## The new meeting module is online!

A core mission of our collaborative solution is to enable organizations to manage their meetings easily and efficiently. To keep our promise, we are continuously improving the meeting module. _Meeting Topics_ is the codename for this update, which includes many new features in this module. New concepts are also introduced as part of this update. In this article, you can discover all the innovations we have developed to make it easier for you to manage your meetings

## What are the new functionalities?

### Recurring meetings

Do you manage weekly, monthly or quarterly meetings? Use the recurring meeting feature to schedule your meetings in advance! Your meetings will have a consistent structure and you can choose during the meetings which topics to be discussed in the next meeting.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2021_12_1_recurring_meetings_b90fe5e9a4.png)

### Follow-up a meeting

Your meetings do not take place in a regular rhythm? You can still create the meetings in advance. Add already a meeting based on the previous one.

### Navigation between meetings

Whether recurring or sequential meetings: You can switch between meetings with the new buttons in the top left and top right. A banner then also shows you whether you are in a past or future meeting and allows you to return to the current meeting in one click.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2021_12_2_navigation_between_meetings_66978e089c.png)

### Multi-level agenda: Introduction of sections

Sections allow you to structure the agenda. In them, the topics can be structured properly. You can create an agenda with multiple levels by adding additional sections (1\. - 1.1 - 1.1.1 etc.). 💡Do you have all agenda items on the same level? Then you can easily add only topics.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2021_12_3_multi_level_agenda_482cdde854.png)

ℹ️ The content of an agenda item is added to the topics in each case. The sections are exclusively to structure the agenda.

### Introduction of the "Topics”

#### What is a topic?

The topics are contents to work on during a meeting. They represent the items on the agenda to be discussed.

#### Recurring topics

Do you have an item in your weekly meeting that you want to discuss every week? Turn on the recurrence for this topic so that it is automatically scheduled in each upcoming meeting.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2021_12_4_recurring_topics_95b25733c8.png)

#### Addressed topics

If you have completed an agenda topic during the meeting, we recommend confirming this by clicking on Address and moving on in the agenda list. On the left side in the overview, you can see by the gray symbol ✅ which topics are completed.

#### Revisit topic

It often happens that a topic needs to be discussed again in the next meeting. In this case, you can click the Revisit button.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2021_12_5_addressed_revisit_topics_f0daa0cb1a.png)

👆🏻 Good to know:

* Whether recurring or consecutive meetings: The topic does not necessarily have to be discussed in the next one. With a click on **⋮** the relevant meeting can be selected.
* A topic that is revisited again also automatically receives a gray check mark in the overview. In this way, you can make rapid progress in taking minutes.

#### Postpone a topic

You don't have time to deal with a topic during your meeting? Postpone it to a future date! The topic will be moved to the agenda of the selected meeting.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2021_12_6_postpone_topic_c7ede8eacd.png)

#### Add several presenters

It is now possible to add several presenters for the same theme.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2021_12_7_add_several_presenters_c55b120956.png)

#### Navigate between topics

Navigate between the different topics using the table of contents. In the card view, you can also use the left or right arrows to go to the previous or next topic.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2021_12_8_navigate_between_topics_e8f012dfe7.png)

### Reviewing of the editor

#### Blocks

Hover over the left margin and click on the + button to add a block in a topic.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2021_12_9_add_bloc_8f25998293.png)

#### Adding blocks using the command "/"

Use the command to add blocks. Type **`/`**, followed by the first letters of the block name you want to add and press `enter`.

👍🏻 No need for your mouse anymore! 🖱️This option saves you precious time when writing your meeting minutes.

#### See "Who created / modified text?"

Hover over a block to see who created or edited it.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2021_12_10_who_created_modified_text_ae3768f356.png)

#### Topic version history

Consult the history to see the modifications of the topic's content.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2021_12_11_topic_version_history_6da24460bb.png)

### Role-based and section-based rights management

#### User roles

By default, there are 4 roles in WEDO:

* **Editor**
* **Participant**
* **Reader**
* **No access**

For each of these roles, rights are set by default. Click on a role to view the details of the access rights and the different options. If necessary, you can modify the rights of the **Participant** and **Reader** roles by checking the desired options according to the stages of the meeting.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2021_12_12_user_roles_f0e789cd72.png)

#### Add a role

In some use cases you may need an additional role, for example to manage the rights of external participants. You can then **add a role** and set the appropriate parameters.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2021_12_13_external_role_2e82536a23.png)

#### Choose a role per section

One of the participants cannot access all the items of your meeting? Choose their role for each section of your agenda.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2021_12_14_role_per_section_ce19cc88e4.png)

### Next meeting: import content or start from scratch

You can now decide for each topic if you want to import content from the previous meeting or start from scratch. 👆🏻

![](https://wedo-assets.sos-ch-gva-2.exo.io/2021_12_15_import_content_start_from_scratch_76b5448990.png)

### Preview of the agenda before importing

You already have an agenda in a Word document or any other medium? Paste it into WEDO to create your table of contents in a few clicks. View the result and choose what you want to import.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2021_12_16_agenda_import_preview_bf09308bf5.png)

### PDF export and layout

The configuration of the PDF export of a meeting has been greatly improved!

* Choose what you want to display (elements, sections and topics, blocks)
* Include attached files at the end of the document
* Change the font and colors
* Determine the layout (orientation and margins)

💡Click **Generate** to preview your export.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2021_12_17_pdf_export_87f2010852.png)

### Filters on the Meetings tab

The Meetings tab has new default filters. From a specific workspace or from your personal space, find the **Upcoming**, those of **This week** and the **Past** meetings.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2021_12_18_filters_meetings_tab_9144b7c96d.png)

### New search by topics and blocks

🔎 Easily find the information documented in your meetings. The keyword search is now more contextual with the **Topics** tab and more precise with the **Meeting** Blocks tab.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2021_12_19_search_by_topics_blocks_3296201af1.png)

## What are the main benefits of this update?

* In general, you will have a better follow-up of your meetings.
* You can prepare the agendas of your meetings in advance.
* The content of an upcoming meeting can be created dynamically thanks to the possibility of deciding on topics.
* You save time when writing your minutes.

## Improvements developed according to your feedback

This update is based on feedback from our customers! The numerous feedbacks from our users motivate the continuous development of our platform. We hope that these new features will facilitate your work in preparing, writing and following up meetings.

We remain at your disposal via the platform's support for any question. Do not hesitate to contact our team. 😃

We wish you a good time discovering the new WEDO Meetings module!

A brand new Meeting module to end the year 2021 in style. Improved design, dynamic options, recurring meetings & new concepts: so many innovations to discover with our "Meeting Topics" update. In this article, we introduce you to the new features that will facilitate your work before, during and after your meetings.

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Discover the new Meeting module of WEDO

Meeting minutes are a vital part of any [effective meeting](https://wedo.com/blog/6-tips-for-conducting-an-effective-team-meeting). They serve as a written record of a meeting, detailing the key discussions, decisions made, and the action items assigned. Whether you're attending board meetings, company-wide discussions, or project updates, having accurate and efficient minutes ensures everyone is on the same page.

But how can you ensure that your notes are clear, concise, and effective? In this blog, we'll guide you through how to write minutes of a meeting with practical tips that will save you time, improve accuracy, and help you create a reliable meeting minutes template for future use. 

Plus, we will show you how with collaborative tools like WEDO, writing your minutes becomes even easier.

## What are meeting minutes?
Let’s start from the beginning. What do we consider as meeting minutes? Minutes are a summary of the exchanges and discussions observed during a meeting, as well as the decisions made and actions taken. 

A meeting is considered successful when it is followed by meeting minutes that are quickly distributed containing all the key information: what was discussed, who did what and when, as well as the tasks that resulted from the decisions. The meeting minutes specify:


- Attendees
- Absentees (as well as those excused)
- The place of the meeting
- The date and time of the meeting


Each item discussed should include:
- Presenter
- A summary of the main discussions
- Decisions made
- The tasks delegated during the meeting, assigned to specific people, with a deadline if possible.

![Key elements for meeting minutes, including attendees, location, date, presenter, tasks delegated, decisions made, and absentees.](https://wedo-assets.sos-ch-gva-2.exo.io/blog_meeting_minuts_key_elements_en_5564dfb8ef.png)

## The important role of the editor
The editor plays an important role in the success of the meeting. Often, this person in charge of preparing the meeting is also responsible for writing the minutes and distributing the final version to all participants. 

Therefore, the writer must possess several qualities: precision, systematism, ability to listen, speed, and organization are all essential assets for the meeting to be well-conducted from its preparation to its conclusion. Having a meeting agenda fresh in your mind before the meeting can also improve the efficiency of writing the minutes.

### 1. Prepare your agenda
For a meeting to be optimal, it is of course necessary to devote a significant amount of time to its preparation. Therefore, the writer, supported by the organizer, must prepare the meeting agenda conscientiously while keeping the objectives in mind. 

The meeting agenda allows the participants to review the topics to be discussed in advance. During the meeting, whether face-to-face or by video conference, the points will be discussed in chronological order, which is why the agenda must be designed with this in mind beforehand. 

To facilitate the conduct of the meeting, the writer should add paragraphs and files to the agenda, to provide sufficient documentation and make it accessible to the participants. A carefully prepared agenda will promote an efficient and operational meeting!

### 2. Check the agenda before the meeting
Ideally, the agenda should be prepared collaboratively. Each participant should be able to contribute to the agenda item for which they are responsible. If you do this in your organization, the writer should check the content of the agenda before the day of the meeting. This way, they will have a clearer understanding of the meeting notes and will be able to optimize the writing of the minutes.

### 3. Sum up the essence of the discussions
To ensure that the meeting minutes are both clear and understandable, the writer must demonstrate an ability to condense complex discussions into concise summaries. It's important to capture the core points of each conversation while avoiding unnecessary details that could clutter the meeting notes. Strive to balance brevity with clarity so that even those who were not present can easily grasp the key takeaways and decisions made by reading the written record of the meeting.

When summarizing, focus on the major talking points and action items that emerged. This includes highlighting who presented each topic, the critical points of discussion, and any resolutions or decisions made. Avoid including word-for-word exchanges, as this can lead to confusion and excessive length. Instead, aim to provide a clear and organized summary that guides readers through the meeting logically.

### 4. Write systematically
A systematic approach to writing the minutes can greatly improve the quality and efficiency of your report. By following a structured format, you ensure that the most important details are captured and presented clearly. This helps you stay organized during the meeting and makes it easier for others to review the meeting minutes afterward.


For example, you could compose each of your points in the following way:

- Add paragraphs to capture the discussion.
- Highlight decisions made during the meeting.
- List the tasks arising from the decisions, assigning each action item to individuals with deadlines if possible.

By keeping this consistent structure in mind, you can create a clear and comprehensive record of the meeting. This approach ensures nothing important is missed, avoids confusion, and enhances accountability among the participants. It also makes the minutes easier to reference later, saving time and improving productivity.

![Systematic approach to writing meeting minutes, including recording attendees, listing tasks, assigning responsibilities, and noting deadlines.](https://wedo-assets.sos-ch-gva-2.exo.io/blog_meeting_minuts_systematic_approach_en_1c97292299.png)

### 5. Highlighting decisions
As already mentioned, a key part of effective meeting minutes is making sure there is a written record of every important decision, and that they are clearly highlighted. After each major discussion point, review whether any decisions were made and ensure they are clearly marked in the meeting notes. 

This practice helps clarify what was agreed upon and prevents misunderstandings or delays in future actions. By emphasizing decisions, you make it easier for team members to track and follow up on key outcomes, improving overall efficiency and minimizing the risk of wasted time in subsequent meetings.

Remember, clear decision-making is the foundation of successful meetings, and your minutes should reflect this by making all key decisions easy to find and understand.

### 6. Define and delegate tasks during the meeting
Too often, at the end of a meeting, participants do not know what needs to be done and especially who is responsible for the action items to be taken. In order to make employees operational at the end of the meeting, make sure to clearly define the actions to be carried out from one meeting to the next. 

Also, make sure all the tasks are appointed to the correct members of the group - even if it means specifying all the people concerned by the task in question. If you can, also specify the due date so that the person in charge knows the deadline for completing the task. Clearly defined action items with specific responsibilities will ensure that everyone knows what is expected of them, reducing any chance of miscommunication and preventing wasted time or confusion [after the meeting ends](https://wedo.com/blog/follow-up-on-post-meeting-actions).

### 7. Make a summary point at the end of the meeting
This tip is for those who wish to make a "summary" point in order to facilitate the rereading of the minutes. This approach will also have the advantage of anchoring in the minds of the participants the important elements such as the major decisions that were decided upon. 

A final summary should focus on the most important decisions and any high-priority action items that require attention. Rather than reviewing every detail, emphasize the elements that will drive progress, preferably in a bullet-point format to ensure clarity and easy readability. Keeping the summary brief and to the point will make it more impactful, helping participants stay aligned and prepared for future discussions.

### 8. Proofread and correct the minutes quickly
We don't have to specify how essential it is to reread the minutes at the end of the meeting. While it can sometimes be tedious, it is best to do it directly after the meeting. This way, the writer will still have the essence of the discussions in mind and will be able to provide accurate and efficient work.

Once it has been proofread, the minutes can be shared quickly with all the participants so that they are immediately operational. Those who are not present will be able to take note of the discussions and also carry out the actions for which they may be responsible.

## Quick reference: Key steps for better meeting minutes
Take a quick look at the visual below to see a summary of the 8 essential tips that will help you create effective and concise meeting minutes. 


![](https://wedo-assets.sos-ch-gva-2.exo.io/2021_05_visual_8_tips_to_improve_your_meeting_minutes_2_1024x576_ad00334b94.png)

## Simplify Your Meeting Minutes with Digital Tools
After reviewing these 8 tips, you see the editor's job is not always the easiest one. While capturing effective meeting minutes can be time-consuming, there are digital tools designed to make the process easier.

Collaborative platforms like WEDO support you before, during, and after the meeting, allowing you to focus on what truly matters—the meeting's success. With WEDO, you can create your minutes in real-time, ensuring that no important detail is missed. Its user-friendly features allow you to easily organize content like paragraphs, decisions, tasks, and attachments.

One standout feature is WEDO’s powerful search tool, enabling you to quickly find what you need by searching through previous meetings, tasks, or files with just a few clicks. Say goodbye to spending extra time rewriting notes and enjoy [more efficient, productive meetings](https://wedo.com/features/meetings).
Ready to make your meetings more efficient? [Try WEDO today](https://wedo.com/signup) and experience the difference for yourself!

Learn 8 practical tips to write efficient meeting minutes, save time, and improve productivity with real-time collaboration tools like WEDO.

Example of a well-structured meeting minutes with clear points and instructions, showing how to write meeting minutes.

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8 Essential Tips for Writing Clear and Effective Meeting Minutes

Ensuring good internal collaboration is sometimes a challenge. And when it comes to conducting team meetings remotely, everything becomes even more complicated if this practice is not in your habits. However, managing remote contacts and meetings can be very simple as long as you have the right collaborative tools and adopt good practices. 

Just because you can't meet your colleagues in a conference room doesn't mean you have to give up the conduct of your meetings. On the contrary, online meetings allow you to :

* Maintain the link with your teams even from a distance
* Ensuring the realization of your activities and projects in any situation
* Ensuring that decisions are made under all circumstances
* Keep a written record of oral exchanges, regardless of the communication system used.

We have analyzed for you a few tools that promote virtual collaboration. They all have the advantage of offering videoconferencing solutions that will facilitate contact and communication between members of your teams, especially when they work remotely.

## Zoom

_Zoom_ is a simple and intuitive video conferencing solution. 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 meeting organizer needs to create an account in order to generate a link for his colleagues to access the virtual room. The solution is free as long as your meeting has less than 100 participants. Due to the specific context related to COVID-19, _Zoom_ has temporarily waived the condition of its free plan that limited group meetings to 40 minutes. Another notable advantage of _Zoom_ is that it offers advanced screen sharing options.

It should be noted that the application is currently controversial in terms of data security and confidentiality. Without condemning it, it is rather a question of observing the measures that the _Zoom_ team will take to remedy the problems raised. The company's CEO, Eric S. Yuan, has already reacted to this in a press release available on their blog.

## Slack

_Slack_ is an ideal internal chat tool to ensure good remote communication. An intuitive solution favored by many start-ups and small businesses, it offers the possibility to create chat channels with several members of your team or to exchange privately with a particular colleague. You can also organize audio calls or videoconference meetings involving several members. The solution also offers the "screen sharing" feature to animate your virtual meetings.

## Microsoft Teams

_Teams_, owned by Microsoft, is a solution equivalent to Slack. This tool also provides functionality for online meetings and has the advantage of being part of the Office 365 suite. The solution also includes a high quality screen sharing system. Currently, the limit on the number of participants in a video conversation has been removed in order to open up access to the platform.

## Skype

_Skype_, another tool offered by Microsoft, is ideal for small organizations. From the application, you can generate a call link to invite participants. They will be able to join the call via this unique link. The advantage? The tool is easy to use and free of charge. With _Skype_, you can also share your screen to show your work documents to other participants.

## Whereby

_Whereby_ also allows you to create a virtual room in just a few clicks to ensure that your meetings run smoothly. Simply share the link with participants to access the videoconference. The solution is free for up to 4 participants and also allows screen sharing. No download is required, you can access _Whereby_ via a web version. For large teams, there are pro and business versions.

## Jitsi

_Jitsi_ also offers a flexible videoconferencing solution with an integrated screen sharing system. The tool is completely free of charge, does not require the prior creation of an account and guarantees high audiovisual quality. To create your virtual room, simply generate a URL and share it with all participants. The strong point of _Jitsi_? The solution is Open Source and can be hosted anywhere. In Switzerland, _SWITCH_ and _Infomaniak_ offer Jitsi hosting so that you can ensure the confidentiality of your data.

In the end, whatever solution you choose, it’s mostly about following a few rules to ensure the efficiency of your online meetings:

1. Prepare documentation to brief your team on how to conduct the online meeting, especially if your team has not yet mastered the videoconferencing system.
2. Do some tests with your colleagues before the D-Day to make sure you master the tool you have chosen.
3. Clearly define the objectives of your meetings and systematically prepare a clear agenda in order to provide a common thread for future digital exchanges.
4. Set a meeting time beforehand and make sure to stick to the schedule.
5. Invite all participants to activate their webcam during the videoconference in order to bring virtual exchanges to life and improve everyone's engagement.
6. Share your screen as soon as you refer to a working document in order to put everyone on the same page.
7. Respect each person's speaking time and speak in turn to ensure the quality of the discussions.
8. If necessary, record oral exchanges to facilitate reporting (many video tools offer this feature).
9. Write a record of the discussions, highlighting the decisions made to ensure that activities are followed up.
10. Make sure that the tasks arising from the video meeting are clear and specify their respective deadlines if necessary.

To facilitate and guarantee the effectiveness of your remote meetings, opt for a meeting management tool that you will use as the main medium for your videoconference exchanges. This way, you will be able to share your agenda and all the necessary working documents with the participants while maintaining visual contact with them, as if you were all together in one room! Your virtual meetings can also be real moments of exchange and conviviality :-)

Do you want to increase the efficiency of your online meetings?

Find out how to use WEDO to prepare, conduct and monitor your meetings remotely.

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


There are multiple solutions that allow you to ensure your exchanges in videoconferencing. Through this article, we offer you a comparison of 6 tools to help you select the one that best meets your needs and expectations. As a bonus, discover some practical tips that will guarantee the efficiency of your digital discussions. Collaborate efficiently, even at a distance!

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6 videoconferencing solutions to bring your team together virtually

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

> The platform offers great facilities for exchanges and collaborative work thanks to its very flexible structure.
> Joël Michelot, Logistics Director of the [Ensemble Hospitalier de la Côte](https://www.ehc-vd.ch/).

In its twelfth edition, the quarterly journal [Architecture Hospitalière](https://www.architecture-hospitaliere.ch/) devotes an [article](https://www.architecture-hospitaliere.ch/1718/wedo-collaborer-en-toute-simplicite/) to WEDO and collects testimonials from the two co-founders of the startup as well as from one of its most active users, Joël Michelot, Logistics Director at EHC.

Under Expert insight, WEDO is presented in detail as clarified by co-founders Antoine Sudan and David Dutch. In this article, they go back to the origin of WEDO and explain what the collaborative tool brings to companies in all sectors. As the health sector is currently one of the first markets for the application, the two co-founders describe the specificities of using WEDO in this context, using the example of L'Ensemble Hospitalier de la Côte. The institution now has some 150 users who have been collaborating with the solution for almost two years.

Discover how WEDO fits into such an important organization through the testimony of Joël Michelot who describes how the tool is now part of the daily life of his teams.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2020_03_architecture_hospitaliere_wedo_0de103a8e3.png)

::button-primary[Read the article]{link="https://wedo-assets.sos-ch-gva-2.exo.io/article_wedo_revue_Architecture_Hospitaliere_2020_4ab4ec7820.pdf"}

The magazine of tomorrow's hospital professionals is interested in our solution. Find the explanations of the two WEDO co-founders as well as the testimony of Joël Michelot, Logistics Director of the Ensemble Hospitalier de la Côte (EHC) and WEDO user.

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Hospital Architecture magazine gives the floor to WEDO

> Because feedback from our users is essential to our developments, we have favoured a few recurring requests for this new version. We are thus offering you a variety of new features that will facilitate your daily use of WEDO. 

##  1 - Duplicating a task 

[Duplicate a task](https://help.wedo.swiss/fr/articles/3738725-dupliquer-une-tache) and delegate duplicates directly to your colleagues! All the information in the task detail panel can be duplicated to save you valuable time.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2020_02_1_duplicate_task_wedo_1024x575_7663223f56.png)

## 2 - Duplicating an item in a meeting

In addition to tasks, you also have the ability to duplicate elements of your meeting: paragraphs, decisions, and private notes.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2020_02_2_duplicate_item_wedo_1024x575_c409146840.png)

## 3 - Subscribe to a workspace

[Subscribe to a workspace](https://help.wedo.swiss/fr/articles/3742045-s-abonner-a-un-espace-de-travail) so you don't miss any information about it! You will be notified each time a task is created or shared in the space.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2020_02_3_subscride_to_a_workspace_wedo_1024x575_a34d084d92.png)

## 4 - Sort your search results

When your network is well provided, it is sometimes complicated to find the right information. In order to facilitate this work, you can now sort your search results according to different sorting modes:

* For tasks > by status, planned date, or due date.
* For meetings > by relevance or by date

![](https://wedo-assets.sos-ch-gva-2.exo.io/2020_02_4_sort_search_results_wedo_1024x575_1ddedbbc9d.png)

## 5 - Search through paragraphs

Via the [global search](https://help.wedo.swiss/fr/articles/2614124-la-recherche) you can now search through the paragraphs of your meetings. This makes it much easier to quickly find the right information!

![](https://wedo-assets.sos-ch-gva-2.exo.io/2020_02_5_search_through_paragraph_1024x575_19b6e6a92a.png)

## 6 - Reschedule a checklist

You need to [change the reference date](https://help.wedo.swiss/fr/articles/3749044-modifier-la-date-de-reference-d-une-checklist) of a current checklist? Enter the new date so that all current tasks are automatically rescheduled according to it!

![](https://wedo-assets.sos-ch-gva-2.exo.io/2020_02_6_replan_a_checklist_wedo_1024x575_aebc632b52.png)

## 7 - Add private notes at each step of the meeting

You can personally annotate a meeting regardless of its stage and your access rights. This allows each participant to efficiently prepare their interventions directly from WEDO.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2020_02_7_private_note_wedo_1_1024x575_598347d64c.png)

## 8 - Go to the teams page

Access a page grouping [all the teams in your network](https://help.wedo.swiss/fr/articles/3742172-la-page-des-equipes) to get an overview. Filter teams using the Member / Non-member / All buttons. Choose your favorite teams by clicking on the heart icon. These are displayed in your main menu on the left side of the screen so that you can quickly access them.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2020_02_8_page_teams_1024x575_239f6fe825.png)

## 9 - Joining a team

[Ask to join a team](https://help.wedo.swiss/fr/articles/3742258-rejoindre-une-equipe) in your network to collaborate with your colleagues. The moderators will then have to approve your request and you will be able to access the workspaces and checklist templates of the team concerned.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2020_02_9_join_a_team_1024x575_191c42cdcb.png)

Duplicating a task or an element of your meeting, subscribing to a workspace, sorting your search results...so many new features that will improve your daily work.

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WEDO V42: 9 enhancements to discover

## Rights management in meetings

In order to make meeting access rights even more flexible, we have added an option that will allow you to choose the specific items to which an attendee can have access. Here are the different access rights that are available: 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_11_1_droits_dacces_2_1024x715_488919b57e.png)

### Manage rights for each item

When you select the purple option to manage rights specifically, you must define the attendee’s access rights for each item. 

In the following example, _Cécile Mayor,_ quality manager, has access to most of the items in read-only mode and can edit items 3 and 5\. However, she will not be able to see the _Finance_ and _Human Resources_ items.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_11_3_gest1_1024x575_683ccc9ce0.png)

### Manage rights according to the meeting status 

You can also set the access rights according to the status of the meeting. By default, those having editing rights (green icon) can modify the items in each step. For instance, _Christiane Pittet_ can modify the content of the meeting regardless of its status:

1. Meeting agenda in preparation
2. Meeting agenda validated
3. Meeting minutes currently written
4. Meeting minutes in review

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_11_4_gestion_des_droits_par_etape_1024x575_e231624190.png)

However, if you do not want _Christiane_ to be able to edit the meeting agenda once it has been validated, you can modify the access rights according to the status of the meeting. Hence, attendees will only have reader rights once the meeting agenda has been validated.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_11_5_gestion_des_droits_par_etape_1024x575_906a13b44a.png)

For attendees who have reader rights only, you can prevent them from seeing the meeting agenda at certain steps. This can be useful if you wish that the draft steps (1 and 4) cannot be seen by other attendees. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_11_6_gestion_des_droits_par_etape_1024x575_ed356b36db.png)

## Complete tasks

From now on, complete your tasks by selecting the check boxes that precede them. Please note that you can always prioritize your tasks : the option to define a priority has simply been moved to the end of the line. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_11_7_terminer_des_taches_1024x575_ea695332f7.png)

Rights management in meetings has been revised to allow you to choose precisely who can see and modify the items of the meeting agenda. Another new feature: the version 40 of WEDO allows you to complete your tasks with just one click. 

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Rights management in meetings revised

## 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

## Revision of the Files tab

The Files tab, present in each workspace, works now like a folder. What are the major changes compared to the previous version? No more need to add the same file several times! Files added to the workspace can now be taken back in the future to be attached to a task or agenda item without having to go back to your computer folders. Want to rename, replace or delete a file? All this is now possible at From the Files tab!

In the tab, the files are categorized according to the element to which they are linked :

* Files in the space - those added to the Files tab
* Files attached to tasks in the workspace
* Files attached to meetings in the workspace

### Adding a file to a workspace

You can now directly add a file to a workspace. To do so, go to the Files tab and click on the **Add File button**.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_1_ajouter_un_fichier_dans_un_espace_de_travail_8be8c9bcec.png)

A window opens and offers two options for adding: drag and drop the file or choose it from the button provided for this purpose. 

**New**: you can add several files at the same time.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_2_ajouter_un_fichier_dans_un_espace_de_travail_2_fd12f3ab24.png)

### Files from workspace

Files added to the workspace are now displayed in this category. These are files that are relevant to workspace members without necessarily being linked to a task or meeting. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_3_les_fichiers_de_lespace_ae8873b9f7.png)

### Modification of basic operation

In this new version, files attached to tasks or meetings are no longer added to the default workspace. However, they can be added to the default workspace with a single click. To do so, click **Add to...** via the file information pane.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_4_ajouter_a_lespace_de_travail_a14e0721fe.png)

### Files attached to tasks

By clicking on the funnel button, you first find the **Attached to tasks** filter.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_5_filtre_joints_aux_taches_bc07d34956.png)

Here are only the files attached to the space tasks. When you click on the file, the information pane opens: a link provides direct access to the task to which the file is attached.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_6_volet_informations_lien_vers_la_tache_7d921bfb6c.png)

### Files attached to Meeting

By clicking on the funnel button, you will then find the **Attached to meetings** filter.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_7_filtre_joints_aux_reunions_bf523484c0.png)

Here are only the files attached to the workspace meetings. When you click on the file, the information pane opens, with a link to the meeting containing the file. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_8_volet_informations_lien_vers_la_reunion_f832f4c896.png)

### All files in the workspace

By clicking on the funnel button, you finally find the **All** filter.

This category includes all files in the workspace:

* Files added to the workspace
* Files attached to tasks in the workspace
* Files attached to meetings in the workspace

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_9_filtre_tous_les_fichiers_de_lespace_4e2d0955a8.png)

### Information section

When you click on a file in the tab, an information pane opens on the right side of the screen. It shows the file name, format, location, date and time of addition, file size, user who added it, and links to the items to which the file is linked. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_10_volet_dinformations_fichier_b6bd2b78cd.png)

### Version management 

WEDO now handles conflicts between different versions of the same file. When a file of the same format and name is added to the workspace, WEDO informs you and gives you two options for handling the conflict:

* Replace the existing file with the newly added version
* Keeping both versions of the file in the workspace

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_11_gestion_des_conflits_entre_fichiers_451bf3618c.png)

**Info** : if you wish to keep both versions, a suffix with the version number will automatically complete the name of the added file (ex :\_2 ; \_3 ;\_4 ; etc.).

For each file, you can consult the version history by clicking on the relevant tab. Note that it is possible to download, restore or delete a version.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_12_onglet_versions_fichier_9f2d59107d.png)

### Search through files

A search tool has been integrated into the tab to save you time. The search is only done through the selected filter. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_13_rechercher_un_fichier_dans_longlet_af5ca9ebff.png)

Each user can also search through the files of all the workspaces of which he or she is a member. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_14_rechercher_un_fichier_a_travers_tous_les_espaces_6f59b7d902.png)

## Adding files to tasks and meetings

Whether for tasks or meetings, you can now add multiple files at once. At the addition level, two options are offered to you. 

### Attach a file from disk

First case: the file has never been added to the platform. You therefore want to access the folders on your computer in order to select it. Then click on the option **From disk** and choose the files.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_15_joindre_un_fichier_depuis_le_disque_7ff765ed8b.png)

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_16_joindre_un_fichier_depuis_le_disque_2_abc56b5423.png)

### Attach a file from WEDO

Second case: the file to be attached is a file linked to a workspace of which you are a member. Click on the **From WEDO** option. A window that shows the tree structure of your network opens and allows you to access the right workspace.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_17_joindre_un_fichier_depuis_wedo_f6958ea713.png)

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_18_joindre_un_fichier_depuis_wedo_2_52a75bbd75.png)

## Quick overview of PDF files and images

The **Open** option gives access to a preview of the contents of PDF files and images.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_19_ouvrir_apercu_pdf_6cc6367c30.png)

You can browse the document using the navigation.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_20_apercu_pdf_3a00d6c3de.png)

## Also to be discovered in this version

An improvement for user management: Administrators can now choose which teams users should be affiliated to when creating new accounts.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_21_creer_un_utilisateur_3b483fe7df.png)

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_07_22_ajouter_un_utilisateur_dans_une_equipe_c842e6a6e4.png)

**Any additional questions about file management? Check out the articles in our help center!**

::button-primary[Go to the Help Center]{link="https://help.wedo.swiss/en/collections/1464220-files"}

File management has been completely redesigned! The new structure brought by this update is a first step in the future development of the Files module. Through this article, discover the functionalities offered by the new online version. 

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File management

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

Most teams don’t realize how much time gets wasted on small, repetitive tasks. Creating the same tasks again and again in your task management software. Manually updating statuses. Following up with team members just to check if something’s been done. These aren’t big jobs, but they pile up quickly and pull attention away from actual progress.
That said, there’s a better way to handle the busywork. Task automation helps you take some of that weight off your team’s plate by setting up simple rules that keep things moving in the background.
In this article, we’ll break down what task automation really means, how it fits into your workflow, and how platforms like WEDO help you build automated systems that keep things moving without constant manual effort.

## What Is Task Automation?
Let’s first take a look at what task automation actually means.
In simple terms, task automation is the process of using technology to handle routine actions in your workflow — things that happen often, follow a pattern, and don’t need human input every single time. Think of it as setting up a system once, so you don’t have to do the same thing manually over and over again.

Instead of logging into your workflow management tool to recreate the same task each week or chase updates by hand, automation lets you set up triggers that do the work for you. For example:
- When a meeting ends, automatically assign action items.
- When a task is marked complete, notify the next person in the chain.
- When a deadline is approaching, send a reminder without anyone needing to click "send."

Task automation isn’t just about saving time, though it definitely does that. It also reduces the risk of things slipping through the cracks. Fewer manual steps means fewer human errors, especially in fast-moving projects or across larger teams.

And the best part? You don’t need a technical background to make it work. With the right workflow management software, task automation can be as simple as setting rules or dragging and dropping steps into place.

## Why Task Automation Helps Teams Work Smarter
Most teams don’t need more hours in the day; they just need to spend less of that time on tasks that don’t need to be done manually.

That’s where task automation makes a real difference. It helps your team cut down on repetitive actions that slow things down, whether that’s assigning the same task to multiple team members, nudging someone about a deadline, or copying information between tools. These tasks might seem small, but they interrupt focus, create friction, and lead to lost time across the board.

Automating these steps does more than saving time, though. It also improves accuracy. When you automate a recurring task or set up a rule for how something should be handled, you eliminate the possibility of someone forgetting a step or entering the wrong detail. Fewer human errors means a more reliable workflow, especially when projects start moving fast.

Additionally, it helps with visibility. Instead of relying on someone to manually update a spreadsheet or notify the next person in line, the system keeps everyone informed in real time. That kind of consistency makes it easier to stay aligned and to trust the process.

On top of that, automation helps you streamline workflows without constantly reinventing how your team works. When your [task management tool](https://wedo.com/blog/how-to-choose-the-right-task-management-tool-for-your-team) handles the handoffs, reminders, and follow-ups, your team can focus on the parts of the work that actually need their attention.

It’s a small shift, but it adds up quickly. Over the course of a week, a month, or a quarter, automating just a few high-frequency tasks can give your team hours back, without changing how they collaborate.

## Where Task Automation Actually Helps
If you’re trying to figure out where task automation fits into your workflow, here’s the simplest rule: start with anything you find yourself doing more than once.

![Infographic titled "Tasks You Should Automate First," showing six icons with labels around a central star icon. The tasks include: "Assigning follow-ups after meetings," "Notifying the next person when a task is completed," "Sending deadline reminders," "Copying information between tools," and "Recreating recurring tasks.](https://wedo-assets.sos-ch-gva-2.exo.io/tasks_you_should_automate_first_en_3caf641d71.png)

That might mean re-creating the same task every week. Manually assigning the same follow-ups after every meeting. Pinging someone to check if something’s done. Or copying info from one system to another just to keep everyone in the loop.

These are all things that can be automated, and probably should be.
For example, recurring tasks don’t need to be created from scratch each time. You can easily duplicate them, along with the right owner, due date, and notes.

The same goes for post-meeting actions. Instead of taking notes in one place and then creating tasks somewhere else, you can connect the two. With a tool like WEDO, tasks can be created and assigned in real time while you’re still in the meeting. The task is then displayed in the minutes of your meeting, as well as in subsequent meetings, so you can track its progress automatically. No extra steps, no follow-up reminders needed.

Notifications can also run on autopilot. You can set up alerts for when a task is created or completed, when a deadline is modified, or when the next person needs to step in. That way, your team stays in sync without having to constantly check in.

Then, there’s the copy-paste work, like repeating the same info across tools or forms. That’s where automation can step in to save time, reduce human errors, and make your task management system way easier to manage.
None of this has to be complicated. You’re not rebuilding your entire process. You’re just removing friction from the parts that don’t need to be done manually anymore.

## How to Build Automation Into Your Workflow Without Making a Mess
Once you’ve decided what you want to automate, the next challenge is making sure it actually works inside your existing setup and doesn’t break everything else.

Here’s where a little structure goes a long way.
### 1. Map your workflow first
Before you start clicking through automation options, take a few minutes to sketch out how the task actually moves from start to finish. Who creates it? When? What happens next? Who needs to be notified?
This step helps you spot bottlenecks, duplicate effort, or unnecessary steps, all things you don’t want to accidentally lock into your automated process.

### 2. Use automation to replace clicks, not decisions
Good automation replaces steps your team shouldn’t have to do manually, such as assigning repeatable tasks, defining the schedule, sending reminders, or supplying the necessary documents, not work that requires context or judgment.

If you need a human to stop and think, don’t automate that part. Focus on the parts that are already following the same steps every time.

### 3. Keep your automations visible
One of the biggest mistakes teams make is setting up automations and then forgetting they exist. If someone changes a workflow and doesn’t realize there’s automation tied to it, you can end up with duplicated tasks, skipped steps, or worse.

Make sure your workflow management tool logs automated actions clearly. Team members should be able to see what was triggered, when, why, and by whom, ideally right in the task history or timeline. The goal is to make your system more responsive, less manual, and not more fragile.

## How WEDO Helps You Automate and Work Smarter
You don’t need to overhaul your entire system to start using automation. WEDO is designed to fit into how your team already works, while helping you simplify and streamline everyday processes.

Here’s how it supports automation in a way that’s actually usable, even for non-technical teams.

![how-WEDO-helps-your-team-automate-smarter-en.png](https://wedo-assets.sos-ch-gva-2.exo.io/how_WEDO_helps_your_team_automate_smarter_en_5ee2f67683.png)

### 1. Automate task creation from meetings
WEDO makes it easy to assign tasks in real time while you’re running a meeting. Instead of taking notes in one tool and creating tasks in another, you can assign action items on the spot, with deadlines, owners, and context included. These tasks are then automatically placed in the appropriate workspaces and task lists, and are tracked in your meeting minutes and subsequent meetings, keeping everything connected without extra steps.

### 2. Streamline recurring processes with checklist templates
For recurring workflows, WEDO’s [checklist templates](https://wedo.com/features/checklists) are a game-changer. Instead of manually recreating the same set of tasks each time, you can build standardized templates for processes like onboarding, quality checks, or event planning. Tasks are automatically assigned with the right owners, due dates, and documents, ensuring consistency without extra setup. You can even track checklist progress in real time to ensure everything stays on course.

### 3. Keep your project plans updated with Gantt automation
With WEDO’s new [Gantt chart feature](https://wedo.com/features/project-management), you don’t have to manually update project timelines. Any action taken on a task, like changing a start date, marking a task complete, or adjusting deadlines, is automatically reflected in the Gantt view. This keeps your project schedules accurate without double entry or manual adjustments, making it easier to manage dependencies and maintain momentum.

### 4. Reduce manual follow-ups
With WEDO, task statuses and ownerships are always visible to the right people. That means fewer check-ins, fewer status meetings, and less time spent chasing updates. Everything stays synced in real time, across your team’s workspaces and meetings.

### 5. Simplify your workflow without writing rules
You won’t find a complex rules engine buried in WEDO. Instead, automation is clean, usable, and built around your team’s real actions, and no coding or setup headaches are required. Assignments, follow-ups, recurring tasks, and project tracking happen in the background, letting your team stay focused on work that matters.

And because WEDO combines [task management](https://wedo.com/guides/the-ultimate-guide-to-task-management-strategies-tools-and-best-practices), meeting documentation, checklists, and project planning in one platform, you don’t need five different tools to make automation work. It’s already built into your workflow.

## Conclusion
Manual work has a way of creeping into every corner of your workflow. A few extra clicks here, a missed follow-up there, and suddenly your team is spending more time managing tasks than actually completing them. Task automation helps clean that up. It removes the repetitive steps that don’t need to be handled manually and keeps your processes running smoothly in the background.

WEDO gives you the tools to make that shift without overcomplicating your setup. From real-time task creation during meetings to recurring workflows and built-in collaboration features, it’s designed to support teams that want to simplify how they work, not add more to their plate.
Want to see it in action? [Start your WEDO free trial](https://wedo.com/signup) today.

Learn how task automation helps streamline workflows, reduce manual work, and improve team productivity with WEDO’s smart collaboration tool.

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Task Automation: What It Is and How It Helps Your Team Work Smarter


The Swiss data protection landscape has undergone significant changes in recent years. In response, **WEDO SA** has carried out a **comprehensive revision of its contractual framework** to align with current legal obligations.

This initiative is designed to **remove legal barriers** for our clients—especially **cantonal and municipal public entities**—so they can use our services **without needing to request contract modifications**.



## Evolving Legal Context

Switzerland’s **new Federal Act on Data Protection (nFADP)** came into effect on **September 1, 2023**, introducing enhanced rights for individuals and stricter obligations for organizations.

In parallel, **most Swiss cantons have revised their own data protection laws**. At the time of writing, **only the canton of Vaud** has yet to update its legislation. These regional laws often include **specific requirements for IT providers** working with public entities.

---

## Why We Updated Our Documentation

Our goals were to:

- **Remove legal friction** for customers outsourcing data processing to WEDO.
- **Ensure alignment** with new cantonal legislation, beyond just the federal level.
- Provide a **standardized, legally robust, and user-friendly** contractual framework.



## What Has Been Updated?

### 1. Data Processing Agreement (DPA)

Our DPA has been **completely redesigned**:

- It now **fully incorporates cantonal requirements**, including rules around professional secrecy and data transfers.
- It is **ready to use by public sector entities** without needing further adjustments.
- It includes robust commitments around **security, confidentiality, subcontracting, and data subject rights**.

### 2. Privacy Policy

Now limited to **our website (www.wedo.com)**, this policy clearly outlines data processing related to web navigation and marketing interactions.

### 3. Terms of Use

Updated to ensure **consistency with our new DPA and privacy practices**.


## Key Features of the New DPA

- Clear clauses around **subcontracting and subprocessors**
- Compliance with **legal secrecy obligations** (e.g., professional or official secrecy)
- Provisions on **cross-border data transfers**
- Commitments to **data breach notifications**
- Enhanced **security clauses** and **data subject rights**, including a **contractual audit right**


## What This Means for You

- **Time-saving**: No need to request additional amendments
- **Legal assurance**: Fully compliant with federal and cantonal laws
- **Clarity and simplicity**: The documents are robust yet easy to understand


## Special thanks to YB Conseils & Solutions Sàrl

We would like to warmly thank [**YB Conseils & Solutions Sàrl**](https://www.yb-cs.ch/), a legal firm specializing in technology law based in **Bulle, Switzerland**, for their expert guidance throughout this process. Their support enabled us to meet complex legal standards while keeping our documentation accessible and transparent.


If you have any questions or would like to learn more, feel free to contact us at [info@wedo.com](mailto:info@wedo.com) or consult our updated legal documentation via our [Trust Center](https://trust.wedo.com/).

*— The WEDO Team*

WEDO SA has carried out a comprehensive revision of its contractual framework to align with current legal obligations.

A graphic showing legal documentation that meets new regulatory requirements

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WEDO Updates Its Legal Documentation to Meet New Regulatory Requirements

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

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

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

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

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

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

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

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

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

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

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

### 1. Meeting preparation and management

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

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

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

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

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

### 2. Project management and task tracking

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

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

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

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

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

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

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

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

### 4. Transmission of information

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

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

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

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

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

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

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

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

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

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

an executive assistant overwhelmed by work and demands

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Making daily life easier for executive assistants

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

## Key topics for a bilateral meeting

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Meetings

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