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Electronic signatures have become an essential part of any company's digitalization strategy. There are plenty of reasons to make the switch: first, electronic signatures are much more efficient, thanks to faster processing times and lower costs. They also avoid the need for constant trips back and forth between printer, scanner, and post office. They enable documents to be signed securely anywhere, at any time.

However, there is a fundamental difference between how digital signatures are interpreted and handwritten signatures. Unlike handwritten signatures, the authenticity of a secure electronic signature is not based on its visual appearance but on the associated **electronic certificate** provided by the Trusted Service Provider.

If the concept is still unclear to some, this article explains how 2.0 signatures work and their legal value.

### 3 types of electronic signatures and their legal value

**a. Simple Electronic Signature (SES)**

The SES is the basic level of electronic signature. It is generally used for documents where the risk of liability is low. For example, the minutes of an informal team meeting can be signed with a SES. Its legal value is recognized, but it does not provide a strong identification of the signatory or a guarantee of the document's integrity.

**b. Advanced Electronic Signature (AES)**

The AES offers a higher level of security than the previous one. It is uniquely linked to the signatory using a pre-registered cell phone number. Project meeting minutes, where details are more critical, may require an AES. This signature ensures better traceability and is widely recognized by law.

**c. Qualified Electronic Signature (QES)**

The QES is the most secure form of electronic signature. It is based on a qualified certificate and a secure signature creation device issued by a Trusted Service Provider (TSP). This registration must be carried out beforehand, on an online platform or in person, to guarantee maximum security. For important or sensitive meetings, such as boards of directors or general assemblies, where decisions have significant legal and financial implications, the QES is generally required. It is recognized as the only form of electronic signature equivalent to a handwritten signature under the European Union's eIDAS regulation and the Swiss federal law on electronic signatures (ESigA).

![e-signature legal weight](https://wedo-assets.sos-ch-gva-2.exo.io/EN_legal_weight_v2_d83e9abdcc.png)

### Qualified Electronic Signature (QES): the ultimate in security

The QES represents the ultimate in security and trust in the field of electronic signatures. It requires rigorous identity verification and is generated via a secure device. To use a QES, the signatory must obtain a qualified certificate from a Trusted Service Provider, such as Swisscom. This certificate contains verified data on the identity of the signatory.

A QES is therefore always personal and cannot be repudiated. This means that in cases where the law requires a handwritten signature for a document, this can be substituted by a QES. Companies operating in highly regulated environments can opt for the QES as their standard signature method, to ensure they meet compliance requirements.

**3. How to use the QES**

To set up a QES, follow these steps:

- Choose a certified trusted service provider. In this case, WEDO is working with Swisscom, whose service covers the whole of Europe and meets the legal requirements of the European eIDAS regulation and the Swiss federal ESigA law.
- Have your identity verified. You can validate your identity online, or by visiting an authorized Swisscom shop. Visit [this page](https://srsident.trustservices.swisscom.com/en/) for more information on the various registration options.
- Get your qualified certificate.
- In your WEDO network, create your signature on first use and validate it by uploading your qualified certificate.
- Sign the document in one click.

### How does a Qualified Electronic Signature work?

From a technical point of view, a QES is generated using asymmetric cryptography. For each signature, there is a public key, enabling anyone to verify the signature, and a private key, reserved exclusively for the signatory. This private key can only be activated and used by obtaining a certificate, issued by a Trusted Service Provider as mentioned above. The certificate issuer guarantees, through certified technical and organizational procedures, that only the applicant may use the private signature key in connection with the certificate.

The certificate attests to the identity of the signatory, while the signature itself indicates the time of signing and guarantees the integrity of the document, ensuring that the PDF has not undergone any modification after signing.

With WEDO, this technical complexity goes unnoticed by users, since all external steps are integrated into the platform to ensure a straightforward process.

### Do e-signatures comply with data protection laws for Swiss and European companies?

The legal value of the QES is guaranteed by the Trusted Service Provider (TSP), Swisscom, which, as the issuer of the certificate, is regularly audited and certified by a government agency.

WEDO not only guarantees robust security, but also ensures the most comprehensive data protection thanks to its qualified electronic signatures. WEDO fully complies with the requirements imposed by the European Union's General Data Protection Regulation (GDPR) as well as the Swiss Federal Data Protection Act (DPA). WEDO's hosting service benefits from ISO 27001 certification, with the exclusive location of its servers in Switzerland, guaranteeing a level of security comparable to that of Swiss banking institutions.

![ESigA and eIDAS e signature](https://wedo-assets.sos-ch-gva-2.exo.io/EN_a199c8efc7.png)

Are you looking for a secure electronic signature service for your reports?

We can answer all your questions.

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

The use of electronic signatures for reports and minutes: a complete guide to their legal value

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E-signatures: a complete guide to their legal value

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Determining compliance with the Swiss Federal Act on Data Protection (FADP) or the European Union's General Data Protection Regulation (GDPR) depends on several factors related to your company's business. Here are some guidelines to help you determine which regulations your company must comply with:

## If your company is based in Switzerland:

- **FADP:** All Swiss-based companies must comply with the FADP when processing personal data. The FADP is the main data protection legislation in Switzerland. It aims to protect the privacy of individuals by regulating the way in which personal data is processed by private entities and federal authorities.

## If your company operates within the EU or offers services to EU residents:

- **RGPD:** The RGPD applies to all companies that process personal data of EU residents, regardless of where the company is based. This includes Swiss companies that offer goods or services to people in the EU or monitor their behavior (e.g. online tracking of their activities within the EU).

### Key points for determining compliance:

**1. Location of your company:** If your company is based in Switzerland and does not process data from EU residents, you will mainly need to comply with the FADP.
**2. Target audience:** If your company targets or provides services to EU residents, you must comply with the GDPR, in addition to the FADP.
**3. Personal data processing:** Assess the nature of the data processing carried out by your company. If the processing includes data from EU residents, the GDPR applies.
**4. Presence in the EU:** Having a physical presence or legal representatives in the EU to process personal data also implies compliance with the GDPR.

Compliance with the FADP and the GDPR are not contradictory. In many cases, Swiss companies interacting with EU residents need to ensure that they comply with both the FADP and the GDPR. A clear understanding of your business model and data processing operations is essential to determine specific regulatory obligations.

## Differences between FADP and GDPR:

Although their objectives are similar, there are several key differences between the two regulations:

**1. Consent:**
    - **GDPR**: requires explicit and clear consent from individuals for the processing of their personal data for one or more specific purposes.
    - **FADP:** consent is only required when it serves to justify data processing that infringes on personality. For example, if sensitive data is communicated to third parties, or if the data is reused in campaigns. Consent should not be confused with the duty to inform, which applies prior to consent. The duty to inform applies even when personal data is not collected directly from the data subject, but via third parties (art. 19, para. 1, FADP).
    
**2. Individual rights:**
    - **GDPR**: offers extensive rights to individuals, including the right to be forgotten, the right to data portability, and the right of access and rectification.
    - **FADP:** provides similar rights, but there may be nuances in how these rights can be exercised. For example, the data controller may now refuse, restrict or defer the communication of information when the request for access is manifestly unfounded or procedural. (art. 26, para. 1, let. c, FADP).
    
**3. Data breaches:**
    - **GDPR**: companies must notify data breaches to the supervisory authorities within 72 hours of their discovery, and, in some cases, to the individuals affected.
    - **FADP**: notification of data breaches is also required, as soon as possible, without any particular specification.
    
**4. Sanctions:**
    - **GDPR**: penalties for non-compliance can reach up to 4% of the company's worldwide annual sales or €20 million, whichever is higher.
    - **FADP**: sanctions under the FADP are generally less severe than under the GDPR, although they can include fines and penalties for data controllers.
    
**5. Data Protection Officer (DPO):**
    - **GDPR:** organizations may need to appoint a DPO to oversee compliance with the GDPR.
    - **FADP**: the need for a DPO is not mandatory, but strongly recommended for large companies.
    
**6. International data transfer:**
    - **GDPR:** the transfer of data outside the EU is strictly regulated and may only take place to countries recognized as offering an adequate level of protection, or through specific data protection mechanisms.
    - **FADP**: requirements for international data transfers may be less stringent, but transfers must always guarantee an adequate level of protection. It is important to consult the list of states and international organizations offering an adequate level of protection, defined by the Federal Council.

In reality, for many small and medium-sized businesses, appointing an in-house Data Protection Officer is not always a wise decision. Indeed, depending on the density of processing, the actions to be undertaken are limited and do not justify a dedicated position over the long term.

Companies can, however, benefit from the support of consultants specialized in compliance with legal requirements. Calling on external experts to take on the role of DPO offers access to precise expertise when specific needs arise.


Click [here](https://wedo.com/security) to find out more about WEDO's commitment to safety. 

Determining compliance with the Swiss Federal Act on Data Protection (FADP) or the European Union's General Data Protection Regulation (GDPR) depends on several factors related to your company's business. Here are some guidelines to help you determine which regulations your company must comply with.

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FADP or GDPR, which law applies to your company? 

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Data protection has become a major concern for organizations of all sizes, whether public or private. Faced with a steady increase in cyber-attacks and the risk of data leakage, it is imperative to adopt robust IT security strategies. The hosting of computer data and the software used in day-to-day business activities play a major role in the risks incurred. Careful selection can significantly reduce vulnerabilities and offer solid protection against these increasingly sophisticated threats.

## Hosting your data

The choice of a data hosting provider should not be based solely on performance, availability and scalability. Security and compliance aspects must be considered as a sine qua non, as well as aspects related to the hosting country.

1. **Security and compliance**: the hosting provider must offer robust security measures to protect your data against intrusion, loss and leakage. Look for recognized security certifications, and make sure the hosting provider meets the compliance standards specific to your industry.
    
    The *ISO/IEC 27001:2013* standard establishes a set of criteria designed to help entities secure their assets, including people, infrastructure and reputational information. The standard is applicable to any organization, regardless of its size, field of activity or sector, and represents the most universally recognized method for managing information security.
    
2. **Hosting location:** the country of the hosting provider is crucial for several reasons:

    - **GDPR and FADP legal compliance:** data protection laws vary from country to country. Hosting your data in a country with strict data protection standards can help ensure compliance with applicable regulations, such as **GDPR** in Europe or **FADP** in Switzerland.
    - **Data sovereignty:** some countries impose restrictions on the transfer of data beyond their borders, which may affect your ability to access or transfer your own data. This ensures that European countries are not dependent on non-European suppliers, who may be subject to conflicting foreign legislation (such as the US Cloud Act), which could compromise the security and confidentiality of European data.

In particular, you are advised to be vigilant with regard to countries that do not have strong data protection laws or are known for their extensive government surveillance:

- **Without strong data protection legislation**: countries without strict data protection laws or a clear regulatory framework may expose your data to confidentiality and security risks.
- **With extensive government surveillance:** some countries are known for their intrusive state surveillance, which could compromise the confidentiality and integrity of your data.

![ESigA and eIDAS e signature](https://wedo-assets.sos-ch-gva-2.exo.io/EN_a199c8efc7.png)

### Hosting in the USA for a Swiss or European company: good or bad idea?

Hosting data in the USA presents specific challenges for Swiss and European companies, mainly due to the differences in data protection regulations between Europe (including Switzerland) and the USA.

**1. Different regulatory framework:** the US does not offer the same level of personal data protection as the GDPR in Europe or Swiss data protection laws. This can create complications for Swiss or European companies in terms of legal compliance.
**2. Surveillance laws:** the United States has laws that allow governments to access data stored on its territory as part of investigations. This includes laws such as the Patriot Act and the Cloud Act, which can compel cloud service providers to disclose data, including that belonging to foreign entities, to US government agencies.
**3. International data transfers:** for European and Swiss companies, transferring personal data to the USA requires ensuring that this data will benefit from an adequate level of protection. This may involve setting up standard contractual clauses, binding corporate rules or other legal mechanisms to ensure compliance with the GDPR.

## What role does the softwares you use play?

**Your server hosting may have been carefully selected, but what about the data available in the many software applications used by your staff?**

Today, the use of software is virtually indispensable to business development. Payroll management software, CRM for customer follow-up, marketing platforms for campaign management, task managers, instant messaging software, and so on. All these tools enable optimal management of business activities, as well as smooth and efficient collaboration. However, each of them stores personal and potentially sensitive information about the company's customers, users and collaborators, representing a security risk.

**This means that the softwares they use must be chosen with the utmost care to guarantee compliance.**

This means asking precise questions about how the software collects, processes and stores personal data. It's also important to check whether the supplier offers features that make it easy to manage users' rights, such as the right to be forgotten, data access and data portability.

### How to choose secure, GDPR- and FADP-compliant software.

**1. Give preference to transparent and cooperative suppliers**

Choose suppliers who are transparent about their data protection practices and willing to cooperate to ensure compliance. This can include providing detailed documentation on data security and compliance measures, as well as support in the event of an audit or inspection by data protection authorities.

**2. Ensuring data security**

Compliance doesn't stop at privacy; it also encompasses data security. Make sure that the software you choose offers solid security guarantees, such as encryption of data in transit, regular backups on a second server, and protection against unauthorized access. These days, for example, it's unimaginable to connect to a cloud service that doesn't use HTTPS (hypertext Transfer Protocol Secure) or offer 2FA (two-factor authentication).

**3. Choose software that hosts its data in Europe**

For the same reasons that you should choose to locate your servers in Switzerland or Europe, it's a good idea to choose software that follows this strategy. By hosting their data in the EU, companies can ensure that they comply with EU directives, thereby avoiding potential sanctions which can be particularly severe. They also avoid conflicts of data sovereignty and boost user confidence.

### The little extra: support for the Swiss and European technology sector

Choosing Europe as the location for data hosting offers significant economic advantages. Firstly, it stimulates the local economy by promoting the development of digital infrastructures and data centers, and creating jobs in the technology sector. Secondly, it encourages innovation by providing startups and enterprises with secure, regulated access to crucial data, facilitating the development of new technologies and services. In addition, the existence of a clear regulatory framework and the geographical proximity of data centers can improve the performance and responsiveness of online services.

**Now that you know everything, why not do a little audit of the software used by your company?**

- Are they hosted in Switzerland? In Europe? In the USA?
- Are their data centers ISO 27001 certified?
- Do they have independent audit certificates (e.g. SOC 2 Type II)?
- Do they use HTTPS protocol for Cloud software?

![SOC2 certification](https://wedo-assets.sos-ch-gva-2.exo.io/Soc2_Type_II_1_ec31b36a93.png)

Click [here](https://wedo.com/security) to find out more about WEDO's commitment to safety. 



The hosting of computer data and the software used in day-to-day business activities play a major role in the risks incurred. Careful selection can significantly reduce vulnerabilities and offer solid protection against these increasingly sophisticated threats.

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Data security and protection: how to keep control of your company's data?

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## What is Health Data Hosting (HDS) certification?

HDS certification is a mandatory French standard for companies storing or processing personal health data. Introduced to ensure that sensitive data is securely hosted, protected against unauthorized access, and managed in accordance with legal and regulatory requirements, HDS certification is much more than a simple legal obligation; it represents a guarantee of quality and security in the hosting of healthcare data. Responding to the major challenges of sensitive data protection, regulatory compliance and user confidence, HDS certification is essential in the era of digitization of healthcare services, to guarantee the security and confidentiality of healthcare data.

## Why is HDS certification essential?

### Protecting sensitive data

Health data includes sensitive information about a person's state of health, treatments and medical history. A breach of this data can have serious consequences for the privacy and dignity of individuals. HDS certification ensures that hosting providers implement rigorous security measures to protect this information.

### Regulatory compliance

In France, the legislative framework surrounding the protection of healthcare data is particularly strict. HDS certification, which complies with RGPD (General Data Protection Regulation) standards and French legislation, enables healthcare establishments to meet their legal obligations in terms of data protection.

### Trust of patients and healthcare professionals

Certification offers a guarantee that data is managed professionally and securely, boosting the confidence of patients, who are increasingly concerned about the protection of their personal data. Healthcare professionals can rely on reliable hosting services for the management of medical records.

![Hébergement des données de santé](https://wedo-assets.sos-ch-gva-2.exo.io/HDS_b91b8bce98.png)

## Scope of application for HDS certification

### Field of application 1: Hosting of electronic medical records

A hospital chooses an HDS-certified provider to host its electronic medical records, thus ensuring the protection of patient data against cyber-attacks and data breaches, while guaranteeing fast and secure access to medical information by authorized personnel.

### Field of application 2: Mobile health monitoring application

A start-up develops a mobile application enabling users to track their health, set reminders to take medication, and share their health data with their doctor. By choosing an HDS-certified hosting provider, the start-up guarantees the protection of users' health data, and ensures that its application complies with current regulations.

### Field of application 3: Hosting of data transcribed into the various management software packages used by healthcare establishments

Like any business, healthcare establishments require the help of management software to ensure information and file sharing, collaboration between departments and staff, and administrative management, for example. Such software inevitably contains sensitive data, whether concerning patients or staff. It is therefore imperative that these programs host their data in an HDS-certified data center.

## WEDO: Secure administrative management software for healthcare establishments

WEDO is a secure cloud solution that enables healthcare professionals to collaborate easily. Thanks to its numerous data protection features and HDS-certified datacenter ([Exoscale](https://www.exoscale.com/compliance/hds/)), WEDO enables sensitive information to be processed, stored and communicated securely within its network. Here are just a few examples of how data can be processed using WEDO software:

**Processes and checklists**

WEDO's checklist templates unify internal processes:

- Checklists for welcoming residents
- Checklists for events
- Placement of residents in departments and cantons

**Rotating teams**

WEDO streamlines and centralizes communication between rotating teams:

- Task delegation
- Reading the activity feed to see what happened on the previous shift
- Important notifications during shift rotation
- Review of files

**Medical interviews**

WEDO keeps track of medical discussions and facilitates their retrieval:

- Bilateral interviews with patients
- Interviews with healthcare professionals
- Care meetings
- Any other sensitive meeting

**General administration and human resources**

Simple management for all the facility's professions:

- Unification of processes within the facility
- Comment system for tasks
- Easier transfer of knowledge and processes when changing employees within an administrative or care team.



Do you have questions about data security at your healthcare facility? Please [contact us](https://calendly.com/antoine-wedo/quickdemo-en).

Health data includes sensitive information about a person's state of health, treatments and medical history. HDS certification ensures that hosting providers implement rigorous security measures to protect this information.

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The importance of HDS certification in the healthcare sector

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

From new features to milestones, relive the year 2022 with us. ✨

A look back at the objectives reached in 2022

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2022 | Our Year in Review

Security is an integral part of our DNA, both in our products and in our internal processes. Whether it's your company data or your users' data, you trust us to protect your most important information. That's why security and privacy have always been top priorities. From the beginning, we've worked closely with experts on application security assessments, security architecture reviews, and network penetration testing.

Today, we are pleased to announce that we have received our SOC 2 Type II report, reaffirming our commitment to security and making all of our security efforts transparent to our users. As the engineer responsible for our SOC 2 technical controls, I'm here to explain in detail what this means for you and how we protect your data.

## What is SOC 2 Type II certification?

The SOC 2 Type II audit is an industry-recognized security certification for software-as-a-service (SaaS) companies. It validates that your data is secure, safe, and controlled with WEDO. The 6-month long audit involved a thorough analysis of our controls, the tests we perform to assess their effectiveness, and the results of those tests.

## Why SOC 2 now?

As remote working has become the norm, employees need to be able to access work data securely from anywhere. For many early-stage startups, it’s tempting to treat security as an afterthought. After all, growth comes first, but we can’t just ignore the seriousness of security. With many recent examples of security breaches, nobody can ignore the cybersecurity threats.

Through this process, we were able to prove our dedication to protecting customer data, ensuring our systems are reliably built, and creating a secure product while scaling.

### What is the content of the report?

In essence, this report confirms that WEDO meets the highest industry standards for information security. It was written by a rigorous independent auditor, and includes detailed explanations of our:

* **Strong authentication controls and limited access to data** \- We request strong authentication on all critical systems, and limit access to customer data to those who need it to do their job.
* **Continuous monitoring of controls and response to incidents** \- We conduct ongoing compliance monitoring to ensure that the key configurations underpinning our controls are in place, and that we are able to respond quickly to any issues that may arise.
* **Employee Safety Awareness** \- We conduct background checks on employees prior to hiring and provide safety training at onboarding and on an ongoing basis.

### Ongoing efforts

SOC 2 compliance is not a one-time thing, it's a commitment. And we must remain flexible as we evolve. As we hire more people in more specialized roles, the SOC 2 process will help us establish checkpoints and ensure that security defines every move we make.

If you are a WEDO customer and would like to learn more, contact us via support or by emailing [security@wedo.swiss](mailto:security@wedo.swiss) to request access to our full SOC 2 Type II report. And if you are considering integrating WEDO into your organization, you can contact the sales department [here](/contact).

For more details on our security and privacy commitments, click [here](/security). And of course, we are always happy to answer questions on this or any other topic at [info@wedo.swiss](mailto:info@wedo.swiss).

Security is an integral part of our DNA, both in our products and in our internal processes. Today, we are pleased to announce that we have received our SOC 2 Type II report, reaffirming our commitment to security and making all of our security efforts transparent to our users.

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WEDO is SOC 2 Type II compliant

## What is two-factor authentication?

Two-factor authentication is a process that adds an extra level of security to an account on a website. Once activated, the two-factor authentication protects your data in two steps: by requesting your password, as usual, and then asking you to enter a unique code. Hence, even if someone who has access to your password tries to log in to your account, he will not be able to enter it without entering this additional code. It also means that each time you connect to a new device, you will need to enter a code.

This security feature is particularly useful for companies that are sensitive to the security of their data. However, this security measure does not necessarily appear to be necessary for all WEDO users, which is why its activation is optional.

## How to enable two-factor authentication?

Go to the Personal **Settings** of your account (1) then select the **Password & Security** tab (2):

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_11_diapositive1_3_88e6187066.png)

Here you will find the option to enable two-factor authentication. In this section you will also find a list of browsers connected to your account. 

To enable double-factor authentication on your WEDO platform, click **Enable Two-Factor Authentication** (3).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_11_diapositive2_3_3e6eb5a872.png)

You must then enter your current password (4) and click **Next** (5).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_11_diapositive3_3_afd81e6d73.png)

You will then be asked to use an authenticator application that will generate your security codes. If you do not already have one, we recommend using _Microsoft Authenticator_ which can be downloaded on the _App Store_ or on _Google Play_ (6).

Once the authenticator application is installed on your smartphone, it needs to be configured. If you chose _Microsoft Authenticator,_ add an account by clicking **\+** and then click **Other account.** Then, scan the QR code (7) to generate a one-time use code.

_Note: if your authenticator application does not allow you to scan the QR code, there is an alternative solution: the code consisting of letters and digits is a replica of the QR code which you can copy/paste._ 

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_11_diapositive4_3_17097e8d0f.png)

Your account on the authenticator application is now linked to your WEDO account. One-time use codes are automatically generated every 30 seconds. To continue the activation, click **Next** (8).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_11_diapositive5_3_08e498808c.png)

WEDO will then ask you to enter the 6-digit code generated by your mobile authenticator application to verify that everything has been configured correctly (9). To continue, click **Next** (10).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_11_diapositive6_3_9f8a611b4d.png)

The last step to finalize the activation consists in defining a recovery solution in case you would lose your access to the authenticator application. We can send a recovery code in a text message to your mobile phone to regain access to your account. Enter your mobile phone number (11) and click **Next** (12).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_11_diapositive7_3_fa5f15417c.png)

You will receive a 4-digit code on your mobile phone. Enter it in the input (13) and click **Next** (14).

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_11_diapositive8_3_05ecee5fb2.png)

As an additional recovery solution, we suggest you keep the 8 one-time use codes to recover your account when needed. We recommend to copy and paste them in a separate document that you will keep in your personal folders. To continue, click **Next** (15).

If you have not copied and saved your 8 one-time use security codes, you can still click **Previous**.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_11_diapositive9_2_4f18005293.png)

To finalize the activation of the two-factor authentication, click **Activate the two-factor authentication** (16). The activation of the two-factor authentication is completed. From now on, when you will authenticate yourself, you will need to enter a security code provided by your authenticator application.

## Connection once the two-factor authentication is activated

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_11_diapositive10_1_27c62c5e3c.png)

To connect to your WEDO account, enter your e-mail address and your usual password, then click **Connect.**

![](https://wedo-assets.sos-ch-gva-2.exo.io/2018_11_diapositive11_2_a5a6b6d99e.png)

Then, enter your 6-digit code (1) that you need to generate in your authenticator application with the account that you configured with WEDO. If you do not want the two-factor authentication for each connection from this browser, usually linked to the one on your main computer, you can select the option _Do not ask me any more on this browser (2)._ By selecting this option, the two-factor authentication will remain effective if you connect from another browser or from another computer. To access your WEDO account, click **Connect.** 

The new version of WEDO integrates dual factor authentication, an additional solution to protect access to your data!

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Two-factor authentication

Since its inception, WEDO Sàrl has had the firm intention of developing a 100% Swiss tool. The _swiss made_ represents our corporate culture and our vision. In this sense, we are committed to carrying out all our activities in Switzerland. This means that :

* The company was founded in Switzerland (the legal aspects are therefore guaranteed under Swiss law)
* The hosting of the data is carried out entirely in Switzerland (in Zürich and Geneva, by CloudSigma / ISO/IEC 27001 certified).
* The development is carried out in Switzerland (job creation in our region, control of the development process)

We are convinced that here we have all the necessary elements to create a quality, flexible and innovative product.

With this idea in mind, **WEDO** has recently been awarded the **swiss made software** label ([swissmadesoftware.org](https://www.swissmadesoftware.org/home.html)). More than 240 companies have joined the label since its creation in 2007\. The three main conditions for obtaining the label are as follows:

* At least 60% of the production costs must be generated in Switzerland (100% for WEDO).
* The main steps of the manufacturing process must take place in Switzerland (100% for WEDO).
* The company must be registered in the commercial register.

The label **swiss made software** is dedicated to the promotion of the Swiss software sector in Switzerland and abroad. It is associated with values such as: quality, reliability and precision - especially in software development.

![](https://wedo-assets.sos-ch-gva-2.exo.io/2016_07_swissmadesoftware_logo_ac89fa2e15.png)

We are happy to obtain this label representing our philosophy. The ideas that make up our company and our vision are thus represented by this red logo.

Our company, its development and the hosting of our application are 100% Swiss.

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WEDO receives the swiss made software label

Trello

Asana

Decisions

Monday.com

eSéances

MS Teams

MS Planner

Hypercontext

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

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

## But what is holacracy?

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

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

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

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

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

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

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

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

### Holacracy: a change of cultural paradigm

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

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

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

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

## The limits of holacracy

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

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

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

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

## Holacracy and conflict management

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

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

## The long-term benefits of holacracy

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

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

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

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

## Holacracy and innovation: a winning synergy

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

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

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

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

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


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

### Governance with WEDO

::youtube-video{#vSchpiRKs0M}


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

**References**

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

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

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

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Holacracy: managerial revolution or organizational challenge?

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

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

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



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

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

## What Makes WEDO Stand Out?

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

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

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

## Security at the Forefront of WEDO’s Innovation

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

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

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

## Innovation: Looking Ahead with AI Tools

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

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

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

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

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

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

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

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

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

## Why This Feature on Forbes Matters

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

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

## Conclusion

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

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

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

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

Antoine Sudan and David Dutch invited by Forbes

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Forbes Highlights WEDO in “Successful Companies”

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

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

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

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

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

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

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

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

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

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

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

### 1. Meeting preparation and management

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

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

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

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

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

### 2. Project management and task tracking

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

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

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

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

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

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

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

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

### 4. Transmission of information

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

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

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

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

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

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

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

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

an executive assistant overwhelmed by work and demands

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Making daily life easier for executive assistants

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

## Key topics for a bilateral meeting

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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

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