How to Create the Perfect FF&E Schedule — Transcript

Full transcript

1. 0:03Welcome to the second lesson of the
2. 0:04interior design fundamentals course. My
3. 0:07name is Valerie. I'm the owner and lead
4. 0:09designer of Viola House. And in this
5. 0:11lesson, we'll be focusing on the key
6. 0:13tool in your design documentation
7. 0:16workflow. Furniture, fixtures, and
8. 0:18equipment may sound straightforward, but
9. 0:20in a real life projects, especially in
10. 0:22the larger scale projects, you are
11. 0:25managing hundreds if not thousands of
12. 0:28products and different vendors,
13. 0:30different timelines, different materials
14. 0:34and availability. And those things need
15. 0:37to be taken into account when you're
16. 0:39creating the schedule. The whole team
17. 0:41needs to be aligned on every changes
18. 0:43that are happening and well structured
19. 0:47schedule will help you to make sure that
20. 0:50everyone's on the same page and you can
21. 0:52avoid costly mistakes at the end of a
22. 0:54project. In this lesson, I'll show you
23. 0:56how to create a professional schedule
24. 0:59right inside your drawing set using
25. 1:01Rayon Design, a web-based software that
26. 1:04will help you organize and present it
27. 1:06visually using thumbnails, smart tables,
28. 1:09and tags. Whatever you're designing
29. 1:11right now, whether it's a small studio,
30. 1:14a home, a hotel, a co-working space,
31. 1:18this is a solid foundation for a
32. 1:20scalable design process. And as always,
33. 1:22you can download a free template for
34. 1:25this schedule in the description below.
35. 1:27So, first let's talk about what
36. 1:29furniture fixtures and equipment
37. 1:31schedule actually is. It is basically
38. 1:34like an inventory of all of your uh
39. 1:37products and items that you're going to
40. 1:39be using in your project. It's needed to
41. 1:43make sure that everyone is on the same
42. 1:44page. your clients, your contractors,
43. 1:47your team, everyone knows what items are
44. 1:50expected, when they're expected, what
45. 1:52quantities, and all the other relevant
46. 1:55information that you might need. So,
47. 1:58from looking here at the furniture
48. 2:00section, for example, you can see that
49. 2:02we can add a picture, item number, so a
50. 2:05specific code that's related to this
51. 2:07item, quantity, color or size, supplier,
52. 2:11lead time, unit cost, and status. So,
53. 2:15we've looked at the presentation overall
54. 2:17and it has a couple of pages of the
55. 2:20schedule of the products that have been
56. 2:22selected for this project. But you can
57. 2:25also create a specific canvas right here
58. 2:27on the left side dedicated specifically
59. 2:31to the um schedule itself. So, this will
60. 2:35give you a better overview and better
61. 2:37information about how this project is
62. 2:39going to look like and what needs to be
63. 2:41purchased for that project. So you can
64. 2:44use a table to organize it very neatly
65. 2:47and um have a very good representation
66. 2:50of everything that you're doing. These
67. 2:53types of tables are very useful for
68. 2:57clients. So the clients wants to see the
69. 3:00picture of everything that's been done,
70. 3:02the item number if you choose to share
71. 3:04it, the supplier if you choose to share
72. 3:06it, quantity, color and size, lead
73. 3:09times, unit costs and status. So I would
74. 3:13say that this is absolutely perfect for
75. 3:16them to reference and it's good for the
76. 3:18contractors too. Within our team, we
77. 3:21usually use metadata tables. And I'll
78. 3:24show you in a second what that means.
79. 3:26But for the clients, this is actually
80. 3:28perfect. For the images, it's very easy
81. 3:31to add them and edit them as well. So,
82. 3:34if I click on this picture right here,
83. 3:36and I click edit image, I can also
84. 3:39remove a background. So, Rayon has a
85. 3:42built-in AI tool that allows to remove a
86. 3:46background and it looks very clean,
87. 3:49very simple. It takes a second and there
88. 3:53you go. You have just a clean picture.
89. 3:55So, when you look at this lighting plan,
90. 3:58this is a view from another section from
91. 4:01our floor plans presentation
92. 4:05and it shows you all the different
93. 4:08lighting fixtures. they're tagged by a
94. 4:10different letter. So the A, B, C, etc.
95. 4:14You can find them right here.
96. 4:18What that allows us to do is create an
97. 4:21actual table with metadata that will be
98. 4:25very easy to um transfer any kind of
99. 4:29information to. So to make it easier for
100. 4:32you to reference all of these items and
101. 4:35to make it a little bit more
102. 4:37streamlined, you can use the tables
103. 4:39feature. So this is our canvases and
104. 4:42right here the there's a table section.
105. 4:44If you click on it, you'll see we've
106. 4:47already started the light and fixture
107. 4:49table right here.
108. 4:52In this table, you could see all of the
109. 4:54lights
110. 4:56that we've tagged right here. on the
111. 4:59floor plan itself. So you see the name
112. 5:02of the light, the tag number, brand,
113. 5:05color, category, price. You can also add
114. 5:09different properties to it as well like
115. 5:12uh status for example. Each item that
116. 5:15you add on your floor plan can have
117. 5:18metadata that can be linked into the
118. 5:20table um that can be easily updated. It
119. 5:24automatically gets updated when you add
120. 5:27items, remove items or you want to
121. 5:29update any kind of um quality about the
122. 5:32items properties like price, color,
123. 5:35anything like that. So if we select the
124. 5:37slide right here, this section pops up
125. 5:41and you can see custom properties at the
126. 5:43bottom. So here you can change the
127. 5:47different properties. Right now it's set
128. 5:49to brand tag number, category, price,
129. 5:52and color. If you want to add something
130. 5:55else, you can do it right here. And if
131. 5:58you don't see or don't have the property
132. 6:00that you want to add yet, you can add a
133. 6:03new property as well. For example, we
134. 6:06can do status
135. 6:08and we can add different types of uh
136. 6:10what the output is going to look like.
137. 6:14So right here, we'll just leave it as
138. 6:16text and we'll do ordered
139. 6:20for example.
140. 6:22So here we can change the price as well.
141. 6:26So this one for example is going to be
142. 6:27$200 and it's actually from CB2.
143. 6:31So what's great about this uh metadata
144. 6:35and properties um is that they can
145. 6:38automatically be added into the table
146. 6:41right here on this side. So if you could
147. 6:44see you can group them by brand for
148. 6:48example and we can see all the brands
149. 6:51that we need to specify and here is our
150. 6:53light that we changed to CB2.
151. 6:56So this is a great reference for example
152. 6:59I know everything that I need to get at
153. 7:01each store. I need all the colors. I
154. 7:04have all the counts and if you update it
155. 7:07here, so for example, if we grab our CV2
156. 7:10light that we changed, we're going to
157. 7:12delete that. It's going to automatically
158. 7:14disappear from this table as well. Same
159. 7:17thing if we want to add another one. The
160. 7:20count is going to change to two
161. 7:22automatically as well. So the uh total
162. 7:25is going to change, the total count is
163. 7:27going to change. So it's very uh
164. 7:30responsive to that, which is very nice.
165. 7:33Another thing that I want you to um pay
166. 7:37attention to is that you can export it
167. 7:39as an Excel file too and you can add it
168. 7:43to any Google Drive or your Excel sheet,
169. 7:47whatever it is that you're doing. So,
170. 7:49it's very easy to implement it and
171. 7:51integrate it into your work process as
172. 7:54well.
173. 7:56And if you want more information or if
174. 7:58you want to remove any of the columns
175. 8:00right here, you can do that very easily.
176. 8:03So you can add our status column that
177. 8:06we've already updated. So here it will
178. 8:09say that these items have been ordered.
179. 8:11And once we process this, we can update
180. 8:14these columns as well. You can also
181. 8:16easily remove the column if you don't
182. 8:18want it to be visible. And of course,
183. 8:21you can collaborate in real time with
184. 8:24anyone on your team. You just need to
185. 8:26click the share button at the email
186. 8:28address.
187. 8:30So, viola house.ca.
188. 8:33I'm going to click invite and I'm going
189. 8:35to get the email notification. You can
190. 8:38change the permissions as well. So, you
191. 8:40could be a viewer admin. Um, you can do
192. 8:44it this way. And I'll show you another
193. 8:47example. This view right here, this is a
194. 8:50floor plan and it has a reference to
195. 8:52materials that are going to be used in
196. 8:54every room if they're different. So, you
197. 8:57could reference them right here very
198. 9:00easily. And again, you see the picture
199. 9:03that helps the client to understand what
200. 9:05they're approving. the item number that
201. 9:08helps you keep the track of the progress
202. 9:11and um make it make sure that
203. 9:14everything's clear. All the SKEs match
204. 9:16what they need to the quantity, color
205. 9:19and size, supplier, lead time, unit cost
206. 9:23and status. And of course, because it's
207. 9:26a web- based platform, you can
208. 9:29collaborate with other people on your
209. 9:31team. You can share the progress right
210. 9:35here. So you have my email, you have the
211. 9:38contact, you can do
212. 9:42house.ca and you can invite somebody
213. 9:45else. And one other thing that I find
214. 9:48very useful is the comment section. So
215. 9:51again, because it is web- based, we can
216. 9:53very easily um leave each other notes
217. 9:56and see what everyone's working on and
218. 9:58what's been done and what hasn't. So
219. 10:01right here for example I can add a note
220. 10:04that lead time
221. 10:07extended
222. 10:11by 3 weeks.
223. 10:14We can post here so everyone knows that
224. 10:17this item is not coming on the day that
225. 10:20it was supposed to. It's coming in 3
226. 10:21weeks. And you can also add your
227. 10:24reactions to the uh comment. You can
228. 10:28resolve it, edit it or delete it. So
229. 10:31after adding your comments and
230. 10:32communicating with your team online
231. 10:34comes the exporting part. And with
232. 10:36Rayon, you can export your schedules in
233. 10:38two ways. The first one is if you go
234. 10:41into pages right here on the left
235. 10:43corner, you can see all the pages from
236. 10:46the presentation. They're collected
237. 10:48right here. So you can scroll down to
238. 10:51the pages that you want to export right
239. 10:54here. In this case, you can do all of
240. 10:56them. As you can see here at the top, it
241. 10:59says 22 pages. So that would export the
242. 11:01whole document. But if you want just
243. 11:04specification pages, you can select them
244. 11:06right here. And as you can see, there
245. 11:08are two pages in the document that are
246. 11:11going to be exported. From here, you can
247. 11:14select how you want to export it, how
248. 11:16you want to name it. You can change the
249. 11:19range if you want to add certain pages.
250. 11:22So that's going to update it as well. If
251. 11:24you want to add a title page, for
252. 11:25example, or anything else, it's very
253. 11:28easy to do that from here as well. Um,
254. 11:32you can change the image quality. And
255. 11:35once you click export, it's going to
256. 11:37save the document to your computer. So,
257. 11:39I'm sure you've been in the situation
258. 11:41where you want to send the clients a
259. 11:44large presentation and the file is too
260. 11:46big. So, you need to upload it to a
261. 11:49drive or find another way to share the
262. 11:52documents with them. Rand makes it very
263. 11:55easy because there is a presentation
264. 11:58mode right here. So, if you click on the
265. 12:01preview, it's going to create a
266. 12:03presentation that you can copy a URL
267. 12:07link and just enter it into the email
268. 12:10and they will see the presentation in
269. 12:13real time. So, if you made any updates
270. 12:16to the presentation, they will see the
271. 12:18latest version, which is really, really
272. 12:19cool. And that's something that we
273. 12:21couldn't do before if we uploaded the
274. 12:24presentation to a drive, for example. As
275. 12:26you can see, it generated the whole
276. 12:28presentation from the first canvas that
277. 12:31has an overview of the presentation
278. 12:33itself. And here are two of our
279. 12:36specification pages. But we also want to
280. 12:39add the lighting schedule as well. So to
281. 12:42do that, we can go to pages, click new
282. 12:46page,
283. 12:48set it the correct place right here,
284. 12:52adjust it a little bit so it fits
285. 12:55perfectly,
286. 12:56and this is going to be page 23. So as
287. 13:00you can see, it edited as the last page
288. 13:02in the presentation. To change the
289. 13:05order, you can easily just drag and drop
290. 13:07it in the right place. So right here and
291. 13:11you can rename it as well.
292. 13:16And now if we want to create a
293. 13:19presentation, we can select these three
294. 13:21pages. Click preview button. Here's our
295. 13:25schedules. And right here there's a
296. 13:27link. So you can copy that link and send
297. 13:30it right into the email or um whatever
298. 13:33platform you're using to communicate
299. 13:35with either your team or your clients.
300. 13:38and they will have access to it and they
301. 13:41will see it in real time as well.
302. 13:45So right here if you copy that link this
303. 13:48is how the presentation is going to look
304. 13:50like from the client's perspective.
305. 13:54So they just upload it here
306. 13:57and they can see all the information
307. 13:59that we've collected so far. All the
308. 14:03details and again the most important
309. 14:05thing is that all of the updates are
310. 14:08getting reflected in this presentation
311. 14:10as well. So if you are still working on
312. 14:12the project or you've made some changes,
313. 14:15they are going to be updated here in
314. 14:17this presentation. You don't have to
315. 14:18create a new link. It's going to
316. 14:20automatically populate for that. So,
317. 14:23that's really nice. And you can see when
318. 14:25it was last updated as well. And this is
319. 14:28how you can complete and streamline the
320. 14:30furniture pictures and equipment
321. 14:32schedules on Rayon. And if you have any
322. 14:34questions or you need a little bit more
323. 14:36guidance, you can now book a one-on-one
324. 14:38demo with Rayon team in the description
325. 14:40below. And that wraps up our deep dive
326. 14:43into furniture fixtures and equipment
327. 14:46schedules. Whether you're designing a
328. 14:48single sofa or specifying an entire
329. 14:50project, your schedule is where design
330. 14:53meets execution. With Rayon, you can
331. 14:55ensure your selections are not only
332. 14:57beautiful, but also clearly documented
333. 15:00and easy to build on. Don't forget to
334. 15:02download your free schedule template in
335. 15:05the description below and start
336. 15:06tailoring it to your studios needs. In
337. 15:09the next lesson, we'll cover how to
338. 15:11create a beautiful mood boards that your
339. 15:13clients will absolutely love. See you
340. 15:15there.
341. 15:17[Music]