## What is agility?

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

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

## SCRUM method

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

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

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

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

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

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

## Why WEDO is ideal for an agile company

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

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

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

## The limits of the agile method

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

The fifteenth edition of the State of Agile report, produced by the company [digital.ai](https://www.notion.so/Marketing-Archive-54946373b74e43eb98b5d502b858035c), provides some answers. According to the report, the main problems identified by more than 1,380 people worldwide in the adoption and practice of agile are the following:

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

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

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

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


**Sources :**

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

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

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

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

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

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

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

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

Drawings representing the concepts of agility in project management

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When agility becomes a necessity

## Management of recurrent procedures: what are the challenges?

In administrative departments, process management is an integral part of daily activities. Procedures are often summarized as lists of tasks to be performed in a predefined order. While these steps are common and everyday for educational institutions, completing them can be difficult and may challenge the institution's quality assurance. Let's explore some common obstacles together:

* A large amount of information to process through different communication channels: internal documents and notes, emails, calls, letters, etc.
* Complex organization: many employees involved in the process.
* Transversal coordination (several departments and sites involved).
* Documents that are not up to date and follow-up files that are not very collaborative, even complex (spreadsheets, Excel sheets, Word documents).
* A lack of clarity in the tasks to be accomplished (no reference document or with incomplete explanations)
* A hybrid work mode: face-to-face and remote employees.
* A lack of global communication that can jeopardize the quality of execution.
* A staff leaving the company, which hinders the completion of a procedure in cases where the former employee had the necessary know-how and knowledge.

![WEDO-education-3.png](https://wedo-assets.sos-ch-gva-2.exo.io/WEDO_education_3_f57f4a4685.png)

Does this list remind you of situations you have experienced? Do you work in the education sector and think your procedures' conduct could be improved?

WEDO offers you the **Templates and Checklists** feature that allows you to increase the efficiency and collaboration of your departments. Find out how to automate your institution's routine procedures by quickly creating templates and generating predefined task lists.

## We help you manage your recurring procedures

### 1\. Model your recurring procedures

#### ✅ List and assign tasks

Ensure the quality and monitoring of your internal processes by creating templates for each procedure. This way, the employees get a clear and structured overview of the processes in place and the tasks for which they are responsible.

#### 📅 Plan the tasks

For each task, define deadlines relative to a reference date. When you launch a checklist based on the template, the deadlines will be automatically generated. You can then distinguish :

* Tasks to be done before the reference date
* Tasks to be done on the reference date
* Tasks to be done after the reference date

#### ↗️ Sharing information

The templates will also allow you to transmit knowledge to employees while maintaining consistency in executing procedures. Train new employees efficiently by giving them access to the checklist templates that concern them.

#### 📋Modify template tasks at any time

Does a procedure need to be reviewed? Authorized users have easy access to the model's tasks to revise it.

### 2\. Launch a checklist when the procedure is to be performed

Is your template ready? All you have to do is launch a checklist to start a procedure! Then, your colleagues instantly receive the tasks they are responsible for in their personal space.

### 3\. Collaborate and communicate easily

Communicate with your colleagues by commenting on the tasks from each current checklist. Your colleagues will be instantly notified and can exchange with you.

### 4\. Follow the progress of the procedures in progress

With this feature, your follow-up is assured, and you can :

* Analyze the progress of a specific checklist.
* Get a global view of the progress of all current checklists.
* Sort checklists according to their progress percentage or their reference date.

## Education sector: standardized procedures to ensure quality

Ensuring the quality of services to customers and partners is a significant challenge for training institutions. Many institutions obtain certifications and labels, such as the ISO standards (21001:2018) for education and training organizations. The administrative requirements to obtain these certifications are often tedious. WEDO will assist you throughout the implementation of these particular procedures. Once your institution is certified, the Templates and Checklists will ensure quality in executing your institution's internal processes.

## Some examples of procedures you could manage with WEDO in your institution

### **Management, Administration & Secretariat**

* Organization of the school start
* Material orders
* Preparation of the timetables
* Preparation of the curricula
* Annual budget
* Organization of graduation ceremonies
* Certifications & labels
* Administration of the alumni network

### **Human Resources Management**

* Entry of an employee
* Leave of an employee
* Recruitment process

### **Admissions Office**

* Student application
* Student matriculation
* Student visa

### **Pedagogical groups**

* Exam preparation
* Pedagogical days
* Organization of activities
* Organization of congresses

### **Academic events**

* Open house
* Alumni meetings
* Information events
* Special events

### **Marketing & Communication**

* Communication campaigns
* Marketing campaigns
* Translations

---

Want to test our tool to manage recurring processes in your educational institution?

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

These customers have chosen WEDO to collaborate efficiently in their schools:

::button-secondary[Learn more about their testimonials]{link="/industries/education"}

In administrative services, process management is an integral part of daily activities. Do you work in the education sector and think your procedures could be improved? WEDO offers the Templates and Checklists feature to help you track and collaborate on your processes. In this article, you will find out how to automate the recurring processes in your educational institution.

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Schools & Faculties: automate your recurring procedures

> 4% of new employees leave after a disastrous first day, while 22% of staff turnover takes place during the first 45 days\*

There are many issues at stake when welcoming a new employee. Indeed, this last phase of the recruitment process is a crucial step that is supposed to ensure a good start in the working relationship. It involves creating a special bond between the company and the new employee by giving them confidence and integrating them into the new team. The ultimate goal is to build loyalty by passing on the culture and values of your organization. For all these reasons, it is important to take care of your onboarding process from A to Z, and to update it from time to time to ensure its effectiveness. So what are the important steps to a successful onboarding? We will look at three fundamental phases: 

* The definition of the tasks involved in the onboarding process
* Designation of the persons concerned by the process
* The planning of the different deadlines surrounding _onboarding_

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_11_giphy_2_b054478200.gif)

\* According to a [report proposed by LinkedIn](https://business.linkedin.com/content/dam/business/talent-solutions/regional/fr%5FFR/site/pdf/tipsheets/onboarding-in-a-box-fr-fr.pdf). Figures from the study by [Bersin by Deloitte](https://www2.deloitte.com/us/en/pages/human-capital/topics/bersin-insights-and-services-for-hr.html): _Onboarding Software Solutions 2014: On-ramp for Employee Success._

## List the tasks involved in the onboarding of your employees

To begin, you need to define all the steps that make up the onboarding procedure by listing them. This involves respecting the order in which the various tasks must be carried out. Make your to-do list according to the three moments of the onboarding process:

* What needs to be done before the employee takes up the job
* What to do on the employee's first day
* What needs to be done after the employee has taken up his job

The idea is to create a template with a predefined to-do list so that it can be applied to each new employee's onboarding. This method will save you precious time and the procedure will be carried out in a systematic way. If your onboarding differs from department to department, you can create a template for each sector. Below is a template of predefined tasks for you to download. This is a non-exhaustive list and is a good basis for anyone who wants to implement an onboarding process in their organisation. 

::button-primary[Download the onboarding checklist template]{link="https://wedo-assets.sos-ch-gva-2.exo.io/wedo_modele_de_checklists_accueil_collaborateur_773115f78b.xlsx"}

However, you may have a good predefined task model and fail to achieve effective integration. With standard IT tools, you will write a list of tasks in _Excel_ format. This will then have to be passed on to all the employees concerned so that they carry out the tasks for which they are responsible. It is obvious that this practice can only be partially effective because it does not provide an overview for all participants. To manage your recurring procedures, opt for a collaborative tool!

With WEDO, you can track the progress of your checklists in real time: save templates and then launch checklists from them. This way, everyone involved in the process will be able to access a global view and see the progress of the checklists in progress in order to collaborate on their completion. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_11_1_modele_de_checklists_4069c1364e.png)

## Define the persons responsible for the onboarding procedure

The onboarding process of a new employee necessarily involves several people in the company: members of the management, executives, employees in a specific sector, HR, IT managers, secretaries or receptionists. All these people affiliated to different departments will have to work together to ensure the success of the onboarding process. Many people in charge as well as many tasks to be carried out: the onboarding process is getting more complicated! It is therefore difficult to ensure effective follow-up. 

With WEDO, you can define the different people responsible for the tasks directly in the template. Thus, each time you launch a checklist, users will receive the tasks that concern them directly in their personal space. Employees are automatically operational because they are informed of what they have to do and when. In addition, they will be able to follow the progress of each checklist and get an overview of their evolution in real time. 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_11_2_resp1_1024x575_994aa405b7.png)

## Scheduling tasks 

Carrying out an onboarding process may require a relative planning of your tasks. What is relative planning? According to a reference date, to be defined each time a checklist is launched, tasks will have to be carried out:

* Before the reference date (D-30)
* On the reference date (in this case the date on which the employee took up the job)
* After the reference date (D+90)

### Before the employee takes up his job

Notifying all employees, signing the employment contract and specifications, creating computer access, preparing the workplace and equipment are all tasks that need to be done before the arrival of your new employee.

With the usual IT tools, it seems very complicated to automate this process. With WEDO, you have the possibility to set up a relative planning of tasks. For example, you can define that the task of _signing the employment contract_ must be completed 30 days before the arrival of the new employee. When the checklist is launched, the person in charge of this task will receive it directly with the correct scheduled date in his personal space.

### The day the employee is welcomed

Schedule some of the tasks in the model on the reference date. These are the tasks that will be to be completed on the day of the employee's arrival. After this first day, the employees in charge of the reception will be able to make a first assessment of the situation. 

### After the employee has taken up his job

The integration period generally lasts a few months. Do not lose sight of the tasks to be carried out over the long term. A good integration requires quality follow-up. Schedule tasks in your model that will remind you, for example, to make an appointment for an evaluation at the end of the trial period.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_11_3_sect1_1024x575_13a0334087.png)

## Launch a checklist from your model

Next month, you will welcome _Pierre Dupont_, the new technical manager of your organization. You wish to prepare his integration by launching a checklist based on the _Employee onboarding_ model previously created. The checklist will contain the employee's name and the reference date will correspond to the date he took up his position. All the generated tasks will be scheduled according to this date. After launching the checklist, the people who collaborate around this procedure will receive the tasks for which they are responsible. They will thus be able to prepare for _Pierre_'s smooth integration!

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_11_4_lanc1_1024x575_6b76ff3258.png)

In the digital age, there are tools that make it possible to centralize information in a single place accessible to all. WEDO allows you to easily collaborate around recurring procedures that concern several employees from different departments. If you want to know where you stand in the onboarding process for your employees, just click on _Employee onboarding_ to see that you have five checklists in progress. In each checklist, you can see in real time, which tasks have been completed and who is taking care of the tasks in progress and by when.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2019_11_6_vue_globale_checklists_en_cours_1_1024x575_d5522ad7bc.png)

 Here is an overview of the current checklists for the onboarding of new employees 

If your organization works with WEDO and you would like to set up an _Employee onboarding_ checklist template, you can do so in a few steps:

1. Download the [Employee onboarding checklist template](https://wedo-assets.sos-ch-gva-2.exo.io/wedo_modele_de_checklists_accueil_collaborateur_773115f78b.xlsx)
2. Adapt it according to your internal procedure
3. See the article in our Help Center to create [a checklist template in WEDO](https://help.wedo.swiss/fr/articles/2614161-creer-un-modele-de-checklists)

Want to manage your recurring procedures using WEDO?

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



There are many issues at stake when welcoming an employee. Through this article, discover the methods and best practices that will help you integrate your new employees.

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Improve your employee onboarding process

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

## Use case

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

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

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

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

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

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

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

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

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

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

Then, click **Save.** 

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

## Sharing tasks and custom fields

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

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

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

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Custom fields

WEDO allows you to create tasks via Email. From the Email to the task, the data is transmitted in the following manner:

1. The subject of the Email will become the title of the task
2. The content of the Email will become the description of the task
3. All the attached files will be in the attachments of the task

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_05_diapositive1_d807f647c5.png)

## There are three possible options when creating tasks in WEDO via Email:

* Create a personal task.
* Create a task automatically assigned to a colleague.
* Create a task automatically shared in a workspace.

To send a task via Email in WEDO, you need to write an Email addressed to a unique Email address. This Email address will correspond to a person or to a workspace.

## Where to find the unique Email addresses ?

Each user and workspace possesses a unique Email address in your WEDO network. 

To find my unique and personal Email address, I need to go to _My profile > Settings > Email to task_ tab_._

To find the Email address to send a task to a colleague, I just need to ask him his Email address that he will find in the same place.

To find the Email address to create a task directly in the workspace, I need to go to the workspace in question. On the three-dots icon I select _Settings > Email to task_ tab

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_05_diapositive2_6487df5d0b.png)

Note that you can add recipients. This is useful to create a task assigned to a person and shared in one or more workspaces.

## Practical example

I want to assign a task to my colleague Benoît entitled “Prepare the communication plan”. I want to add the following description: “Maximum number of pages: 3”. Finally, I would like this task to be shared with the workspaces of the Management and Marketing departments.

This is what my Email will look like:

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_05_diapositive3_717f80fca1.png)

## Quickly transform Emails to tasks

There is an alternative solution to quickly transform one of your Email to task in your personal space: transfer it to [**wedo@mail.wedo.swiss**](mailto:wedo@mail.wedo.swiss).

## Authorize other Email addresses

To create tasks via Email in your personal space, an Email address must be previously authorized.

By default, the Email address you use to connect to your WEDO account is already authorized, as well as the ones from your colleagues who have an account. No need to activate them again.

However, to add another Email address such as your personal one, proceed as follows: Go to your _Profile > Settings > Email to task_ tab and click **\+ Add an email address.** Enter the Email address you wish to add. A verification code will be sent to you by Email, which you will need to enter in WEDO and click **Save** to finalize the operation. Once the Email address is authorized, the status “**Active**” will appear next to the address.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_05_diapositive4_310a053793.png)

## Examples of use

* Assign tasks to your team on the basis of received Emails
* Transfer repair requests received by Email directly to the “Technical” workspace to centralize them.
* Share Emails that contain attached files to be read during meetings by transferring them to the workspace named “Mail to be processed”.

Should you have any questions or comments, please do not hesitate to contact us via the chat support on the WEDO page.

Find out how to turn your emails into tasks by transferring them to WEDO.

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Create tasks via Email

## The organization of a Board of Directors

Companies in any field frequently meet with their board of directors to agree on major strategic decisions. This formal meeting must be well organized and conducted efficiently to facilitate the exchange and communication with the board members. It is, therefore, essential to use the necessary digital tools to improve the organization and follow-up of these meetings. These technological solutions must meet security requirements to allow secure communication and access.
Do you need help to ensure effective follow-up and organization of your board meetings? Then, we have the solution to help you!
WEDO is a meeting management tool that lends itself perfectly to preparing and monitoring boards of directors for many reasons. We suggest you discover 7 steps that show you how our collaborative platform supports the organization of Boards of Directors.

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## 1. Prepare your CA

### 📂 Organize the documents

If you are involved in preparing for your company's Board of Directors meetings, first organize all the documents that will be presented at the meeting, such as financial reports, sales reports, and marketing updates. Ensuring all documents are well-given, complete, and easy to understand is essential.

###  ✍🏻 Prepare reports

If you are responsible for presenting reports, prepare them well before the meeting. Ensure they are clear, and concise and contain all the relevant information for the meeting.

###  ❔ Identify key issues

Finally, before the meeting, identify the key issues or areas of concern that will be addressed during the session. Then, be prepared to offer ideas, suggestions, or recommendations if necessary.

Once you have prepared these initial points, focus on establishing the topics discussed at the meeting: your agenda.

##  2. Set the agenda

###  📣 Determine what topics to address

Topics discussed at board meetings may vary depending on the organization. They may include:

- financial reports;
- operational updates; and
- Strategic planning;
- Risk management;
- legal compliance;
- Ongoing projects;
- Voting;
- and other matters of importance to the organization.

###  📋 Create your base frame

The items discussed are often the same from one board to the next. Be sure to identify recurring themes to save valuable time preparing for future meetings.

###  🗣️ Choose theme presenters

The speakers may vary depending on the theme. Therefore, it is essential to define who should prepare the agenda items or simply who will be the presenters of the topic. This will reinforce the collaborative aspect of the preparation of the meeting. All members will be involved in the upcoming session.

###  📎 Joignez les fichiers aux bonnes thématiques

Au préalable, l’idée est de préparer les documents et rapports à partager avec votre CA. Prenez le temps en amont d’également les joindre aux différentes thématiques de votre ordre du jour afin que les participants puissent les lire et les annoter avant le jour J. Une réunion bien préparée améliorera son efficacité ! 

##  3. Manage access to the meeting

It is expected that access to a CA meeting needs to be finely managed to choose who can see what and especially when. If your tool allows it, try to control the access to the meeting and the role of your participants according to its stages. This will enable you to prepare your agenda according to these different rights and not worry about access beyond the preparation. Determine who are editors, readers, or those who do not have access.

##  4. Integrate the votes

#### 🗳️ Determine voters

Choose who is allowed to vote. Then determine how you will collect the results. Different options are possible:

- digital votes by each voter ;
- a show of hands during the session;
- and collecting votes, with the secretary transcribing the results at the end of the meeting.

####  ☑️ Allocate shares

Voting is integral to the Board of Directors' process since members are often asked to vote on strategic decisions affecting the company. Therefore, be sure to allocate shares according to the decision-making weight of each voter.

####  🟢 Require quorum

In the event of a vote, and if you have allocated shares, you must verify at the beginning of each board meeting that a quorum is present. A quorum is the minimum number of shares based on those present at the meeting.

####  👤 Allow anonymous voting

Determine for a meeting whether you will allow anonymous voting. This should be determined before the meeting, or at least before voting opens.

####  🚫 Hide voting results until close

Depending on the internal operation, it may be necessary to hide the votes until they are closed. Ensure this is the case for the votes processed during your board of directors.

####  🔨 Write pre-decisions

To save time processing the votes, you can write the pre-decisions resulting from them. This is possible if you can imagine the outcomes of the votes. You can prepare a pre-decision for each possible answer. 

##  5. Write the minutes

###  💻 Writing by the Secretary

For this very formal meeting, the writing of the minutes is usually entrusted to a secretary. Here is how this person will compose their minutes.

#### ✍🏻 Paragraphs

Add well-structured paragraphs to reflect the discussions in the plenary. The idea is to proceed systematically and be as transparent as possible while favoring a simple style and short sentences. Think about your future readers from the start!

#### 🗳️ Votes

During the drafting process, validate the votes prepared beforehand and decide on the final decision.

#### 🔨 Decisions

Highlight essential decisions made during the board meeting. The idea is that from the minutes, each member can see all the strategic decisions that the meeting has decided upon.

#### ✅ Tasks

Make a clear list of tasks that flow from the decisions approved by the board. You can also already assign tasks to the people in charge, determining their priority and due date. By doing this, you will have your members up and running by the end of the meeting. Then, everyone knows what needs to be done and by when.

###  👀 Private note-taking by members

####  ✏️ Add private notes to the minutes

Encourage your members to prepare in advance by taking private notes. The idea is also to have them write their notes and comments during the meeting to ensure they understand what is expected.

####  📝 Annotate attached files

The notes can also be added directly to the files and documents attached to the agenda and meeting minutes. The goal is for members to find their written interventions exactly where they belong.

##  6. Follow up on tasks

Track the progress of tasks from one meeting to the next to ensure that deadlines are met. Then, if your tool allows it, simply import your tasks into the next meeting's agenda to see if they were completed on time.

##  7. Give access to the minutes

At the end of the meeting and after the proofreading stage, control access to the minutes so that each member can review the minutes of the discussions. This will allow members to record everything that was discussed during the meeting. At the end, share the minutes with all members to encourage them to review them as soon as possible after the board meeting.

##  ✅ WEDO's advantages for your CA management

We talked earlier about the importance of choosing an excellent tool to manage and track the progress of your board meetings. WEDO develops the ideal collaborative platform for efficient meeting management. So why will our solution be your best ally for board meetings? Here is a summary:

**📋 You collaboratively prepare your agenda.**
![bod-prepare-agenda.png](https://wedo-assets.sos-ch-gva-2.exo.io/bod_prepare_agenda_7476ddda20.png)

**🔐 You manage access to the meeting.**
![bod-access-meeting.png](https://wedo-assets.sos-ch-gva-2.exo.io/bod_access_meeting_ac15c4df9d.png)

**🗳️ You integrate the votes into your board.**
![bod-votes.png](https://wedo-assets.sos-ch-gva-2.exo.io/bod_votes_c631be7608.png)

**⌨️ You write your report in real-time directly on the platform and allow the participants to take their private notes.**
![ca-writing-minutes.png](https://wedo-assets.sos-ch-gva-2.exo.io/ca_writing_minutes_7aa178ad22.png)

**✅ You track tasks from one meeting to the next by importing ongoing and completed tasks.**
![bod-tasks-tracking.png](https://wedo-assets.sos-ch-gva-2.exo.io/bod_tasks_tracking_21b36c4285.png)

**👀 You provide access to the minutes directly after the meeting and email them to members from the platform.**
![ca-access-meeting-minutes.png](https://wedo-assets.sos-ch-gva-2.exo.io/ca_access_meeting_minutes_b8cb3e8b91.png)

>**Do you want to test WEDO for your next board meeting? Then, our experts will introduce you to the tool and help you prepare your first agenda in 30 minutes.**

::button-primary[Contact our experts]{link="/demo"}

## Some examples of our clients who use WEDO to manage their board of directors
![wedo-customer-board-of-directors.png](https://wedo-assets.sos-ch-gva-2.exo.io/wedo_customer_board_of_directors_d91a634e29.png)



Efficiently organize & conduct board meetings w/ WEDO - a secure, digital meeting management tool. Enhance communication & follow-up with our 7-step collaborative platform.

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Organize your Board of Directors with WEDO

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

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

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

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


### Data hosting

#### Data storage location:

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

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

#### Reliability of the hosting provider:

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


### Data protection certification

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

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

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

### Authentication and account access

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

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

### Encryption

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

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

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

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


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


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

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



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

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

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

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Collaborate securely in the financial sector

## What are the organizational challenges in the education sector?

For educational organizations, communication and collaboration are central and essential issues. The management of these structures must be able to actively exchange with all departments to ensure the smooth running of their institution. Management's responsibility is also to foster optimal collaboration between administrative and pedagogical teams.

In terms of collaboration, here are some challenges in the education field:

 🗓️ Managing, monitoring and ensuring the efficiency of various meetings: board of directors, deans' meetings, pedagogical meetings, bilateral meetings, team meetings, etc.

✅ Complete and review tasks of the school management and professionals, as well as of the individual departments, competence centers and partner institutions

 📋 Manage recurring procedures

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## What hinders organizations from working together efficiently?

Employees often have to reach their objectives with limited and inefficient resources. Email remains the most common used communication channel, and it is to be criticized that few truly collaborative tools are available in everyday education.  
Another finding is that meetings are often poorly prepared, often too frequent, and sometimes interminable… in short, unproductive. However, meetings are crucial for the exchange of information. In the sector, these meetings bring together multiple actors: members of the management, administrative staff, deans, professors or teachers, as well as external stakeholders. The challenge for the management is to efficiently manage these multiple meetings while involving each participant before, during and after the meetings.  
So how do you overcome these organizational and collaborative difficulties while encouraging the digitalization of processes?

## Our solutions to improve collaboration within schools and faculties

WEDO is a collaboration tool that is perfectly suited for the internal organization of schools and faculties. Our solution is already helping many institutions to overcome their organizational challenges and improve internal communication.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2022_08_wedo_education_1_7b7a9d1792.svg)

Find out how the **WEDO platform** supports schools and faculty in their daily collaboration.

### 1\. Create a collaborative structure tailored to the education sector

Each department or service of the institution can manage its various projects organized in "workspaces". These spaces allow the institution's employees to share meetings, tasks and files. TheWEDO solution brings together all these features on a single platform. 💡Note that collaboration with external specialists is also very simple and possible without additional costs.

### 2\. Manage all meetings in one tool

From workspaces, users can manage all their meetings with WEDO: from the Board of Directors to the Deans, including pedagogical meetings and bilateral discussions. With the "Meeting" module, agendas can be prepared together as a team, minutes can be taken in real time, and assigned tasks can be tracked from one meeting to the next.

### 3\. Prepare agendas collectively

Unproductive meetings are usually the result of poor preparation. The feature that changes the daily life of management and administration is, without a doubt, the collective preparation of meetings. With WEDO, each employee can complete the agenda to prepare their contributions in advance. It is also possible to share and add documents, for all the information that will be consulted in advance or presented during the meeting (PDF, Excel, Word, PowerPoint, etc.).

### 4\. Highlight decisions made during meetings

Meetings are often closed without having documented clearly made decisions or knowing the pending issues and their deadlines. With WEDO, it is very easy to document the decisions and delegate the associated tasks in a reliable way. The meeting minutes are always clearly organized so that the relevant information can be found immediately.

### 5\. Delegate tasks in meetings

It is possible to create tasks and delegate them immediately during the meeting. Thus, the employees involved will be operational as soon as the meeting is over. From one meeting to the next, WEDO keeps track of the tasks completed so that you can always keep an eye on the deadlines set.

### 6\. Transparent and simple communication on running tasks

The task manager integrated into the WEDO platform simplifies collaboration and communication. It is possible to comment on a task, to share information and exchange with the people involved in its completion. A notification system allows you to stay informed in case of changes or important information.

### 7\. Find information quickly

With the powerful search function integrated in WEDO, you can access the required information with just a few clicks. The search runs across the platform using keywords. In this way, users can find meeting minutes, important decisions, tasks and files that contain the keyword they are looking for.

## WEDO is the ideal tool for Schools and Faculties

WEDO is a tool that brings teams together by providing multiple opportunities to communicate and collaborate efficiently. By integrating our solution in many schools and faculties, we understand the educational sector's organizational challenges. Enhance collaboration within your institution with our features:

🗓️ Agenda preparation, real-time minute taking and tracking of delegated meeting tasks.

✅ Collaborative management of tasks through workspaces. 

▶️ Automation of workflows to improve the quality of internal processes.

![WEDO-education-2_EN.png](https://wedo-assets.sos-ch-gva-2.exo.io/WEDO_education_2_EN_d4dae7e484.png)

These customers have chosen WEDO to collaborate efficiently in their schools:

::button-secondary[Learn more about their testimonials]{link="/industries/education"}

Holding and tracking meetings, coordinating between departments, exchanging information and managing administration are daily challenges for the education sector. Learn how WEDO helps schools and academic institutions improve collaboration by optimizing their meeting and task management.

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Process

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