Being able to work effectively outside the office can seem difficult at first glance. At home, we don't necessarily have such a good environment for concentration. In addition, we are often faced with many distractions that sometimes prevent us from functioning optimally. Therefore, when we work from home, it is essential to organize ourselves carefully by planning our various tasks in order to maximize our efficiency and productivity. Before starting your day, take the time to write down, prioritize and plan your daily tasks.

WEDO offers a powerful task management system to organize your weeks and days with a few clicks in a simple and efficient way. The tool also facilitates collaborative task management so you can work with your colleagues wherever they are. Through this article, discover how to manage your activities using WEDO.

## Enter your tasks in your personal space

With WEDO, you have a personal space where all the tasks that concern you are grouped together. Take your e-mails, personal or internal notes, and current projects in which you are involved to summarize your work. Then segment your workload into different tasks and enter them directly in your personal space. **Our advice**: use short titles and infinitive action verbs to enter your tasks.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2020_04_1_saisissez_vos_taches_dans_votre_espace_personnel_d5ff0adcf4.gif)

## Prioritize your tasks

Once you have entered your tasks, determine the priority given to each of them. To facilitate this step and allow you to work on the important and urgent first, WEDO integrates the Eisenhower matrix. According to this system, divide your tasks according to 4 criteria:

* Urgent and important tasks
* Non-urgent but important tasks
* Urgent but unimportant tasks
* Non-urgent and non-important tasks

This distribution, which should be established according to your objectives and needs, will encourage you to work on the important and urgent as a priority. Therefore, treat urgent and important tasks as a priority and plan non-urgent but important tasks. Urgent but non-important tasks usually represent tasks related to other people's objectives (tasks to be carried out as part of a collective project, for example). You can therefore delegate them to third parties whenever possible. Finally, leave non-urgent and non-important tasks aside. These can constitute a kind of "suggestion box".

And with the wave of a magic wand, you can prioritize all your tasks with WEDO:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2020_04_2_priorisez_vos_taches_f072740555.gif)

## Plan important tasks

Once you have determined which tasks are most important, you can plan for their completion in the short or long term depending on their degree of urgency. You can first organize your week and then divide your tasks according to your work days. At the end of each day, take stock of what you've accomplished and reschedule tasks that you wouldn't have had time to deal with. Always keep an overview of all your activities.

In WEDO, the planning date is the date on which you want to perform the task. It differs from the due date, which is the date on which the task is to be completed. With just a few clicks, you can easily schedule your tasks according to your schedule using fast scheduling tools:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2020_04_3_planifiez_les_taches_d83f61399d.gif)

Our tool also makes it possible to manage **recurring tasks** according to 4 frequencies: daily tasks, weekly tasks, monthly tasks and annual tasks. Thanks to the recurring task functionality, ensure the management of recurring activities and don't miss any occurrence! Tasks will simply appear at the right time.

## Define due dates

When you plan your tasks, also remember to specify their due dates if you know the exact date. This way, tasks that are overdue will be highlighted so that you don't miss any important deadlines. With WEDO, you can set the due dates for your tasks in the blink of an eye.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2020_04_4_definissez_les_echeances_aec4d2eac4.gif)

**Tip**: Would you like to have an overview of all the tasks that are coming due soon? Create a **custom filter** to display all the tasks that are due in the next X days!

## Delegate certain tasks

In your daily work, you are probably required to collaborate as a team. Non-important but urgent tasks may be the ones you can delegate: they are not considered important in relation to your responsibilities but still need to be followed up and completed in a short period of time. These tasks may be those that contribute to the achievement of a collective project and therefore do not depend solely on you. When delegating a task to a colleague, make sure that it is followed up by adding a comment, for example, explaining why you are assigning the task to him or her. You can also define a due date to limit the time it takes to complete the task. **Our advice**: be as clear as possible in your statement to simplify collaboration.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2020_04_5_deleguez_certaines_taches_80c9382293.gif)

## Share your tasks with workspaces

WEDO allows you to handle your personal tasks as well as those inherent to a department, a work group, or even a department. Create workspaces to share tasks with its members and track the progress of delegated tasks. Comment on tasks to share important information with your team. Thanks to the tool's built-in notification system, your colleagues will be notified of any important changes to tasks. Collaborative task management will be even more efficient, especially when team members are working remotely.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2020_04_6_partagez_vos_taches_avec_des_espaces_de_travail_55ee3a59be.gif)

**Tip**: Would you like to report on the progress of each task in a specific workspace? Create a custom "progress status" **[field](https://help.wedo.swiss/fr/articles/2614435-les-champs-personnalises)** so that all members of the workspace can observe the progress of the project or activities in progress.

With WEDO, set the rhythm of your teleworking days and give a framework to your activities and those of your organization. With the powerful task manager, organize your schedule and collaborate with colleagues at the office or from home. By making WEDO part of your daily routine, you'll be able to keep an eye on the progress of your tasks and those of your teams. Collaborative platforms facilitate internal exchange, especially when your teams need to interact remotely. In addition, the fact that you can gather the bulk of your activities on a single platform allows you to limit exchanges via other channels such as telephone or email. Getting organized to work efficiently from home requires certain prerequisites: give your employees the digital tools they need to carry out their activities. The result will be quality internal work and communication!

Would you like to manage your personal tasks and those of your teams using WEDO?

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

When working from home, there are many distractions. It is therefore not always easy to maintain productivity. The first reflex to have is to organize our schedule before starting our working days. WEDO's powerful integrated manager allows everyone to organize their daily tasks to maintain their commitment and efficiency. 

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Organize your remote working days by managing your tasks with 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

## WEDO, the startup that makes tasks clear.

**Estavayer-­le-­Lac »** WEDO is ready to conquer companies. Founded in August 2015 in Estavayer-le-Lac by two young engineers, David Dutch (IT) from Fribourg and Antoine Sudan (management), the startup offers an online application at [wedo.com](/). «It is a collaborative tool, which allows you to manage tasks in teams», summarizes Antoine Sudan.

**Duly identified** and in groups, the members of a company can enter tasks, plan them, assign priorities, delegate them, comment them, filter them, archive them, monitor their progress or receive notifications, among other functionalities. A special feature of this 100% Swiss application is that all data is securely hosted exclusively in Switzerland.

«We surveyed 300 business owners to identify the needs when we developed version 1, which was released in April 2015\. To date, around 30 companies are using our application, including a bank, residential homes and industrial companies. Their instantaneous feedback allows us to continuously refine the application, according to users' needs. As a result, we are now at version 20 of WEDO», explains the engineer.

The duo, who have been supported by Fri Up (coaching and locations) since November 2015, feel confident enough today to think bigger. «There are only two of us. But if everything works according to our business plan, we'll be able to hire as early as 2018», hopes Antoine Sudan.

\--

Interview by Stéphane Sanchez / Source: 
[Original article from La Liberté](https://wedo-assets.sos-ch-gva-2.exo.io/article_wedo_liberte_2017_02_06_4c7a2632ef.pdf)

An article on WEDO published in La Liberté of 06.02.2017.

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La Liberté

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

## Setting up external notifications

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

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

## Sorting task lists

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

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

## Info tab in topics

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

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

## Checklists V3: editing a checklist after launch

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

## Redesigning the main menu

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

## Redesign of the secondary menu

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

Here is an example with the subject _Human Resources_ :

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

## Improved ergonomics of subject settings

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

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

## Conclusion

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

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

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WEDO V20: Goodbye 2016, hello 2017!

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

The merging of notifications takes place on three levels:

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

## Merging notifications related to the same event

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

## Updating of notifications according to their relevance

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

## Deletion of notifications in case of false manipulation

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

## Conclusion

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

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

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Intelligent merging of notifications

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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

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

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

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

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

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

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

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

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

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

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

Let’s break it down.

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

Illustration with the text "What Is a Kanban Board?" on the left and task card icons arranged in a grid on the right, on a blue background.

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

Most people approach their daily work with good intentions. They build a task list, block off time, and dive into the day ready to be productive. But somewhere between answering emails, attending meetings, and switching between projects, focus begins to fade.
Managing daily tasks without a clear strategy often results in constant context switching. Every time attention shifts from one type of task to another, the brain has to reset. This adjustment may only take a few seconds on the surface, but over the course of a workday, it drains mental energy and reduces the quality of work.

Task batching offers a way to break that cycle. By grouping similar tasks together and completing them in dedicated blocks, individuals and teams can maintain momentum, minimize wasted energy, and make better use of their most productive hours.
In this article, we will explore how task batching works, why it improves time management, and how it fits alongside techniques like time blocking. We will also look at how to categorize tasks effectively and how platforms like [WEDO](https://wedo.com/features) can support better daily workflows.

## What Is Task Batching?
Task batching is a time management technique that involves grouping similar tasks together and working on them in a single, uninterrupted session. Instead of jumping from one unrelated task to another throughout the day, you focus on a batch of related activities during a dedicated time block.

For example, answering emails, following up on client requests, and checking internal messages all require a similar type of attention. Rather than scattering these tasks across the day, batching them into a single communication-focused session allows you to complete them more efficiently and with fewer mental interruptions.

Task batching works because it reduces the number of times you need to shift gears mentally. Every time you switch between tasks that require different cognitive processes, such as moving from creative writing to financial reporting, your brain has to adapt. That adaptation uses time and energy, even if the shift feels small.

By grouping similar tasks, you minimize the impact of context switching and give your mind the space to reach a deeper level of focus. Whether managing your personal task list or coordinating work across a team, task batching helps build structure into your day and creates opportunities for more consistent, high-quality work.

At its core, task batching is about aligning the type of work you are doing with the mental energy it requires. When structured well, batching creates a natural rhythm that makes it easier to stay engaged, [prioritize tasks](https://wedo.com/blog/guide-to-managing-and-prioritizing-your-daily-tasks), and complete work more effectively.

## Why Context Switching Destroys Focus
At first glance, switching between different tasks throughout the day feels harmless. Answering an email between meetings or checking a project update between writing reports seems efficient. In reality, frequent context switching drains cognitive resources and fragments attention, making it harder to perform any task well.

When you move from one type of work to another, your brain needs time to adjust. Researchers often refer to this adjustment as "attention residue." After switching, part of your mind remains focused on the previous task, even as you try to engage with the next one. This lingering distraction slows reaction times, reduces accuracy, and lowers overall productivity.

The cost of context switching is not just about time lost during the transition. It also affects energy levels. Each mental shift requires a small but measurable cognitive effort. Over the course of a day, constant switching erodes the mental stamina needed for sustained concentration and deep work.

Deep work, focused, uninterrupted effort on cognitively demanding tasks, relies on minimizing distractions and maintaining momentum. Context switching breaks that momentum, forcing you to rebuild focus again and again.

Grouping similar tasks together limits the need to shift mental modes. Instead of constantly changing focus, you stay within the same cognitive framework for longer periods. Whether answering client emails, designing project plans, or preparing reports, working in batches allows you to complete tasks more efficiently and with greater attention to detail.

By reducing the mental load associated with frequent switching, task batching helps protect the quality of your work and conserves the energy needed to perform at a consistently high level throughout the day.

## The Benefits of Task Batching
Task batching is more than a way to feel organized. It offers real, measurable advantages for time management, energy preservation, and overall work quality. By structuring your day around grouped tasks, you set yourself up for deeper focus and more consistent results.

Here are the key benefits of task batching:

![Image showing the main benefits of task batching: saves mental energy, boosts work quality, improves time management, strengthens team coordination, and reduces stress and cognitive overload.](https://wedo-assets.sos-ch-gva-2.exo.io/tops_benefits_of_task_batching_en_880e43eb72.png)

### More efficient use of mental energy
Grouping similar tasks together reduces the need for constant mental resets. When you stay within the same cognitive category for an extended period, your brain works more efficiently. Energy is spent completing tasks, not reorienting your focus.

### Improved time management
Task batching fits naturally into broader time management strategies, especially when combined with [time blocking](https://wedo.com/blog/how-time-blocking-helps-you-manage-your-daily-workload). Instead of reacting to each new demand, you proactively allocate blocks of time to complete entire batches of tasks. This creates a more predictable, manageable schedule and reduces the feeling of always being "busy" without making real progress.

### Better quality work
Frequent context switching increases the risk of mistakes and superficial thinking. Batching similar tasks allows you to maintain a higher level of attention on the work at hand. Whether reviewing financial data or writing proposals, staying focused leads to fewer errors and more thoughtful outcomes.

### Stronger project management and team coordination
At the team level, batching related project activities, such as planning, reviewing, or administrative updates, can streamline workflows and improve collaboration. Project managers can schedule shared task batching sessions, making it easier for team members to stay aligned and move projects forward efficiently.

### Reduced stress and cognitive overload
Task batching helps break the cycle of constant partial attention. Knowing that specific categories of work have designated times reduces the mental burden of trying to remember every outstanding item throughout the day. It also creates a clearer sense of progress, which can significantly reduce work-related stress.

Building task batching into your daily routine helps you stay organized and improves your ability to prioritize tasks, manage your energy levels, and maintain focus over longer periods.

## Task Batching vs. Time Blocking: What’s the Difference?
Task batching and [time blocking](https://wedo.com/blog/how-time-blocking-helps-you-manage-your-daily-workload) are both powerful time management techniques, but they address different aspects of how work gets done. Understanding the difference between them and how they can work together helps create a more structured and productive workday.

🖇️ **Task batching** focuses on what you work on. It involves grouping similar tasks together based on their nature, such as answering emails, updating project plans, or reviewing reports. The goal is to complete a series of related tasks without switching between different types of activities.

⏱️ **Time blocking** focuses on when you work on those tasks. It involves scheduling specific blocks of time in your calendar to complete a defined batch of work. For example, you might block two hours in the morning for deep project work and one hour in the afternoon for administrative tasks.

In practice, task batching and time blocking are often used together. After identifying and grouping tasks into logical categories, you then allocate time blocks to complete each batch. This combination improves both focus and time management by reducing context switching and ensuring that critical work has dedicated, protected time in your schedule.

**Task batching vs. time blocking in action:**
- You batch all your client follow-ups into a single group.
- You then block 10:00–11:00 AM on your calendar to complete that batch without interruptions.
- Later in the day, you batch strategic project planning and block focused time to work on it without checking messages or switching tasks.

For managing daily tasks effectively, both batching and time blocking create a more deliberate approach to work. Rather than reacting to each incoming request, you structure your day around focused effort, giving the most important tasks the time and attention they require.

When planning your workflow, it helps to think of batching as organizing your task list by type, and time blocking as organizing your calendar to protect time for focused execution.

## How to Start Task Batching Effectively
Task batching works best when it is part of a deliberate, well-structured approach to organizing your work. Simply grouping random tasks together is not enough. Effective batching depends on thoughtful categorization, realistic planning, and protecting focus during execution.

![Image outlining the 4 steps to start task batching: categorize tasks, group similar ones, block time on your calendar, and protect your focus.](https://wedo-assets.sos-ch-gva-2.exo.io/how_to_start_task_batching_in_4_steps_en_903e382bad.png)

Here’s a practical way to get started:

### Step 1: Categorize Your Tasks
Start by reviewing your current task list. Identify patterns by grouping tasks based on their type, energy demands, or the tools they require.

Common categories might include:
- Communication tasks: emails, Slack updates, phone calls
- Planning tasks: project scoping, strategy sessions
- Administrative tasks: invoicing, document filing, expense reporting
- Creative tasks: writing, designing, brainstorming
- Deep work tasks: coding, financial analysis, data modeling
- Categorizing tasks helps you see where natural batches already exist in your workday. It also clarifies the types of tasks that require different levels of focus or energy.

### Step 2: Group Similar Tasks Together
Once your tasks are categorized, the next step is to physically group them.

This could mean creating separate lists for each batch or tagging tasks inside your [task management tool](https://wedo.com/blog/how-to-choose-the-right-task-management-tool-for-your-team) for easier sorting.

When grouping tasks, focus on similarity in mental effort and workflow style. For example, writing a proposal and editing a marketing draft both fall under creative work, even if they support different projects.
Avoid mixing tasks that require different modes of thinking. Grouping similar tasks together allows you to maintain cognitive momentum and complete work faster and with greater accuracy.

### Step 3: Plan Time Blocks for Each Batch
Assign dedicated time blocks in your calendar for each batch of tasks.
When scheduling, consider your natural energy levels throughout the day.

For instance:
- Plan deep work sessions, such as writing or analysis, in the morning when your focus is strongest.
- Reserve lower-energy periods, such as late afternoon, for administrative batches like filing or expense reports.
- Use the early afternoon for collaborative batches like [meetings](https://wedo.com/features/meetings) or follow-ups, where a shift in energy and pace is expected.

Time blocking ensures that batches are not simply planned but also protected. It helps prevent distractions and gives you a clear start and end point for each type of work.

### Step 4: Minimize Interruptions and Protect Your Focus
Batching only works when focus is maintained during execution.

Set up your environment to support uninterrupted work:
- Silence notifications on communication apps.
- Close unrelated browser tabs or programs.
- Let team members know when you are in a focus block if collaboration is expected later.

Schedule short breaks between batches to allow your brain to reset before shifting to a new category of tasks. Even a five-minute pause can restore energy and prepare you for the next block of work.

Task batching is most effective when it becomes a habit. By consistently categorizing tasks, grouping similar work, protecting time blocks, and minimizing interruptions, you build a sustainable system that improves focus and productivity over the long term.

## Advanced Strategies for Task Batching and Optimizing Team Productivity
Task batching at the individual level improves personal focus and efficiency.
At the team and project management level, batching requires a more deliberate design of workflows, timelines, and [collaboration structures](https://wedo.com/features/meetings). When used strategically, batching can reduce project friction, improve resource allocation, and optimize the way teams handle complex, multi-phase work.

Here are several advanced strategies for implementing task batching across distributed teams and projects:

### Batch project tasks by cognitive load and required resources
Project managers can group tasks not just by type, but by the mental effort and resources they require. For example, research-intensive tasks, administrative updates, and client presentations demand different forms of preparation and energy. 

Structuring project timelines to batch high-cognitive-load tasks separately from administrative or procedural tasks prevents fatigue and maintains quality throughout project phases.

### Integrate dependency management into batching structures
Complex projects often involve dependencies where one task must be completed before another can begin. Using a Gantt chart or [project management software](https://wedo.com/features/project-management) that tracks dependencies allows managers to batch tasks in logical sequences.

Rather than scheduling isolated deliverables individually, teams can group upstream activities (such as research and development) into one phase and downstream activities (such as review and implementation) into another, reducing gaps and handoff delays.

### Align task batching with team energy rhythms and availability
Different teams experience peak energy levels at different times, especially in distributed or cross-time-zone environments. Advanced task batching accounts for these rhythms by planning cognitively demanding batches, such as creative strategy, product development, or complex problem-solving, during peak hours.

Lower-energy batches, such as administrative updates or reporting, are scheduled during slower periods. This approach improves throughput without forcing uniform schedules across diverse team members.

### Use structured task lists and templates to maintain batching consistency
Creating [standardized checklist templates](https://wedo.com/features/tasks) for recurring workflows ensures that batching remains consistent across projects.

Templates for project kick-offs, sprint reviews, client handovers, or internal reporting cycles help batch tasks into repeatable structures, minimizing planning time and supporting better execution. This is particularly valuable for scaling project management practices across growing teams or complex multi-stakeholder environments.

### Monitor and optimize batch cycles using project analytics
Effective batching is not static. Advanced teams monitor task completion rates, handoff times, and project bottlenecks over time. By analyzing how long batches take to complete and where slowdowns occur, project managers can refine the batching structure to improve delivery speed, reallocate resources, or adjust timelines dynamically.

Task batching at the organizational level requires more than just individual focus.
It demands a systematic approach to grouping, sequencing, and executing tasks across projects and teams. When implemented well, batching transforms project workflows from reactive task management to proactive, high-efficiency collaboration.

## Conclusion
Task batching is a fundamental shift in how individuals and teams manage attention, prioritize tasks, and maintain momentum across increasingly complex workdays. At the team and project level, batching strategies allow for better resource management, improved handoffs, and more predictable project outcomes. 
When batching is integrated thoughtfully into project workflows, through cognitive load planning, dependency management, and energy-based scheduling, it becomes a key driver of operational efficiency. But building effective batching systems also depends on having the right tools. Platforms like [WEDO](https://wedo.com/features) make it easier to organize work into structured, repeatable workflows.

With task management features that support categorization, [checklist templates](https://wedo.com/features/tasks) for recurring processes, Gantt charts for dependency tracking, and smart notifications to stay aligned without interruptions, WEDO helps individuals and teams implement task batching in a practical, scalable way.

Whether you are managing daily tasks, coordinating across distributed teams, or overseeing complex projects, WEDO provides the structure needed to group, schedule, and complete work more effectively. [Start your free trial today](https://wedo.com/signup) and see how WEDO helps you turn focus into real, measurable progress.

Discover how task batching improves focus and reduces context switching. See how WEDO helps teams organize, prioritize, and complete work more efficiently.

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Task Batching: How to Group Similar Work for Maximum Focus

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

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

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

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

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

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

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

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

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

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

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

### 1. Meeting preparation and management

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

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

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

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

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

### 2. Project management and task tracking

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

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

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

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

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

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

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

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

### 4. Transmission of information

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

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

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

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

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

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

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

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

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

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

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

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Making daily life easier for executive assistants

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

## Key topics for a bilateral meeting

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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