When we are used to working with our colleagues on a daily basis, it is not easy to opt for telework while maintaining our efficiency. But then how can we encourage teamwork and maintain the management of our projects and meetings remotely?

First of all, it is a matter of opting for simple and intuitive collaborative tools that will guarantee the efficiency of your teams. Offer your employees optimal visibility by bringing together the essence of your activities on a collaborative platform.

WEDO is a web-based solution that allows you to collaborate with your colleagues easily, even remotely. With WEDO, keep working on your projects through workspaces and collaborative task management. Prepare your meetings all together and conduct them using an attached videoconferencing solution to meet virtually with participants. Share your screen during video meetings so that all participants are on the same wavelength.

WEDO is an ideal ally for teleworking! We explain it to you in this article.

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

## Prepare your remote meetings in a collaborative way

To ensure the smooth running of a remote meeting, the speakers must be prepared in the same way as for a physical meeting. 

With WEDO, each participant can complete agenda items from their account. Items can be complemented with paragraphs, files and tasks to ensure the efficiency of your future digital exchanges. Participants can also enter private notes if they wish to personally prepare their future interventions for the virtual meeting. Once the agenda is completed, set the date and time for the videoconference with the various participants so that everyone can take part in the exchange at the appropriate time.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2020_03_1_remote_with_wedo_1_1024x575_913567cc38.png)

## Opt for a videoconferencing solution

At WEDO, we are used to working remotely while ensuring active collaboration. We have therefore opted for solutions such as _Zoom_ or _Slack_ to maintain the link between our team members even when they work from home.

It is entirely possible to use WEDO to manage your meetings via videoconferencing. In combination with our tool, you can choose the additional solution that best suits your needs. The videoconferencing solutions offered by _Zoom_, _Slack_ or _Microsoft Teams_ allow you to share your screen with all the participants in order to facilitate your virtual meeting. If you have not yet mastered the art of remote meetings, don't hesitate to do a few tests before your first meeting to make sure you have the tool in hand.

During the video meeting, the editor completes the report in real time. The dynamic and instantaneous note-taking allows you to keep track of the discussions. After your video exchanges, your teams are directly operational and can access a support allowing them to monitor operations even remotely.

To ensure that your teams can work remotely, opt for a video conferencing solution and combine it with WEDO to collaborate and manage your team meetings in any situation.

Note that for each solution, you can opt for video or audio only communication. So that your digital exchanges look like real meetings, focus on video communication :-)

_Zoom_ is our preferred video conferencing solution at WEDO for networking, product demonstrations and remote support cases. Using a simple link, participants join a virtual room and take part in the meeting. The tool is interesting because it does not require any prior installation for all participants. Only the organizer of the meeting has to create an account in order to generate a link for his colleagues to access the virtual room. Moreover, with _Zoom_, each participant has the possibility to share their screen. The solution is free as long as your meeting lasts a maximum of 40 minutes and has less than 100 participants.

Do like us, use WEDO in conjunction with Zoom to ensure your remote meetings run smoothly.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2020_03_2_remote_with_wedo_1_1024x575_cd9771be5e.png)

## Share your tasks with your teams via collaborative workspaces

Beyond meeting management, WEDO allows you to create workspaces to ensure collaboration between your teams. A workspace is simply a group of people with whom you can share meetings and tasks. Create workspaces to manage your meetings, departments or projects.

In telework, it is not always easy to find the right practice for asking questions, seeking advice or soliciting feedback. The platform's integrated feedback system allows you to quickly talk to a colleague without having to resort to email or telephone contacts. From these collaborative spaces, communicate effortlessly by commenting on tasks to share important information. Keep track of ongoing tasks while keeping communication simple and intuitive.

With fewer direct interactions, the workspaces are your best allies in continuing to convey information, keep you up to date on current affairs and ensure the progress of your teams' various projects and actions.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2020_03_3_remote_with_wedo_2_1024x575_23dcc250c5.png)

## Share files with your teams

Each workspace contains a **Files** tab that functions as a folder. This allows you to share various documents with your entire team. It is also possible to take these files and attach them to tasks or agenda items for your meetings.

Provide your teams with all the documents they need for their daily work. Your employees will have all the equipment they need to carry out their work, whether they are in the office or at home. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2020_03_4_remote_with_wedo_1_1024x575_3387e97b8e.png)

Through this article, we have highlighted various solutions that allow you to work efficiently in a team, even from a distance! Simply choose tools that will facilitate collaboration and ensure simple and efficient communication. A collaborative platform such as WEDO will allow you to gather in one place all the information essential to the smooth functioning of your team.

Do you want your teams to be able to collaborate easily even remotely?

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

**Info**: WEDO offers chat support! We interact daily with our users and usually respond to them in less than twenty minutes. Our team is available for your employees to help them individually through the discovery of our tool.

The video conferencing tools we recommend in the article: Zoom, Slack and Microsoft Teams.

Connect with your teams by combining the use of WEDO with a video conferencing solution. Our SaaS platform allows each employee to connect to their organization's network from home and maintain an active collaboration. Through this article, we give you some tips on how to interact with your teams remotely. 

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The causes of an ineffective meeting can be multiple: poor preparation, repetition, lack of commitment from the participants, poorly defined objectives, sterile debates, endless discussions that do not lead to any decision making... so many disappointments that weaken the productivity of your work teams. 

But how can we overcome the scourge of unproductive meetings? The solution lies in the implementation of simple practices that are, to say the least, essential to the smooth running of a working session. 

## 1\. Invite participants to prepare in advance by collaborating around the agenda

To begin with, all agendas for your meetings should be set and circulated in advance. A meeting is only effective if all participants are willing to contribute to the discussion. As a team leader, invite participants to prepare their contributions in advance to ensure the quality of future discussions. The best way to achieve this goal is to start by creating a common agenda that is accessible and modifiable by all team members. This will reinforce the engagement of the participants during the meeting since they will have contributed to its elaboration beforehand. Empower your teams by giving them a voice!

In addition to making your meetings more productive, working together to prepare for your meetings will be a first step towards a more inclusive internal culture. As a team leader, be sure to value everyone's ideas and contributions. Meetings are the ideal place to shape, grow and communicate your corporate culture.

With WEDO, create your agenda and invite your colleagues to contribute to the different items with the appropriate content (files, paragraphs, private notes...). This way you can collaborate on the preparation of your next team meeting.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2020_03_1_meeting_agenda_wedo_1024x575_ae325113b3.png)

 Would you like to create collaborative agendas for your meetings? 

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

## 2\. Ensure that everyone takes part in the discussions and respect everyone's speaking time.

On the day of the meeting, the initiator of the meeting must assume the role of "facilitator" by encouraging free exchange among participants. Be attentive to interactions by keeping a critical and constructive eye. It is also a matter of controlling the dynamics of the meeting while keeping the initial objectives in mind to ensure that they are achieved. Sometimes, one speaker can take precedence over more introverted others. To facilitate exchanges, make sure that everyone is able to give his or her opinion. Create a pleasant atmosphere for constructive and caring discussions among your team members.

What to do concretely when one or two people dominate the conversations?

* Go around the table to ask the opinions of the more discreet participants.
* Be aware of interruptions: if someone is interrupted, make sure they can finish what they are saying.
* Promote a caring environment by reminding that everyone's contribution is essential and that there are no "stupid" ideas or questions.

This environment will be conducive to generating ideas, making decisions and building stronger relationships to move forward together towards common goals.

Ineffective meetings are often characterized by their lengthy duration. If you can't manage to limit the time each person can speak, you will lose valuable time. Keep in mind that bringing a group of employees together in the same room represents a significant cost to the company.

Creating an agenda is the first step towards respecting your employees' time. It will help you stay focused on the purpose of the meeting while avoiding unnecessary digressions.

The second step is to highlight the importance of punctuality. If a participant tends to be late for team meetings, give them your comments as an aside.

Finally, respecting everyone's time also means being able to recognize when a meeting must be cancelled or shortened. If most members are absent or agenda items have already been dealt with at another time, don't monopolize your team's precious time and let them focus on their priorities and possible upcoming deadlines.

## 3\. Take a moment to review the work that has been done and ask questions about constraints and concerns.

As a leader, take the time to recognize the work done by your team during your meetings. Plenary encouragement will enhance the value of the whole group by providing a positive and constructive dynamic. In addition, this practice will have the advantage of subtly showing the way to those who have not worked according to your expectations. Public praise will encourage them to follow the example of what has earned your recognition.

However, make sure that you adapt to everyone's personality. While most people like to be publicly praised, some people may not like public recognition.

Alternatively, invite the rest of the group to give their opinion. You may wish to include a section dedicated to participant feedback in your agenda item list. This is a great way to encourage employees to recognize the work of their colleagues. Acknowledging the work done by your team will lead to a productive dynamic while creating strong group cohesion.

Due to poor communication, the front-line problems of an organization may not be known to management. To avoid this, hold bilateral meetings as well as team meetings to ask colleagues about blockers that could prevent them from doing their jobs.

As a team leader, valuing transparent communication will create an environment that is conducive to problem solving. If your employees are confident, they will dare to talk openly about the obstacles they encounter in their daily work. Together, you will be able to solve them in order to reach the objectives set. So invite your colleagues to talk about their concerns: at your team meetings, go around the table regularly so that everyone can express themselves freely and honestly.

## 4\. Establish efficient monitoring of activities

Follow-up actions are probably the most important part of your team meetings as they will help you achieve your goals. At the end of the meeting, your team members need to be clear about what is expected of them. It is a matter of answering the famous question of "who does what and for when". You don't organize meetings just to discuss various subjects: the main goal is to give substance to concrete actions. The follow-up to the meeting must therefore be treated with as much attention as its preparation. At the end of the meeting, already think about the next one in order to ensure an effective follow-up.

What is the best way to ensure effective monitoring of operations?

One of the most effective methods is to make a clear note after each topic discussed in the meeting of the tasks arising from it. Also think about directly assigning your tasks in order to get your team up and running as quickly as possible.

3 tips for writing clear and punchy tasks:

* Begin with an infinitive verb to suggest action
* Be as precise as possible! Think that the task must be understood by a third person.
* Assign a person responsible for each task and specify its deadline.

WEDO combines dynamic reporting with collaborative task management. Enter your tasks directly in meetings, delegate them to your colleagues and specifying their deadlines. Your team will be able to ensure the follow-up of operations at the end of the meeting.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2020_03_2_assign_tasks_during_meeting_wedo_1024x575_6b9401c77f.png)

Would you like to create tasks directly during your meetings?

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

## 5\. Share the report with all participants.

To ensure the success of the follow-up process, make sure to distribute the minutes of the meeting discussions. Your team members should have quick access to support that they can rely on to complete their tasks. A team meeting will fail if participants are not clear about what they need to do after the meeting. To facilitate communication, it is essential to make sure that the minutes of your discussion are well presented: highlight the collective decisions and the tasks to be carried out. Make sure that important information stands out clearly so that it is retained by your colleagues. The record of your discussions will ultimately validate the relevance of your meeting in the eyes of the participants.

With WEDO, distribute reports to participants in just a few clicks directly from the platform.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2020_03_3_send_meeting_minute_to_assignees_wedo_1024x575_72b855da94.png)

## 6\. Seek input from team members about meeting organization

The opinion of your colleagues counts and will allow you to optimize the conduct of your meetings. If your team is convinced of the relevance of your meetings, it will be better able to deliver quality work. Nobody likes wasting time! Moreover, giving employees the opportunity to express their opinions will also help you develop an inclusive culture and ensure that all your meetings will be useful in the future. Ask your team members concretely what they think would make your meetings more effective.

Alternatively, at the end of the meeting, ask your collaborators to give your meeting a score of 1 to 3 :

* 3: this meeting is well organized and allows me to achieve my objectives.
* 2: the meeting is useful but its organization needs improvement.
* 1: I feel that I have wasted my time, this meeting was not useful to me.

Invite each participant to indicate how many points they tune with their raised fingers and quickly survey the room. Finally, ask the most sceptical participants to communicate the points of improvement they feel are necessary.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2020_03_end_of_meeting_aa13165fe0.gif)

Do you want to improve the conduct of your team meetings using a technological and easy-to-use tool? WEDO is the solution to make your meetings useful and efficient!

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

As a team leader, you are regularly called upon to organise meetings but are not convinced of their effectiveness? Rethink the organisation of your work sessions by observing a few key principles. Here are some tips that will improve the conduct of your meetings and the commitment of your teams. 

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6 tips for conducting an effective team meeting

## Terminology changes

Our terminology has been adapted. **Paragraphs** allow you to add a text box visible to all the attendees of a meeting. **Notes** are private and only visible to the user who adds them. An easy way to distinguish them is by their yellow background.

## Private notes

From now on, it is possible to add private notes to the items of your meeting agenda. This allows you to prepare your interventions for the upcoming meeting or to add private notes during the meeting. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_09_1_notes_privees_1024x575_a6cdb0cb62.png)

## Converting elements

If you wish to share your private note with the other attendees, you can simply convert it into a paragraph. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_09_2_convertir_note_en_paragraphe_1024x575_a92c2a02b7.png)

To save valuable time, you can also convert most of the other elements: 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_09_3_conversion_d_elements_1_1024x329_220931708f.png)

Please note that it is not possible to convert a task into another element! 

## Ordering items

It is possible to order all the items of the meeting. Simply drag and drop an item to reorder it. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_09_4_ordre_de_elements_1024x575_124c4c92c0.png)

## Option « Table of attendees »

If you wish to have a detailed contact list of the meeting attendees, there is an option accessible through the settings of a meeting. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_09_5_parametres_dune_reunion_1024x575_6ea65fc9df.png)

By selecting « extended table view » in the settings of the meeting, the table will appear in steps 2, 4 and 5\. The coordinates of the attendees are listed according to the information of each user’s profile. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_09_6_tableau_des_participants_1024x575_ac91837cea.png)

During the editing steps, the meeting agenda in preparation and the drafting of the meeting minutes, you can manually edit an attendee’s contact information. It is also possible to change an attendee’s function for a specific meeting. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_09_7_editer_un_participant_1024x575_ce2682d04e.png)

## Link between a task and a meeting 

Tasks created in a meeting have a link in their details pane that allows you to easily access an item of the meeting agenda. This will allow you to view the task in its context of creation. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_09_8_lien_tache_reunion_1024x575_19c86d6606.png)

## General ergonomics

### Use the new + button to easily create content. 

You can create your **Workspaces**, **Checklist templates**, **Teams** and **Users** from the + button which is found in the heading at the top of the page.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_09_9_bouton_plus_1024x575_be06c4f954.png)

### Take advantage of the shortcuts in the main menu

Three buttons have been added to the menu for an easy access to the **Workspaces** and **Checklist templates** to which you have access, as well as to the **Users** page.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_09_10_raccourcis_menu_principal_1024x575_983d87326b.png)

The main menu has been redesigned for simplicity and efficiency; and presents a new palette of colors. 

Private notes allow you to prepare your interventions confidentially during meetings. This latest update includes a new platform design and new functionalities described in the following article. 

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Add private notes to your meetings

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

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

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

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

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

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WEDO boosts the efficiency of meetings


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

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

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

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

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

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

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

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

To send the agenda by email, follow these steps:

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


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

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

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

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

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

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

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

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

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

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

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

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

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

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


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

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

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


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

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

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


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

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

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

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

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

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

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

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

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

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


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

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

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Sending the meeting agenda and minutes of your meeting by email

## Manage corporate meetings using digital solutions 

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

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

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

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

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

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Technology is curing HR meeting madness

## Move a meeting to another workspace

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

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

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

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

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

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

## Create a meeting outside a workspace

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

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

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

## Import tasks from all workspaces 

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

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

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

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

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

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

## Reorder notes and decisions of an item 

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

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

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

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

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

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

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

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More flexibility to manage meetings

Although meetings are integral to a company, there are many executives and employees who complain about their length being sometimes excessive. In January, a study conducted by Doodle[^1]  revealed that Swiss employees spent an average of 5 hours per week in meetings. So how can you improve the efficiency of meetings? 

An endless meeting is often the result of poor preparation. To save time during a meeting, there are a few steps that should not be neglected. The moderator, as well as the attendees, must contribute to the elaboration of the meeting in order to plan its frame and progress. The meeting agenda, which represents the discussion thread, needs to be established according to the goals of the meeting in order to stay focused. This will help employees progress efficiently without wasting time. 

## Before the meeting – a collective preparation 

### Ask yourself the right questions and set clear goals

> _According to the survey on meetings presented by Doodle, 72% of the interviewed employees think that a good meeting goes through clearly set goals!_

Before scheduling a meeting, key questions need to be addressed: 

**What is the purpose of the meeting?** The outcome of the meeting will serve as a guideline. This preliminary question will allow you to highlight the interest of the meeting for the attendees. 

**What are the main topics to address?** The following step is to define the topics to be addressed during the meeting to achieve the desired goal. These topics will be the items of the meeting agenda.

**Who are the people involved?** A meeting with a large number of presenters is likely to drag on. It is therefore important to gather only those who are directly involved in the topics, decisions and tasks to be performed. 

**What is the estimated time for the meeting?**  According to the number of topics to be addressed, try to estimate and set the duration of the meeting and stick to it on the day of the meeting.

### Establish an organized and clear meeting agenda

> _According to the survey on meetings presented by Doodle, 67% of the interviewed employees think that a good meeting goes through a clearly established meeting agenda._

**List the different items in the meeting agenda >**  A meeting agenda consists of a list of items that resume the topics to be covered during the meeting. The establishment of a precise meeting agenda will ensure efficiency and rapidity during the meeting and will thus avoid unnecessary digressions and off-topic debates. Depending on the topics to be addressed, you can build the frame of the meeting by choosing, for example, a list of points hierarchized in different levels (ex: 1., 1.1, 1.2, 1.3,). If this organization does not seem relevant to you, you can try to group the items to address according to criteria that makes sense regarding the type of meeting: _departments or services concerned, addressed topics, topics ordered according to the interventions of different presenters, steps of the project to realize,_ etc.

**Define the role of the presenters >**  Depending on the established items, define who will speak during the meeting. In order to avoid taking attendees by surprise, schedule each person’s interventions ahead of time according to the meeting agenda. This will encourage them to prepare the meeting and will improve the efficiency and length of the discussions.

**Make the meeting agenda accessible to allow attendees to consult it >** Once the meeting agenda has been established, make sure to share it with all the attendees a few days before the meeting. A good preparation of the different interventions will contribute positively to the smooth running of the meeting. Furthermore, a previously established meeting agenda is likely to ensure a well-organized and productive meeting. The attendees will feel concerned and will not have the impression that the upcoming meeting will be wasting their valuable time.

## During the meeting – the roles of the meeting moderator and the drafter

### Progress according to the set order 

On the day of the meeting, keep the goal of the meeting in mind. The moderator of the meeting is responsible for its smooth running and must avoid any misplacements by following rigorously the pre-established meeting agenda. This will avoid the attendees to feel lost and they will be able to follow the discussions by referring to the common frame previously diffused. 

### Address the covered topics in a systematic way

The moderator of the meeting must try to facilitate the task of the meeting minutes drafter by being clear and rigorous in the way he conducts the meeting. By discussing each item of the meeting agenda in a systematic way, you will ensure a productive meeting and meeting minutes drafting while avoiding wasting time. But how can you discuss the various items of the meeting agenda in a systematic way? 

Here is a solution that considers the discussion of each item of the meeting agenda following three steps that will come out as three separate blocks of information in the meeting minutes: 

**Step 1 – the minutes of the discussions:** Every topic covered in a meeting generally leads to a discussion that will need to be transcribed in the meeting minutes > _this constitutes the first block of information of the discussed item._

**Step 2 – the result of the discussions:** The decisions and high points of the preliminary discussions should be highlighted > _this constitutes the second block of information of the discussed item._ Many employees often complain about leaving a meeting without really knowing which major decisions were made. Highlighting them will avoid that kind of uncomfortable feeling.

**Step 3 – tasks arising from the decisions:** The attendees will have to perform various tasks to reach the set goals > _this constitutes the last block of information of the discussed item._ Thanks to a clear division of tasks to perform, the attendees will be operational as soon as the meeting ends. This will avoid people forgetting what they are supposed to do from a meeting to the next. 

This method will encourage you to proceed in an efficient manner and will facilitate the drafting of the meeting minutes. Furthermore, when the attendees will have to review the meeting minutes, they will easily obtain the necessary information. Needless to say, certain items will not require such a structure and can therefore be covered far more quickly – for example by using only one of the three proposed blocks of information. 

In summary, the success of a company meeting is largely dependent on its preparation. By focusing on clearly set goals and on a clear meeting agenda, you will necessarily limit the length of your meetings and thus keep the attendees active and concerned. Establishing a meeting agenda can sometimes seem tedious. The trick is to create a meeting agenda template according to the different meetings that you conduct. This way, from one meeting to the next, you will only have to make a few changes to the template of the previous meeting agenda for the upcoming meeting, without having to create a new one each time. 

Do you want to facilitate the preparation and conduct of your meetings?

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

[^1]: To carry out the study in question, more than 6’500 professionals from the United Kingdom, Germany, Switzerland and the United States were interviewed. Doodle also looked at the analysis of 19 million meetings to write this report: [Read the Doodle report](https://fr.blog.doodle.com/le-point-sur-les-reunions-en-2019/)

Do your company meetings tend to drag on? In this article you will find a few tips to limit their duration! 

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How to limit the duration of a meeting?

## Table of contents

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

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

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

## Item by item

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

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

## Redesigned Toolbar 

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

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

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

## The “move” button 

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

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

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

## The pending tasks box 

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

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

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

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

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

## The 5 steps of the meeting

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

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

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

## Display of access rights of each attendee

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

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

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

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

\-

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

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

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

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

Trello

Asana

Decisions

Monday.com

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Hypercontext

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

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

## But what is holacracy?

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

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

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

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

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

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

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

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

### Holacracy: a change of cultural paradigm

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

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

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

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

## The limits of holacracy

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

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

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

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

## Holacracy and conflict management

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

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

## The long-term benefits of holacracy

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

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

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

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

## Holacracy and innovation: a winning synergy

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

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

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

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

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


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

### Governance with WEDO

::youtube-video{#vSchpiRKs0M}


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

**References**

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

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

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

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Holacracy: managerial revolution or organizational challenge?

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

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

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



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

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

## What Makes WEDO Stand Out?

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

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

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

## Security at the Forefront of WEDO’s Innovation

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

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

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

## Innovation: Looking Ahead with AI Tools

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

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

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

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

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

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

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

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

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

## Why This Feature on Forbes Matters

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

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

## Conclusion

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

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

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

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

Antoine Sudan and David Dutch invited by Forbes

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Forbes Highlights WEDO in “Successful Companies”

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

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

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

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

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

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

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

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

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

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

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

### 1. Meeting preparation and management

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

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

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

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

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

### 2. Project management and task tracking

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

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

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

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

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

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

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

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

### 4. Transmission of information

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

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

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

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

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

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

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

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

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

an executive assistant overwhelmed by work and demands

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Making daily life easier for executive assistants

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

## Key topics for a bilateral meeting

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Meetings facilitation

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