Looking for the best Asana alternatives? Explore top project management tools and find the right fit for your team’s collaboration, meetings, and task tracking.

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6 Asana alternatives for efficient team collaboration

## WEDO featured in *Focus Futur Digital* by *Bilan Magazine*

In its special [Focus Digital edition](https://issuu.com/smart_media/docs/focus_futur_digital), [Bilan Magazine](https://www.bilan.ch/) highlights WEDO, the Swiss collaborative platform revolutionizing meeting management and task tracking. As companies face growing challenges in organization and productivity, WEDO stands out as an innovative solution that simplifies planning, enhances collaboration, and optimizes decision follow-up.

### Key highlights from the article:

🔹 **A response to modern business needs**: WEDO overcomes the limitations of traditional tools by centralizing information and enabling real-time collaboration.

🔹 **Optimized meeting management**: The platform standardizes agendas, ensures smooth discussion follow-up, and records decisions transparently.

🔹 **A powerful task-tracking tool**: With advanced features such as Gantt charts and standardized checklists, WEDO improves team coordination and efficiency.

🔹 **Added value for HR processes**: The platform structures onboarding and offboarding procedures while facilitating recruitment tracking.

🔹 **A measurable time-saving solution**: Companies using WEDO report an average 55% reduction in time spent on meeting organization and task management.

🔹 **A solution designed for the future**: Adapted to remote and hybrid work, WEDO ensures security and accessibility, meeting the needs of modern organizations.


💡 Discover the full article and explore WEDO, the platform that transforms teamwork into a more fluid, efficient, and structured process!


::button-primary[Read the article]{link="https://issuu.com/smart_media/docs/focus_futur_digital"}

![image de l'article de l'édition spéciale du magazine Bilan, mettant en lumière WEDO, la plateforme collaborative suisse qui révolutionne la gestion des réunions et le suivi des tâches](https://wedo-assets.sos-ch-gva-2.exo.io/2502_BIL_LAU_Futur_Digital_9cf678362e.png)

### Learn more about WEDO

WEDO is committed to providing businesses with the tools they need to boost productivity, ensure data security, and facilitate collaboration.

**Want to try the tool? Start your 14-day free trial today.**
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In its special Focus Digital edition, Bilan Magazine highlights WEDO, the Swiss collaborative platform revolutionizing meeting management and task tracking.

February issue of Bilan magazine, special Focus on Digital Futures

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The Swiss solution for centralising your meetings, tasks and procedures

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

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::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?

Fire departments often face considerable administrative challenges. Among the main obstacles are the complex management of human resources, the coordination of operations, the collection and centralization of data, and the management of budgets and material resources. Maintaining accurate and up-to-date reporting and regulatory controls documentation also represents a significant challenge. All these administrative aspects are essential to ensure emergency services' preparedness, responsiveness, and safety.

## Interview with Christian Mauley, Captain of the protection and safety department of Neuchâtel. He talks about how the WEDO platform helps them manage their activities.

### What is your role at the protection and safety department of Neuchâtel?

I'm deputy to the commander of the Neuchâtel coastal fire defense region and project manager for the Fire Brigade Office.

### Can you describe the Neuchâtel Fire Brigade and its activities briefly?

The protection and safety department's Fire Brigade heads up the Littoral Neuchâtel fire and defense region, which includes 40 professional firefighters and 220 volunteer firefighters. Firefighters are divided into three intervention sectors.

### What are the challenges of this multi-site organization?

The challenges associated with the multi-site organization of our fire defense region are manifold, and meticulous management is required to ensure safe and efficient operation. First and foremost, one of the main concerns is the **standardization of procedures**. With five different sites spread over three intervention sectors, all teams must **follow the same protocols and operational standards**. This ensures optimum coordination during emergency interventions and avoids confusion arising from divergent practices.

Another major challenge is to **manage the differing driving rhythms between professional and volunteer firefighters** at our different fire stations. Professionals are always on call, while volunteers have a variety of off-duty commitments. This requires careful planning to ensure that the correct number of staff is always available to respond to emergency calls while respecting individual constraints. Task management and centralized communication are essential for effective coordination between rescue centers. We use WEDO to facilitate the transmission of critical information in real-time while allowing each sector to operate autonomously for tasks specific to its geographical area. Finally, information security is paramount, especially when sharing files between sites. We must protect sensitive data and operational information from unauthorized access. Strict security measures are in place to guarantee the integrity and confidentiality of our data while enabling it to be shared securely between sites.

### Before integrating WEDO, what tools did you use for collaboration and administrative management?

We took our minutes on an Excel file for our various meetings and discussions. We had a shared diary on Outlook for the availability of rescue teams, and we exchanged information by e-mail. The fire station's various procedures and team management were documented on numerous Excel files that were not accessible to everyone at all times.

### What were the limitations of using these different tools?

Information was scattered in many places, resulting in much redundancy and loss. The dispersed communication between the various layers of the hierarchy and the fire station's stakeholders, therefore, impacted project follow-up and operations' fluidity.

### How do you use WEDO today?

We use WEDO to generate all the reports for the various meetings between the protection and safety department offices, such as regional staff reports, operational staff reports, sector reports, and daily intervention section reports. Finally, WEDO enables us to have all reports in one place so that those entitled to them can consult them at any time. Meeting members can also add items to the agenda to prepare for discussion. The platform has also enabled us to improve project management and track current information within the fire station. The platform's collaborative aspect allows us to assign routine tasks to users. In real-time, We can see how tasks are progressing, track maintenance, manage orders, and process expense claims, to name a few. It is also possible to document recurring procedures, such as material preparation or ongoing training, with checklist templates that can be launched at any time.

![Firefighter software for administrative management of firefighters](https://wedo-assets.sos-ch-gva-2.exo.io/Temoignage_Christian_Mauley_2_EN_7ed196a0fe.png)

### How did team members react to the introduction of the tool?

Consolidating various tasks and information into a single program facilitated integration of the tool. Sharing themes across all strata and management bodies enables the monitoring and transmission of information. In addition, we have created a small in-house newspaper on WEDO to increase adherence to the platform. All staff can add themes concerning current projects and past interventions in this journal. They can also add information in various formats, such as photos or regional articles.

### How does WEDO contribute to the Neuchâtel's protection and safety department digitalization process?

WEDO contributes to digitalization by considerably reducing paper printouts and centralizing project documents. The main benefits are the centralization of information, increased participation, and enhanced staff skills at all levels. The participative aspect of the platform considerably reduces the number of e-mails exchanged.


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



![Software for firefighter procedures and automatic dispatch of intervention-related tasks](https://wedo-assets.sos-ch-gva-2.exo.io/Temoignage_Christian_Mauley1_EN_2482933fb1.png)


Fire departments often face considerable administrative challenges. Interview with Christian Mauley, Captain of the protection and safety department of Neuchâtel.

Fire service captain testifies on the use of software for emergency services

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Management software for emergency, fire, and rescue services

## 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.

 🗓️ 👩‍💼👨‍💼🧑‍💼

## 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

## 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://digital.ai/), 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

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

"With WEDO, all meetings are managed efficiently and easily by our bank and our Board of Directors." 🚀

Check out the testimonial of Antonella Andenmatten, team leader at Raiffeisen Bank Mischabel-Matterhorn, who tells us how they use WEDO.🎬

Thanks to the whole team at Erlebnisbank - Raiffeisen Mischabel-Matterhorn for the kind welcome and the time spent to make this video!

Don't forget to activate the subtitles to access the English version.

🎦: www.air-production.ch

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"With WEDO, all meetings are managed efficiently and easily by our bank and our Board of Directors."

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Check out the testimonial of Antonella Andenmatten, team leader at Raiffeisen Bank Mischabel-Matterhorn

"Thanks to WEDO, we optimize our time and productivity, while lightening the collaborative load of our teams. "🚀

Check out the testimonial of Laurent Murith, Director of the Bulle branch at ETF, who shares his experience with WEDO.🎬

Thanks to the great team at ETF for taking the time to help us create this video!

Don't forget to activate the subtitles to access the English version.

🎦: www.air-production.ch

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"Thanks to WEDO, we optimize our time and productivity, while lightening the collaborative load of our teams. "

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Check out the testimonial of Laurent Murith, Director of the Bulle branch at ETF

Trello

Asana

Decisions

Monday.com

eSéances

MS Teams

MS Planner

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Every day, we juggle a series of tasks, from answering emails and attending meetings all the way to cooking dinner or finally folding that pile of laundry staring us down for days. Task management is everywhere around us, whether we realize it or not. 

But here's the catch: managing tasks is more than checking boxes. It's making sure the right boxes are checked at the right time, by the right people.

For individuals, good task management can mean less stress and more time to spend on what matters most to them. For teams and organizations, it's the difference between controlled chaos and seamless collaboration. When done well, task management becomes a superpower, moving businesses toward growth and ensuring projects are delivered on time (and with fewer sleepless nights).

In this guide, we're going to explore strategies, tools, and best practices that turn task management into a fine-tuned system. Whether you're wrangling your own to-do list or leading a team toward big goals, this can be your roadmap to staying on top of your game. 

Let's get started!


The Ultimate Guide to Task Management: Strategies, Tools, and Best Practices

Small businesses don’t have time to waste on complicated software. The right project management tool should fit seamlessly into their daily operations, helping teams track progress, manage tasks, and collaborate without friction.

The problem is that many tools feel either too complex or too limited. Some require weeks of training before teams can use them effectively. Others seem simple at first but lack essential project planning and task tracking features. And then there’s pricing. Some platforms look affordable upfront but quickly become expensive as soon as you need real-time updates, Kanban boards, or Gantt charts.

A tool built for [small businesses](https://wedo.com/industries/sme) should be easy to use, flexible, and scalable. It should make it effortless for teams to allocate resources, track deadlines, and automate workflows without turning daily work into a struggle. More importantly, it should support team collaboration by keeping conversations, files, and action items in one place, so nothing gets lost in endless email threads or scattered apps.

In this blog post, we’ll break down the top project management tools for small businesses in 2025 to help you find the best fit for your team.

![A chart listing the key features to consider when looking for project management software](https://wedo-assets.sos-ch-gva-2.exo.io/what_to_consider_when_choosing_a_project_management_tool_en_b0c0ccca49.png)

## What Small Businesses Should Look for in a Project Management Tool
Before we jump into the best project management tools for small businesses, let’s talk about what actually matters when choosing one. Small teams have different needs than massive enterprises drowning in complex workflows and endless approval chains. 
A tool that slows you down, forces you into rigid processes, or charges extra for basic features likely won’t be a good fit. The goal is to make work easier, not more complicated, which is why the right software should actually match the way your team operates.
Here’s what small businesses should look for when choosing a project management software that works:

### Ease of Use
If a tool takes weeks to learn, it’s already a problem. Small teams need something they can start using right away, drag, drop, assign, check off, and move on. Whether it’s Kanban boards, Gantt charts, or simple task lists, it should be intuitive enough that your team isn’t wasting time figuring out how to do basic things.

### Affordability
A free trial is great, but what happens when you actually need to use the tool long-term? Paid plans can quickly pile up in cost, especially if essential project management features, like task dependencies, tracking progress, or automation, are locked behind expensive upgrades. Look for transparent pricing that scales without hidden fees.

### Collaboration Features
A small business project management software shouldn’t just be a task tracker, it should help your team collaborate without the back-and-forth hassle. Built-in file sharing, meeting follow-ups, and real-time updates keep everything connected, so no one is hunting down notes from last week’s meeting or getting lost in endless email chains.

### Task and Workflow Automation
The best tools help save time by taking care of the repetitive stuff. Task dependencies, recurring assignments, and checklist templates keep projects moving without managers manually checking in on every single task. 
### Scalability
What works for a three-person team today might not cut it when you’re handling bigger projects and more people. A good software lets you allocate resources, track progress, and expand workflows without suddenly becoming too complicated to manage.
Picking the wrong tool means wasted time, messy projects, and frustration. The best project and task management software will fit the way your team works today while giving you room to grow. 

Now, let’s take a look at the top project management tools of 2025 and see which one actually makes sense for your business.

## 1. Monday.com: The Visually Intuitive Project Manager
For small businesses seeking a visual approach to project management, Monday.com offers a user-friendly platform. Its color-coded boards, customizable workflows, and drag-and-drop task management make organizing work straightforward. Teams can easily view who's responsible for tasks, upcoming deadlines, and overall project progress at a glance.

### Key Features:
**- Multiple Views:** Access to Kanban boards, Gantt charts, calendar views, and more, depending on the subscription plan.
**- Integrations:** Seamlessly connects with popular apps like Google Drive, Slack, and Microsoft Teams, centralizing your tools.
**- Automation:** Streamlines repetitive tasks to enhance efficiency.

### Pricing:
**- Free Plan:** Suitable for individuals or pairs, offering up to 3 boards, unlimited docs, and 200+ process templates.
**- Basic Plan:** Priced at $9 per user/month (billed annually), includes features like unlimited items, 5 GB file storage, and priority customer support.
**- Standard Plan:** At $12 per user/month (billed annually), adds timeline and Gantt views, 250 automations (actions) and integrations per month, and 20 GB file storage.
**- Pro Plan:** For $19 per user/month (billed annually), offers advanced features like time tracking, chart views, 25,000 automations and integrations per month, and 100 GB file storage.

### Hosting Location:
Primarily USA; EU Data Region available for certain plans.​

### Considerations:
While Monday.com provides a robust set of features, some advanced tools, such as time tracking, chart views, and higher limits on automations and integrations, are only available in the Pro Plan or higher tiers. Additionally, the free plan is limited to 2 users, making it more suitable for very small teams or individual use.

### Best suited for:
Small businesses that prioritize a visually intuitive interface and are willing to invest in higher-tier plans to access advanced features.

📌 _Note: Pricing and features are subject to change. For the most current information, please visit Monday’s official website._

## 2. Asana: The Structured Task Manager for Small Teams
For small businesses seeking a structured approach to project management, Asana offers a comprehensive platform designed to streamline workflows and enhance team collaboration.

### Key Features:
**- Multiple Views:** Asana provides list, board, and calendar views in its free Personal plan, with timeline (Gantt chart) views available in the Starter plan and above.
**- Task Management**: Assign tasks with due dates, set priorities, and establish dependencies to ensure projects progress smoothly.
**- Automation:** Automate routine tasks to increase efficiency, with the number of automations per month varying by plan.
**- Integrations:** Connect Asana with popular tools like Slack, Google Drive, and Microsoft Teams to centralize your work environment.

### Pricing:
**- Personal Plan** – $0 (Free): Basic project management for individuals or small teams (up to 10 users), with list, board, and calendar views.
**- Starter Plan** – $10.99 per user/month (billed annually): Adds timeline & Gantt charts, workflow builder, 250 automations per month, and dashboards.
**- Advanced Plan** – $24.99 per user/month (billed annually): Includes portfolios, goal tracking, time tracking, critical path, and advanced reporting.
**- Enterprise & Enterprise+** – Custom pricing: Offers unlimited portfolios, enhanced security, and compliance features.

### Hosting Location:
Primarily the USA.

### Considerations:
While Asana’s free plan is useful for small teams, it’s limited to 10 users and lacks essential features like Gantt charts, task dependencies, and advanced reporting. To access these, businesses will need to upgrade to a paid plan, which can become costly as teams grow.

### Best suited for: 
Small businesses that need structured task tracking, workflow automation, and multiple project views, with room to scale as their needs grow.

📌 _Note: Pricing and features are subject to change. For the most current information, please visit Asana’s official website._

## 3. ClickUp: The Customizable Powerhouse
For small businesses seeking a highly customizable and feature-rich project management solution, ClickUp stands out as a versatile platform designed to adapt to various workflows and team needs.

### Key Features:
**- Multiple Views:** Access a variety of project perspectives, including List, Board (Kanban), Calendar, Timeline (Gantt), and more, allowing teams to visualize tasks in the format that suits them best.
**- Task Management:** Create and assign tasks with due dates, priorities, and dependencies. Use native time tracking to monitor the time spent on tasks and projects.
**- Customization:** Tailor your workspace with Custom Fields, Custom Statuses, and over 35 ClickApps to add specific functionalities as needed.
**- Collaboration Tools:** Enhance team interaction with real-time chat, collaborative whiteboards, and document sharing, ensuring seamless communication and idea exchange.
**- Integrations:** Connect ClickUp with popular tools like Slack, Google Drive, and Microsoft Teams to streamline workflows and centralize information.

### Pricing:
**- Free Forever Plan:** Ideal for personal use, this plan offers features such as 100MB storage, unlimited tasks, collaborative docs, whiteboards, and Kanban boards.
**- Unlimited Plan:** At $7 per user/month (billed annually), this plan includes unlimited storage, integrations, dashboards, Gantt charts, custom fields, and guests with permissions.
**- Business Plan:** Priced at $12 per user/month (billed annually), it adds advanced features like Google SSO, advanced time tracking, workload management, timelines, mind maps, and advanced automation.
**- Enterprise Plan:** Designed for large teams with complex needs, this plan offers white labeling, advanced permissions, enterprise API, custom roles, single sign-on (SSO), and more. Pricing is available upon request.

### Hosting location:
Data is stored in one of five AWS regions: Oregon (USA), Ohio (USA), Sydney (Australia), Singapore, and Dublin (Ireland).

### Considerations:
While ClickUp offers a comprehensive suite of features, its extensive capabilities can present a learning curve for new users. Teams may need to invest time in setup and training to fully leverage the platform's potential. Additionally, some advanced functionalities are reserved for higher-tier plans, which could impact budgeting for small businesses.

### Best suited for: 
Agencies and service-based businesses that need a highly customizable tool to track time spent on tasks for billing and resource management, while supporting diverse workflows and team collaboration.

📌 _Note: Pricing and features are subject to change. For the most current information, please visit ClickUp’s official website._

## 4. Trello: The Best Lightweight Kanban Solution
For small businesses seeking a straightforward and visual project management tool, Trello offers an intuitive platform centered around Kanban boards. Its simplicity and flexibility make it ideal for teams looking to manage tasks without unnecessary complexity.

### Key Features:
**- Kanban Boards:** Use boards, lists, and cards to organize tasks and workflows visually.
**- Unlimited Cards: Create as many task cards as needed to keep track of project components.
Power-Ups:** Enhance functionality with integrations and add-ons, with unlimited Power-Ups per board, even on the free plan.
**- Collaboration Tools:** Assign tasks, set due dates, and add comments to facilitate team communication.
**- Automation:** Built-in automation (Butler) to streamline repetitive tasks, with command runs varying by plan.

### Pricing:
**- Free Plan:** Ideal for individuals or small teams, offering up to 10 boards per Workspace, unlimited cards, unlimited Power-Ups per board, and 250 Workspace command runs per month.
**- Standard Plan:** At $5 per user/month (billed annually), this plan includes unlimited boards, advanced checklists, custom fields, 1,000 Workspace command runs per month, and unlimited storage (250MB/file).
**- Premium Plan:** Priced at $10 per user/month (billed annually), it adds multiple views (Calendar, Timeline, Table, Dashboard, and Map), unlimited Workspace command runs, and advanced administrative and security features. 
**- Enterprise Plan:** Designed for larger organizations, starting at $17.50 per user/month (billed annually) for up to 250 users, with pricing decreasing as more users are added. This plan offers organization-wide permissions, unlimited Workspaces, and enhanced security options.

### Hosting location:
The Trello servers (including the databases) are hosted on Amazon Web Services (EC2, in the United States.

### Considerations:
While Trello's free plan is robust, it limits users to 10 boards per Workspace and offers basic functionalities. Advanced features like multiple project views, increased automation capabilities, and enhanced administrative controls require a move to paid plans. Additionally, teams managing complex projects may find Trello's simplicity lacking in advanced project tracking and reporting tools.

### Best suited for: 
Small businesses that prefer a lightweight, visual task management tool and do not require extensive advanced features.

📌 _Note: Pricing and features are subject to change. For the most current information, please visit Trello’s official website._

## 5. WEDO: The Best Alternative for Businesses That Need More Than Just Task Tracking
Most project management tools focus on organizing tasks—but what happens when those tasks come from meetings? [WEDO](https://wedo.com/features) is designed to bridge the gap between meetings, follow-ups, and execution, ensuring that decisions don’t get lost and action items are always followed through.

For teams that rely on structured collaboration, project tracking, and real-time updates, WEDO makes managing tasks effortless by connecting meetings, action items, and ongoing work in one seamless platform. Instead of juggling multiple tools for task management, file sharing, and meeting follow-ups, WEDO keeps everything in sync, helping teams stay aligned and productive.

### Key Features:
**- Seamless Meeting-to-Task Integration:** Most tools separate meetings from task tracking, but WEDO [automatically links meeting discussions](https://wedo.com/features/meetings), decisions, and action items to tasks, so nothing falls through the cracks.
**- Multiple Views for Flexible Workflows:** Teams can customize their workspace with List, Kanban, and Gantt chart views, ensuring everyone can [track progress](https://wedo.com/features/tasks) and manage tasks in a way that works for them.
**- Meetings Integrated into Gantt Charts:** WEDO is the only [project management tool](https://wedo.com/features/project-management) that directly integrates meetings into project timelines. From the Gantt chart, users can access task details, meeting agendas, and meeting minutes, ensuring complete visibility over ongoing work.
**- Collaboration-First Approach:** Designed for teams that work together, WEDO brings meetings, tasks, and files into one workspace, eliminating the need for endless email threads and scattered documents.
**- Enterprise-Grade Security:** As a Swiss-made platform trusted by 700+ companies, WEDO prioritizes data security and compliance, with features like SAML 2.0 Single Sign-On, SCIM provisioning, and Bring Your Own Key (BYOK) for encryption.
**- Fast, Personalized Support:** Unlike other project management tools where support feels distant, WEDO offers dedicated training and fast customer service to ensure teams get the most out of the platform.

### Pricing:
**- Pro Plan** – $19.90/user/month: Includes unlimited meetings, tasks, [checklists](https://wedo.com/features/checklists), project management (including Gantt Chart), file sharing, and live chat support.
**- Enterprise Plan** – $24.90/user/month: Includes everything in Pro, plus Active Directory integration, SAML 2.0 SSO, SCIM provisioning, enforced two-factor authentication, Bring Your Own Key (BYOK), audit logs, and custom terms.
A 14-day free trial is available—no credit card required.

### Hosting location:
Europe (Switzerland), ensuring data security and compliance with European regulations.

### Considerations:
Many small business project management software options focus only on task tracking. But without meeting follow-ups and structured collaboration, tasks often get lost in a backlog. WEDO keeps everything connected, meetings, discussions, tasks, and follow-ups, so teams stay aligned and nothing gets forgotten.

For businesses looking for a modern, collaboration-driven project management solution, WEDO is the best alternative to traditional task managers; because great teamwork starts with great communication.

### Best suited for: 
Teams that want a fully integrated workspace where meetings, tasks, and follow-ups happen in sync, eliminating scattered tools and keeping collaboration seamless.

![An illustration listing the benefits of the WEDO project management platform, such as the seamless integration of meetings with tasks, the integration of meetings into Gantt charts, the collaborative approach, enterprise-wide security and fast, personalised support.](https://wedo-assets.sos-ch-gva-2.exo.io/why_is_wedo_more_than_just_a_task_management_tool_en_ca300550aa.png)

## Conclusion
Managing projects is more than tracking tasks. You have to keep momentum, turn discussions into action, and create a workflow that supports success. The right tool brings all that together, making it easier for teams to stay aligned, track progress, and complete projects efficiently.

[WEDO](https://wedo.com/features) connects meetings, follow-ups, and execution in a single workspace. Instead of switching between tools, teams can assign tasks directly from meeting agendas, track progress in real time, and keep follow-ups organized. With integrated Gantt charts, multiple task views, and enterprise-grade security, WEDO supports structured collaboration that keeps teams productive and projects on track.

🚀  [Start your free trial today](https://wedo.com/signup) and experience how WEDO transforms the way teams manage meetings, tasks, and collaboration.


Discover the best project management tools for small businesses in 2025. Compare features, pricing, and find the right fit for your team.

People working together using an online project management tool

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Best Project Management Tools for Small Businesses in 2025

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.

Teamwork

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