custom fields** according to its own criteria and needs.

Here, my **_Sustainable Development_** project is divided into 4 phases: **Pre-project**, **Launch**, **Development** and **Communication**. I have therefore created a custom field of the type "drop-down list" by adding the phases of my project in the options to choose from.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2021_06_3_ed508e37a7.gif)

These fields and their options are created from the network settings and can be applied to all tasks or only activated for tasks in a specific workspace/project. Note that at this time, only the administrators of your network are allowed to create custom fields via the network settings.

Another use case: I could **Add a custom field** of type **Number** in order to be able to enter the **Duration in minutes** of each task. For better readability, choose an **icon** to illustrate this field in the details panel.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2021_06_3_ed508e37a7.gif)

If I go back to my _**Sustainable Development**_ project, I can now add the **Duration in minutes** for each task.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2021_06_3_ed508e37a7.gif)

## 4\. Sort the project's tasks

WEDO is very flexible in terms of displaying tasks, by offering many alternatives to select from according to your needs. For example, you can sort the tasks **By deadline**, **By user** and even by **Project phase** thanks to our previously created custom field.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2021_06_4_29af741a41.gif)

All tasks in WEDO can be displayed in List view or in Kanban view. The latter allows us to visualize the tasks in the form of cards organized according to the project phases. It is then very easy to see who is doing what and for what deadline!

![](https://wedo-assets.sos-ch-gva-2.exo.io/2021_06_4_29af741a41.gif)

## 5\. Add a project status

In each workspace, you have the possibility to add a status. But what are the use cases for this feature? Here are some ideas...

The status of a workspace allows you to inform the members of the project about :

* The launch of the project,
* A detected risk (concerning resources or logistics for example),
* A possible delay (due to unexpected or an overload of work),
* Or more generally, important information during the project.

The use of statuses throughout the evolution of your project will give you a history of important events visible in the activity flow.

In my **_Sustainable Development_** project, I want to inform participants about the **Launch phase.** From the **Info tab**, by clicking on **Update Status,** I can determine if the project is **ON TRACK**, **AT RISK** or **OFF TRACK**. I can also choose the **Start date** and the **Deadline date** for the project.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2021_06_5_69c838bba8.gif)

To summarize:

* The **Project Status** will be visible at the top left next to the project title,
* The latest status will be visible at the very top in the **Info** tab,
* And finally, the history of the last statuses is visible in the **activity stream**.

Statutes are a simple and efficient way to inform members about the progress of your project.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2021_06_5_69c838bba8.gif)

## 6\. Organize project meetings

For the **_Sustainable Development_** project, the first project kick-off meeting has already taken place. In the Meetings tab, I find the minutes of this first meeting. Here is the agenda we created with the minutes which contains: information, decisions and tasks distributed among the project members.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2021_06_6_417448fab8.gif)

Today we are participating in the second meeting of this project for which we already have a validated agenda. As we start the meeting, we notice that the three tasks that were under Agathe's responsibility are now completed. It is very easy to follow the progress of the tasks from one meeting to the next!

![](https://wedo-assets.sos-ch-gva-2.exo.io/2021_06_6_417448fab8.gif)

At the end of the meeting, we can close the meeting so that WEDO can generate a minutes that can be accessed instantly.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2021_06_6_417448fab8.gif)

In the **Meetings tab** of the _**Sustainable Developmen**t_ workspace, you will find all the minutes of the meetings held to ensure the smooth running of your project.

## 7\. Share files with project members

To ensure smooth collaboration and to provide your team with the necessary documents, you can share files within your project. Important project files are visible in the **Files** tab of the workspace. Here, we find, for example, the **Risk Matrix** document that was discussed during the first meeting.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2021_06_7_627cd13051.gif)

Note that you can also upload files to be shared with members directly from the tab. WEDO's secure infrastructure offers you a safe solution for sharing files with different stakeholders.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2021_06_7_627cd13051.gif)

## 8\. Keep an eye on all projects in progress

Thanks to WEDO, you can get a global view of the different projects in progress. For example, if I want to follow the progress of the **Management** team's projects, I can do so in a few clicks. I can see that my **_Sustainable Development_** project is **ON TIME** and that its progress is 25%.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2021_06_8_224134f2fc.gif)

The same goes for the **Informatics** team. I can see all their current projects. In this case, I see that there are three projects in progress with different statuses. Here, the **Office 365 Migration** project is overdue and needs urgent discussion between managers.

From the list view, note that it is possible to sort projects by name, **status**, **progress** or **due date**.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2021_06_8_224134f2fc.gif)

For your information, workspaces that are not projects are identified as **continuous workspaces** and are distinguished by a gray progress bar. This global view allows you to keep an eye on all the projects in progress and to quickly see their status.

## Simple and efficient project management with WEDO

Through these different examples and use cases, we have shown you how WEDO allows you to easily manage different projects and how to ensure an efficient follow-up or the achievement of set objectives. Our collaborative tool is constantly progressing and other developments are already planned. However, right now, you are performing the basics of project management, namely:

* Share information with project members,
* Distribute responsibilities in the form of tasks,
* Allowing everyone to know how the project is progressing,
* Keep a global view on the projects in progress within your company.

Your organization is already working with WEDO and you want to implement an efficient project management? Discover the [Projects](https://help.wedo.swiss/en/collections/2435444-les-projets) collection in our help center!

You have a project to manage over three months with a long list of tasks, weekly meetings and important files to share with the project members? We have the solution to simplify this work that can sometimes be tedious! Discover 8 WEDO features that will help you reach your goals and complete your project in the best working conditions.

A woman standing at the head of a conference table addressing her team, overlaid with the text “How to manage a project with WEDO?” and “Use case”

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How to manage a project with WEDO?

Custom fields allow you to add detailed information to the tasks of your network in a structured manner. There is an infinite number of use cases possible with the 6 predefined types that we offer.

## Use case

In this article we propose three use cases to help you understand the custom fields:

* Add a custom field to estimate the duration of the tasks,
* Add a status on the tasks linked to a project,
* Add services concerned with management’s tasks

In a general sense, a custom field can be available on all the tasks of the network, or only in one or several workspaces.

## Add a custom field to estimate the duration of tasks

To create a new custom field, go to _Profile > Settings > Custom fields_ tab. Then click **Add custom field.**

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_07_diapositive1_1304187a99.png)

A window will pop up asking you to choose among six types of fields. To estimate the duration of tasks in minutes, you will need to select “Number”. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_07_diapositive2_5d4f3a2160.png)

Enter a name for your custom field and choose an icon to represent it in the details pane of your tasks. You can then choose to make the custom field available on all your tasks, or if you only want it to be available in one or several workspaces. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_07_diapositive3_b2e0359b5a.png)

Then, click **Save.** 

Next to each task of your network will now appear the field “Duration in minutes” in the details pane of the task, with the icon you have chosen:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_07_diapositive4_be95a31753.png)

## Add a status on the tasks linked to a project

To create a new custom field, go to _Profile > Settings > Custom field_ tab. Then click **Add custom field.**

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_07_diapositive1_1304187a99.png)

For a status on the tasks of a project, the appropriate custom field will be “Dropdown list”.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_07_diapositive5_c7b63ba24d.png)

Enter a name for your custom field and choose an icon to represent it in the details pane of your tasks. Then select the second option: “No, I want to choose in which workspaces it’s available”. 

You can then enter the different status that you would like to have in your project: 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_07_diapositive6_ff141f8924.png)

Note that you can choose a different color to represent each status. 

To activate the field in a workspace, you need to go to the settings of the workspace in question (here, it is _Zero Paper Project_) and select the _Custom fields_ tab. The list of custom fields available for activation will appear. You can then choose to **Activate** the field that interests you for this project.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_07_diapositive7_5ef6596455.png)

From now on, you can select the status of each shared tasks in your Zero Paper Project.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_07_diapositive8_4d33c7a613.png)

Note that you can also sort the tasks according to their status:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_07_diapositive9_39b8b2d33c.png)

## Add the services concerned with the management’s tasks

To create a new custom field, go to _Profile > Settings > Custom field_ tab. Then click **Add custom field.**

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_07_diapositive1_1304187a99.png)

Here, you will need to select “Multiple choice”. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_07_diapositive10_b54ff0cc41.png)

Enter a name for your custom field and choose an icon to represent it in the details pane of your tasks. Then select the second option: “**No, I want to choose in which workspaces it’s available**”, enter the different “Services” and click **Save.**

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_07_diapositive11_4a5008f16c.png)

To activate the custom field in the _Management_ workspace, you need to go to the settings of the workspace in question and select the _Custom fields_ tab. The list of custom fields available for activation will appear. You can then choose to **Activate** the field that interests you for this workspace.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_07_diapositive12_9dda7c3f4b.png)

You now have the possibility to choose one or more services for each task that is in the Management workspace. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_07_diapositive13_ba2da623cc.png)

## Sharing tasks and custom fields

If you share a task in a workspace, the available custom fields of the workspace will automatically appear in the details pane of the task. If you remove a task from a workspace, the custom fields will simply be masked. This flexible system offers you to share tasks that will remain intact and no data will be lost. 

**We can improve WEDO thanks to your feedbacks. Please let us know if you have any suggestions or ideas to improve and develop our tool.** 

Custom fields allow you to add detailed information to the tasks of your network in a structured manner. There is an infinite number of use cases possible with the 6 predefined types that we offer. 

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Custom fields

## Sections in WEDO

For a few weeks now, WEDOhas made it possible to choose the sorting of task lists: by date, by due date, by user, by workspace and by priority.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_04_diapositive1_89876a0b24.png)

The sections are automatically created according to the chosen sorting mode.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_04_diapositive1_89876a0b24.png)

## Switch from the list view to the kanban view

In each task list, there is a button to switch from the list view to the kanban view.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_04_diapositive2_a0965a0cfd.png)

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_04_diapositive2_a0965a0cfd.png)

Sections are automatically transformed into columns and tasks appear as cards that can be moved from one column to another.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_04_diapositive3_a5f941acbc.png)

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_04_diapositive3_a5f941acbc.png)

Moving a card from one column to another changes its properties. For example: By sorting the tasks by user with the kanban view display, you can assign the tasks to different people by moving them to the corresponding person column.

## Create your own sections

Let's imagine that you want to create a workspace for _**Project Y**_ that consists of four phases. The four phases are _Pre-project,_ _Launch, Development, Communication_.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_04_diapositive4_bf9039232d.png)

Create the Project Y workspace then go to its _Settings_ \> _Custom sections_ tab. Enter the four phases and move them in the desired order. In the _Default View_ tab, you can choose the sort and view that should be selected by default in this workspace.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_04_diapositive5_55ff0e3243.png)

Here's the result:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2017_04_diapositive5_55ff0e3243.png)

Note that tasks sorted by section can be organized manually in the desired order.

## Conclusion

Thanks to the Kanban view, manage your projects visually. The kanban view makes it easy to monitor the progress of projects and the custom sections allow you unlimited use cases: project milestones, progress statuses, groups by department, and more.

## Also to be discovered in this version

Custom sections can also be used in checklist templates.

The sorting of tasks has been improved for greater simplicity and understanding.

The **_Organize_** button has been moved to each section to allow a more precise and intuitive use of the functionality.

A new option in the _**Organize**_ button allows you to set deadlines on the fly for tasks.

It is now possible to create folders in the main menu to group workspaces. Example folders: _Departments, Projects_, etc. To create folders, go to your _Profile_ \> _Network Settings_ \> _Menu_ tab. Here you can create folders and drag and drop the different workspaces to organize them. Note that the changes you make are valid for all users on the network.

Finally, the _Files_ tab automatically groups all files related to sessions or tasks in each workspace. First steps in document management in WEDO? Possible...

For all those who prefer to work visually: discover the Kanban view.

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WEDO integrates the kanban view

Trello

Asana

Decisions

Monday.com

eSéances

MS Teams

MS Planner

OneNote

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

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

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

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

Let's get started!


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

In a digital ecosystem where cyber threats are constantly evolving, protecting strategic data is no longer an option—it is a governance imperative that WEDO has prioritized since its inception. Today, we are immensely proud to announce that WEDO has officially achieved **ISO/IEC 27001:2022 certification**, the international benchmark for Information Security Management Systems (ISMS).

This achievement strengthens an already robust data culture: WEDO was already compliant with the **SOC 2 Type II** standard. While SOC 2 Type II validates the operational effectiveness of our security controls over a specific period (focusing on confidentiality and availability), ISO 27001 adds a comprehensive and standardized global management framework. Together, these recognitions crown a deep structural investment and confirm that our operational, technical, and human processes meet the most rigorous security requirements in the world.

![Logo SOC 2 Type II et ISO 27001](https://wedo-assets.sos-ch-gva-2.exo.io/Image_1_4f6bcc7451.png)

## A Proven Trust Framework for Orchestrating Your Activities

For a B2B SaaS like WEDO, specializing in meeting management and task tracking, the confidentiality of exchanges is the essential prerequisite for seamless collaboration. Whether it involves board meeting minutes, strategic decisions, or sensitive project management, your data’s integrity is guaranteed by an independently certified framework, validating the high-security protocols we already apply daily.

## The Pillars of Our ISO 27001 Compliance

Obtaining this certification, following a rigorous process initiated in September 2025, required a strict external audit of our systems. Here are the concrete measures that structure our work and development environment:

- **Governance and Risk Management:** Systematic identification of potential vulnerabilities and implementation of proactive mitigation measures.
- **Rigorous Access Control:** Strict application of the "least privilege" principle and strong authentication for all employees and infrastructure.
- **Physical and Environmental Security:** Rigorous selection of our hosting partners in Switzerland, who themselves meet Tier IV and ISO 27001 standards.
- **Data Encryption:** Widespread use of end-to-end encryption for data in transit (TLS 1.2+) and at rest (AES-256), ensuring total isolation of your information.
- **Business Continuity (BCP/DRP):** Implementation of business continuity and disaster recovery plans, guaranteeing high service availability and rapid data restoration in the event of a major incident.

![An infographic featuring the central ISO 27001 logo surrounded by five key compliance pillars: Data Encryption, Physical and Environmental Security, Rigorous Access Control, Business Continuity (BCP/DRP), and Governance and Risk Management.](https://wedo-assets.sos-ch-gva-2.exo.io/Image_2_en_d49f381322.png)

## A Strategic Asset for Regulated Sectors

This certification allows WEDO to confidently support companies facing stringent regulatory requirements (nLPD/FADP, GDPR, FINMA). It serves as an additional, **essential guarantee of compliance for:**

- **[Financial Institutions and Insurance](https://wedo.com/blog/collaborate-securely-in-the-financial-sector):** Where decision traceability and the protection of professional secrecy are non-negotiable.
- **Public Administrations:** Subject to increasingly frequent security audits.
- **[The Healthcare Sector](https://wedo.com/blog/the-importance-of-hds-certification-in-the-healthcare-sector):** Where medical secrecy and secure exchanges between hospital management bodies are critical. This certification strengthens our ability to handle sensitive data within the strictest confidentiality frameworks.
- **[The Industrial Sector](https://wedo.com/blog/data-security-and-protection):** Concerned with protecting intellectual property and operational planning.

## Security as a Process of Continuous Improvement

Achieving the ISO 27001 standard is not an end point, but the formalization of an already well-established cycle of continuous improvement. WEDO is committed to maintaining this level of excellence through regular internal audits, annual penetration tests, and constant technological monitoring.

By choosing WEDO, you opt for a solution where productivity never comes at the expense of security.

**To learn more about the security of the WEDO platform:**
You can consult the details of our commitments and our compliance reports directly on our website.

::button-secondary[Visit the Security Page]{link=https://wedo.com/security}

Or [contact our Chief Information Security Officer](mailto:security@wedo.com) for any technical questions.

WEDO achieves ISO/IEC 27001:2022 certification. Insights into our ISMS, SOC 2 alignment, and advanced security controls for highly regulated industries.

WEDO is now ISO 27001 certified! Discover how this international standard enhances data security and provides a trusted framework for your business management.

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ISO/IEC 27001 Certification: WEDO Reaches a Key Milestone in Information Security

Let’s talk about the most expensive room in your office. It’s not the server room. No, it’s not the CEO’s corner office either. It’s the conference room (or the Zoom room).

Let’s take a look at the statistics: [The average executive spends 23 hours a week in meetings](https://hbr.org/2017/07/stop-the-meeting-madness). That is more than half of their working life. And still, studies show that nearly 50% of those meetings are considered a waste of time.

The financial damage doesn't stop when the meeting ends. There is a phenomenon known as "meeting recovery syndrome." The mental exhaustion that employees feel after a poorly run, unproductive meeting. They don't just go back to their desks and start working. They vent to colleagues, stare at the screen to reset their focus, or simply, procrastinate.

For too long, organizations have treated meeting effectiveness as a ‘soft skill’ or a cultural issue. They assume that bad meetings are just a fact of corporate life, like bad coffee or traffic.

This is a mistake.

Meeting effectiveness is a measurable financial lever. When you optimize your meetings, you are unlocking a return on investment (ROI) that impacts three phases: how you prepare, how you execute, and how you follow up.

![An hourglass illustrating the concept of "time is money." Sand flows down, turning into gold coins, with a clock face at the top, emphasizing productivity value.](https://wedo-assets.sos-ch-gva-2.exo.io/Image_1_469b8de0cb.png)

## Time is Money: Calculating the Hard Costs
Let’s skip the corporate buzzwords and look at the math.

Imagine a standard weekly status meeting. You have 10 participants. Let’s assume an average ‘burdened’ hourly rate (salary + overhead) of $100 per person.

- 10 people x $100/hour = $1,000 per hour.
- If that meeting runs for 90 minutes, you have just spent $1,500.
- If you hold that meeting weekly, that is $78,000 a year, spent on one single meeting.

Now, ask yourself: Did that 90-minute session produce $1,500 worth of value? Did it contribute to completing a project? Or was it just a bunch of updates that could’ve been an email?

Every hour your team spends in a vague ‘catch-up’ session is an hour not spent on strategic growth, billable client projects, or product development. This is the visible cost.

But there is also the "shadow work" of meetings. The hours spent hunting for old minutes in shared drives. It’s the EAs chasing executives for updates. It’s the manual typing of notes from a notebook into a Word doc. Studies suggest that knowledge workers spend up to 20% of their workweek just searching for information. By centralizing your meeting documentation and tasks, you hand your team back one full day of productivity every week.

![An infographic highlighting high-stake ROI use cases: governance for Boards of Directors, retention for HR and Managers, and workflow unification for Project Teams.](https://wedo-assets.sos-ch-gva-2.exo.io/Image_2_en_0820a90a81.png)

## The Soft ROI of Accountability and Transparency
While hard costs are easy to calculate, the "soft ROI" often has a bigger impact on your company’s long-term health.

How often have you heard (or asked) the question: "Wait, didn't we decide that last time?"

That sentence is the sound of money burning. When decisions are forgotten, projects stall. There is immense value in structured agendas where everyone can contribute. When employees are allowed to add items to an agenda, they feel invested. This reduces the feeling of helplessness that leads to burnout.

For Boards and Executive Committees, the ROI is found in security and governance. In high-stakes environments, "talk" needs to become "law." You cannot rely on a loose email thread to confirm a budget increase or a merger strategy. Using tools that offer digital voting and electronic signatures turns a discussion into a binding record. You can securely lock minutes, request signatures, and archive the decision legally. The ROI here is risk mitigation, ensuring that your governance is bulletproof.

## The Three Pillars of Meeting Effectiveness
To capture this ROI, you cannot just ‘try harder.’ You need a system built on pillars.
### 1. Preparation (The "No Agenda, No Meeting" Rule)
The most productive meetings happen before the meeting starts. [If there is no agenda, there is no meeting](https://wedo.com/blog/how-to-create-a-productive-meeting-agenda). Period! But a static agenda isn't enough. You need shared agendas with attached files. If the financial report is attached to the agenda item, participants read it beforehand. This allows the meeting to be about deciding on the numbers, not reading them. This shift alone can cut meeting times by 30%.

### 2. Execution (Real-Time Documentation)
The ‘transcription lag’ is the enemy of momentum. In a high-ROI meeting, the minutes are written live. Using a dedicated platform allows for real-time note-taking. By explicitly defining a strict duration for each agenda item, you establish a formal framework that keeps the discussion on track.. You walk out of the room with the minutes 95% complete, eliminating the post-meeting administrative hangover.
AI is further transforming the landscape: thanks to the transcription of recordings, taking notes is now seamless. Certain tools can even synthesize discussions directly to highlight the most important points. This saves the note-taker a considerable amount of time and guarantees that all critical decisions are accurately captured.

### 3. Follow-up (Closing the Loop)
This is where the money is made. A meeting without action is just empty words. You must create a "task-meeting link." When a task is assigned during the meeting within your platform (like WEDO), it is linked directly to the discussion point. You can click on a task and see exactly why it was assigned and what the context was. This context prevents tasks from slipping through the cracks and ensures that "to-dos" actually get "done."

![Un diagramme architectural illustrant les trois piliers de l'efficacité des réunions : 1. Préparation (la règle "pas d'ordre du jour, pas de réunion"), 2. Exécution (documentation en temps réel), 3. Suivi (bouclage de la boucle).](https://wedo-assets.sos-ch-gva-2.exo.io/Image_3_fr_1_f8d7cbc372.png)

## Use Cases for High-Stake ROI
Improving meeting effectiveness isn't one-size-fits-all. It looks different across the organization.

- **For the Board of Directors:** The ROI is **governance**. Boards need a secure environment where sensitive documents are encrypted, and minutes are legally signed. The efficiency comes from streamlined board packs and the ability to audit decisions years later instantly.
- **For HR & Managers:** The ROI is **retention**. One-on-one meetings are often treated as box-ticking exercises. But when structured correctly, they become engines for employee development. A clear history of previous discussions shows the employee that their growth is being tracked and valued.
- **For project teams:** The ROI is the **unification of workflows**. Rather than scattering information across a task manager, a calendar, and a messaging app, the real value comes from using a single tool that links meeting follow-ups to the resulting actions. By centralizing documents, processes, and tasks within their original context, you eliminate confusion and the time wasted searching for information. This approach ensures that teams (whether remote or hybrid) have all the necessary project elements in one place for an uninterrupted execution.

![An infographic highlighting high-stake ROI use cases: governance for Boards of Directors, retention for HR and Managers, and workflow unification for Project Teams.](https://wedo-assets.sos-ch-gva-2.exo.io/Image_3_en_1_7f64a38687.png)

## Conclusion: From Cost Center to Growth Engine
It is time to reframe how we view meetings. For decades, meetings have been viewed as a necessary evil, a "cost center" that drains resources. But when managed correctly, meetings transform into a growth engine.
Effective meetings aren't about having fewer meetings (though that often happens naturally). They are about making sure that every single meeting leads to action. Organizations that master meeting management see faster project delivery, clearer communication, and significantly higher employee satisfaction.

You invest in your sales software. You invest in your marketing tools. Why are you not investing in the one activity that consumes 50% of your executive time?

Ready to reclaim your organization's time and stop the financial leak?
[Try WEDO for free today.](https://wedo.com/signup)


The conference room is the most expensive room in your office. Discover the true cost of bad meetings and how to turn them into a measurable ROI.

Illustration of a unified team lifting a large blue arrow made of puzzle pieces, symbolizing collaboration and collective success.

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The ROI of Improving Meeting Effectiveness in Your Organization

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 speaking on the phone with colleagues blurred in the background, overlaid with the text “How to make an executive assistant’s daily life easier” and “Use case”

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Making daily life easier for executive assistants

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

## Key topics for a bilateral meeting

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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