When the project is finished, the real work begins.

Yolean Operations

Yolean helps you run multiple operations projects at once — with clear planning, follow-up, and coordination across your facilities.
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Benefits

Clarity and coordination for building operations

Renovations, tenant fit-outs, system upgrades, and energy-efficiency projects are part of everyday facilities management. At the same time, the building must stay operational.

Yolean helps you coordinate teams, manage timelines, and maintain a shared overview without disrupting ongoing activities.

Efficient management of ongoing projects

Recurring work such as maintenance and adaptations requires structure.
By reusing established workflows, projects can start faster and with clear boundaries. This makes it possible to run several initiatives in parallel without disrupting daily operations.

Coordination in active environments

When projects take place in occupied or operational facilities, the demands on coordination and communication increase.
With clear responsibilities, realistic schedules, and coordinated resources, it becomes easier to keep tenants, consultants, and contractors aligned while avoiding clashes and disruptions to building operations.

Portfolio-wide visibility

Facilities organizations often run many projects at the same time.
A visual overview makes it clear what’s in progress, what’s upcoming, and what’s completed. This helps prioritise work, allocate resources correctly, and maintain a coherent long-term picture.

Built for smoother construction projects

From less admin to clearer accountability, construction professionals share how Yolean keeps work moving and days on site running easier.
"At Köster, we work continuously to improve the way we operate. With Yolean, we’re taking a natural step from analogue lean planning to a digital solution that works across our entire organization. It makes it easier to follow up, coordinate, and make better decisions in time."
Omid Haiati
VP / Optimizing design and construction processes
"Working in Yolean’s simple and well-developed system is a real pleasure. It’s great not getting stuck in the inbox or losing track of questions in the large volume we handle. Above all, you get full traceability on every decision – which is fantastic."
Yolean User: Peter Holm
Peter Holm
Project Manager
"It’s smooth working with Yolean. We can establish effective communication and workflows in the team in a very short time. For me, Yolean takes a lot of the administrative burden out of day-to-day communication."
Yolean User: Annika Perhammar
Annika Perhammar
Design Manager
“I use Yolean because it gives me a better overview of the entire project timeline. The interface can be adapted to the way we work, and it mirrors our analogue board — which is why people understand it immediately. It’s a tool that helps, not hinders.”
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NCC
“Yolean helps me save several hours a week on administrative work.”
Yolean User: Robert Blomqvist
Robert Blomqvist
Design Manager
“Our analysis has shown that Yolean is the software best suited to support and improve our joint planning sessions. Yolean enables project teams to track progress and milestones, helping us deliver projects successfully to our clients.”
Company Logo of Yolean Customer Mercury Engineering
Mercury
“There are many advantages to working with this methodology, and doing it digitally is essential. I can’t see how we would have managed it without Yolean.”
Company Logo of Yolean Customer NCC
NCC
“I wanted a tool that mirrors the way we actually work. The schedule in Yolean was the deciding factor. You can see the coming week as well as what’s planned six or eight weeks ahead.”
Markus Nikolausson
Design Manager
“The project was completed more than successfully, with a 20 percent increase in pace while keeping stress levels low for everyone involved. Issues, additions, and concerns could be addressed immediately and clarified in the shortest possible time. As a result, the weekly site meetings could be reduced to a minimum.”
Company Logo of Yolean Customer REIF
Reif
“By using Yolean, managing questions and answers has become much easier. It’s now clear which questions have been decided and which ones still need responses.

It’s also a big advantage that all members of the design team can log in to ask and answer questions, which creates a more active and engaged design process.”
David Markunger
Monteo

Features built for smoother building operations

Coordinate maintenance, renovations, and improvements with clear plans, shared visibility, and reliable follow-up—while day-to-day operations keep running.

Schedule and milestones – clarity from the start

Create a visual schedule with deliverables, meetings, and milestones. When everyone follows the same plan, it’s easier to coordinate work, identify dependencies, and drive progress toward shared goals.
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The result: clarity from day one and better control as the project evolves.

Portfolio overview – visibility across your projects

View multiple projects in one dashboard to track progress, resources, and dependencies.
With portfolio-level insights, leaders can allocate resources effectively, identify bottlenecks early, and prevent delays.
Each team keeps its own board, while management gains a complete overview.

Documentation and reporting – traceability at every step

Decisions, actions, and meeting notes are saved continuously.
Progress is easy to track in dashboards and reports.

When the project wraps up, export everything to Excel or PDF—making final documentation part of the workflow, not an extra step.

Meeting tool – clear decisions and accountability

Make meetings part of the project workflow. Agendas build directly from project actions and topics, keeping discussions focused.
During the meeting, decisions and actions are logged in real time, and the minutes are ready to share as soon as it ends.
Everyone works from the same record—so meetings are shorter, clearer, and easier to follow up.

External references – seamless collaboration across systems

Link documents, drawings, or issues from other tools directly in Yolean.

Anything with a web link can be connected to the right task or topic.

Internal and external teams work with the same information—no platform switching needed.

Q&A – structured communication

Keep all questions and answers in one organized thread, connected to project activities and responsibilities.
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Each question has an owner, deadline, and status, so nothing slips through the cracks.
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The entire dialogue is logged for transparency and traceability.

Notifications and reminders – stay on track

Yolean helps teams focus on what matters.
Reminders are linked to tasks, meetings, and questions. Before each meeting, participants get an agenda with open items and commitments.
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Automatic reminders for deadlines or status changes keep progress steady and reduce missed tasks.

Personal views – focus on what matters

Each team member gets a personalized view tailored to their role.
Tasks and questions are filtered by ownership—assigned to you, from you, or those you follow—so it’s easy to stay focused.
This prevents overload in large projects and clarifies expectations for everyone.

Tags and attributes – structure across the project

Tag questions, actions, activities, and meetings with labels like Tenant, Issue Type, or custom attributes.

This makes filtering and searching easy, even in complex projects. Shared tags help teams keep a consistent structure that supports coordination, meetings, and reporting.

Your project data stays secure – wherever you work

Yolean gives you full control over how and where your project data is managed. Run Yolean as a shared cloud service, in your own private cloud, or fully isolated on-premises. You decide the level of access, hosting responsibility, and integration. Every setup is built for performance, reliability, and GDPR compliance.
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Secure authentication

Protect access without adding friction. Yolean supports Single Sign-On (SSO) and Two-Factor Authentication (2FA), making it easy to integrate with your existing identity provider.
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Teams log in using familiar credentials while maintaining enterprise-grade protection.
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Operate on your terms

Choose how you deploy Yolean:
‍Cloud service – fully managed by Yolean for maximum uptime and effortless updates.
‍Private cloud – hosted in your own infrastructure with flexible control over integrations and data flows.
‍On-premises – completely isolated, ideal for organizations with strict security or regulatory requirements.
The same platform, with deployment options tailored to your organization’s IT policies and governance needs.
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GDPR-compliant by design

Yolean is built to meet GDPR requirements in both data handling and support processes.
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All personal and project data is processed transparently, with clear ownership and control.

Data retention and deletion follow defined protocols to ensure full compliance.
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Common Questions

What does it mean to use Yolean in operations?
Yolean helps you plan, follow up, and coordinate projects in active environments—such as technical upgrades, space modifications, renovations, or energy-efficiency work.
You get a visual overview of what’s in progress, what’s coming next, and what’s already completed.
Who uses Yolean in the operations phase?
Yolean is used by property owners, municipalities, and contractors to run projects in occupied facilities—from small tasks to large upgrades.
It can be anything from a tenant fit-out to utility work in a street or an energy-efficiency upgrade in an older building.
Can Yolean be used to manage several projects at the same time?
Yes, Yolean helps you manage multiple projects in parallel—without losing control.You get one shared view where operations, maintenance, and renovation work are planned and followed up together, with clear ownership, status, and next steps for everyone involved.
How does Yolean handle recurring projects alongside daily operations?
Yolean makes it easier to manage recurring projects while day-to-day operations continue.
You can coordinate resources, time, and tasks without losing momentum.
You can also reuse workflows and checklists, so every project moves faster and runs more smoothly.
How does Yolean help keep work aligned between facility teams, consultants, and contractors?
Yolean gives you a simple way to keep projects moving, maintain overview, and keep all parties aligned.
You get a visual view of what’s in progress, what’s coming up, and what’s completed.
How do we get started with Yolean in operations?
You can book a demo or request a test account to try Yolean.
We also offer method support and inspiration to help you get started quickly and confidently.
Request a demo account

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Phone: +46 760 22 52 42
E-mail: contact@yolean.com
Adress: Odinsgatan 9, 411 03 Gothenburg

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