How to Streamline Your Schedules | FF&E Explained! — Transcript

Full transcript

1. 0:02Welcome back to lesson seven of the
2. 0:04interior design playbook. We are
3. 0:05entering module two, which is all about
4. 0:07best practices for your design
5. 0:08documentation. I'm Meg, your guide
6. 0:10through this course, and today we're
7. 0:11focusing on a tool that can make or
8. 0:13break your design documentation, your
9. 0:14FFN schedules. Think of FFN or
10. 0:17furniture, fixtures, and equipment as
11. 0:18the backbone to your design
12. 0:19documentation set. Without a well
13. 0:21structured schedule, your project can
14. 0:23quickly slip into chaos. But with one,
15. 0:25you've got a system that organizes
16. 0:26selections, streamlines procurement, and
17. 0:28keeps your team moving in sync. I'll be
18. 0:30walking you through how exactly to
19. 0:31create FFN schedules right within Rayon,
20. 0:33which is the web-based platform built
21. 0:35for designers that we've been using
22. 0:36throughout this entire course. With
23. 0:37features like smart tables, tags, and
24. 0:39visual images, Rayon helps you manage
25. 0:41every single product detail and tie it
26. 0:43back to your drawings all in one place.
27. 0:45If you're curious what this looks like
28. 0:46in action, you can always schedule a
29. 0:48one-on-one demo with the Rayon team, and
30. 0:50we can show you how to set up your FFN
31. 0:51schedule from the ground up. And don't
32. 0:53forget, you can download the free FFN
33. 0:55schedule template linked right below and
34. 0:56customize it as we go. Let's get
35. 0:58started. An FFN schedule is basically
36. 1:00your project's master inventory of all
37. 1:03of your specified furniture, your
38. 1:05lighting, your equipment. And the more
39. 1:07structured and clear the schedule is,
40. 1:09the less room there is for
41. 1:10miscommunication during your execution.
42. 1:12Usually, it includes essential data like
43. 1:15product names, finishes, dimensions,
44. 1:17images, quantities, pricing, room
45. 1:19locations, all that kind of good stuff.
46. 1:21And basically it helps everyone like
47. 1:23your clients, your contractors,
48. 1:24procurement managers, team members,
49. 1:26everyone just stay aligned from design
50. 1:28to installation. So it's both like a
51. 1:30reference document and also a visual
52. 1:33specification tool. Now there are two
53. 1:35different types of schedules that you
54. 1:36can build in Rayon. So there are classic
55. 1:38tables which is just like a simple
56. 1:40layout built with lines, text, images,
57. 1:43and then there's datari tables. So,
58. 1:45these are smart schedules, which we all
59. 1:47love smart things with metadata
60. 1:49properties that let you count, sum, and
61. 1:52manage your project information faster
62. 1:54and reduce manual mistakes. So, today in
63. 1:57our tutorial, I'm going to walk you
64. 1:58through how to build both so you can see
65. 2:00how to use each type and just kind of
66. 2:02see which one works best for you. So,
67. 2:04first off, we are going to create a
68. 2:05dedicated canvas for our FFan specs and
69. 2:08mood boards. Now, if you're working on a
70. 2:10smaller project, all of your drawings
71. 2:11might just happen on one canvas. But
72. 2:13because this is a larger project and
73. 2:15just for the purposes of teaching, we
74. 2:17are going to create our own. So, in the
75. 2:19demo template, we actually already have
76. 2:21one created. But if you are working in
77. 2:23your own template, you will just want to
78. 2:24click this little plus and then create a
79. 2:26new model canvas and call it FFN specs
80. 2:29and mood boards. So, I am just here in
81. 2:31our canvas that we already have created
82. 2:34and we are basically just going to draw
83. 2:35a table. like this is going to be the
84. 2:37first type that we talk about and again
85. 2:40this one is not data rich so you will
86. 2:42have to manually update all the
87. 2:44information in here and if anything
88. 2:46changes you come back and you edit it in
89. 2:48here you just edit the text like you
90. 2:49would any other type of like excel
91. 2:51document. So if we just zoom in on one
92. 2:53of these tables you can see when I
93. 2:55select all of this information here this
94. 2:58is just text these are just lines these
95. 3:00are just images. So, in order to create
96. 3:02a table like this, it's very simple.
97. 3:04We've kind of already even touched on
98. 3:06this in some of our other lessons, but
99. 3:08you'll just use your tools down here,
100. 3:10you'll use your line tool, um, if you
101. 3:12want to create your lines, of course, if
102. 3:14you have specific styles, you can always
103. 3:16eyrop those or you can just edit them
104. 3:19over here, for instance, like the
105. 3:21thickness, the color, all that good
106. 3:23stuff. Now, the same thing goes for
107. 3:24text. So, all of these are basically
108. 3:26just little text box here. You will just
109. 3:28do that by grabbing your text and uh
110. 3:31just typing in whatever. So, dome
111. 3:33flooring or something like that and hit
112. 3:36done. And then of course you it comes in
113. 3:39a little bit smaller over here. But you
114. 3:41can always change your style or if you
115. 3:42have another style that you like. Um
116. 3:44let's just change this to 1 meter and I
117. 3:47spelled that wrong. So, as you can see,
118. 3:50this is a little bit more work because
119. 3:52this is all just manual. So, anytime
120. 3:54that something gets updated, for
121. 3:56instance, like the cost of an item or
122. 3:58the status over here, you have to go in
123. 4:00here and actually like double click on
124. 4:02these and edit them as if they are just
125. 4:05regular text. Now, same thing with this
126. 4:07schedule down here. This is really
127. 4:09similar. This is just another way of
128. 4:10laying out a schedule. So, this one
129. 4:12obviously has images. So, like we've
130. 4:13seen before, how you can just copy and
131. 4:16paste an image into here. If you want to
132. 4:18edit the image, you can always go to
133. 4:20edit image and either upscale it using
134. 4:23AI, or you can remove the background if
135. 4:25you'd like, which will also use AI. And
136. 4:27then you'll just hit done, and then it
137. 4:29will automatically update that in your
138. 4:31project. Um, and that can just give you
139. 4:33a nice clean look. Um, it's also really
140. 4:35good for stacking photos on top of each
141. 4:37other to create that mood board. Now,
142. 4:38alternatively, if you don't want to go
143. 4:40through the process of manually updating
144. 4:42this every time that things change, you
145. 4:45can build a datari FFN table, which I
146. 4:48personally find as my preferred method.
147. 4:51So, for this one, I actually want to
148. 4:52share another FFN table with you. Um,
149. 4:55and it's actually linked in the
150. 4:56description below. It's called the
151. 4:58horizontal FFN schedule and project
152. 5:00specification template. So, you can just
153. 5:02click on that and follow along in this
154. 5:04next tutorial. So here we are in this
155. 5:06new template and rather than relying on
156. 5:08plain text and manual edits, I am going
157. 5:11to use Rayon's metadata properties to
158. 5:13directly connect my architectural
159. 5:15drawings with the FFN list. So this
160. 5:17means that I can actually embed details
161. 5:19like the brand, material, price, all
162. 5:22types of properties directly into
163. 5:25furniture blocks and floor plan
164. 5:26surfaces. So your finishes instead of
165. 5:29manually counting, adding, summarizing,
166. 5:32etc. I just let Rayon's table tool
167. 5:34handle it all in just a few clicks. So,
168. 5:37let's walk through how this is already
169. 5:39set up in this model and then we will
170. 5:40add a new item together into both the
171. 5:43table and the spec sheet as an example.
172. 5:45So, let's just zoom in and click on a
173. 5:47block and the properties are going to
174. 5:48show up down here. So, let me just
175. 5:49scooch myself over here. Now, this is
176. 5:52where you'll see custom properties. So
177. 5:54anytime that you select a block in this
178. 5:57model um you will see different
179. 5:59properties like some of it has some of
180. 6:00them have the brand some have the price
181. 6:03um and these are because we have already
182. 6:05added these properties. So I'll show you
183. 6:06how to do that. Now you can also see if
184. 6:08I select on a zone here with um like a
185. 6:12flooring type. You can see that there's
186. 6:13also information on that finish as well.
187. 6:15So this doesn't just apply to furniture.
188. 6:18This also works for your finishes, your
189. 6:21lighting fixtures, all that kind of good
190. 6:23stuff. And as with everything else that
191. 6:25we've learned so far, like I've said,
192. 6:27this does take a little bit of front-end
193. 6:29work, but once you set it up, you set it
194. 6:32up once and then you don't have to do it
195. 6:33again. So, for instance, with this bed,
196. 6:36if I add a property over here, if I go
197. 6:39to instance properties and I add a
198. 6:40property, let's just go to add property
199. 6:42and let's say that we want to add the
200. 6:45material. So, I click material and then
201. 6:48over here I can add in a type of
202. 6:50material. And once I do that, that is my
203. 6:53one source of truth. So if anything
204. 6:55changes about the data in this bed, for
205. 6:58instance, if the price changes or if we
206. 7:00change the finish, the color, the lead
207. 7:03time is delayed, if I update it here in
208. 7:06the properties of the block, it is going
209. 7:08to update that and reflect across my
210. 7:10documentation in my tags, my tables, my
211. 7:12schedules, anywhere else where I embed
212. 7:14this data. So let's just take a look at
213. 7:16this in action. I'm just going to type
214. 7:18in something here, like let's just say
215. 7:19berry. That'll just be the color of our
216. 7:21bedding. So now let's go over to our
217. 7:24table tool and take a look at two tables
218. 7:27that we have already set up. So over
219. 7:29here you click on tables. And you can
220. 7:31see here that we have material specs and
221. 7:33equipment furniture already set up here.
222. 7:35But you're probably wondering how to
223. 7:36make them. So let me show you how we can
224. 7:39create a table and add different
225. 7:41properties. So let's just click the
226. 7:42little plus sign right here. So we'll
227. 7:44hit the plus and it's going to basically
228. 7:46show everything that is showing up in
229. 7:48your canvas here. So these are all of
230. 7:50like the blocks, the zones, etc. Now, if
231. 7:52you want to organize this, you just
232. 7:53click these three little dots and go to
233. 7:55category and you can turn on and off
234. 7:57different things that you want to show
235. 7:59or don't want to show. So for instance,
236. 8:01if I don't want to show the walls, I
237. 8:02don't want to show the zones, I just
238. 8:03want to show my instances, then we'll
239. 8:06just keep block instance checked. So you
240. 8:08can see that like all of my blocks down
241. 8:09here are showing up. So over here, I can
242. 8:11hit the plus sign and this is going to
243. 8:12add different properties to our table.
244. 8:14So, for instance, let's say that we want
245. 8:16to show material, which you can see that
246. 8:18bed that I just typed in, Barry, is now
247. 8:21showing up here because since I just
248. 8:22added that property to this bed, that's
249. 8:24the only thing in this canvas that has a
250. 8:26property like that. So, let's add
251. 8:28another one. So, let's add lead time.
252. 8:30And then we'll also add status. So, what
253. 8:33this is going to do is anytime that I
254. 8:35have another item in here now and I add
255. 8:37the property material to it. So, let's
256. 8:40click on this wardrobe right here. And
257. 8:42I'm going to add material. So, we'll add
258. 8:45material. And now you can see that it
259. 8:47just populated in my table over here.
260. 8:50And so, I'm going to type in chestnut.
261. 8:54And then you can see that it added that
262. 8:55over here. Now, of course, if I want
263. 8:57these other properties to show up as
264. 8:59well, I would have to add those
265. 9:01properties to this block. Now let's say
266. 9:03that the client has changed their mind
267. 9:04and now instead of doing berry as the
268. 9:08material of this bed we have decided to
269. 9:10go with ivory. So if I type in ivory
270. 9:12here you can see that it's literally
271. 9:14live updating as I'm typing it's live
272. 9:16updating this table over here. So
273. 9:18anytime that I make a change in the
274. 9:20block that is going to impact any other
275. 9:22place that I have that metadata. So the
276. 9:24table is a live synced representation of
277. 9:27my drawing. The number of items I place
278. 9:29in it the information I embed in it. It
279. 9:31keeps your project FFN schedule always
280. 9:33up to date. You can also export your
281. 9:36tables as Excel sheets to work with
282. 9:37outside of Rayon. Um, we are currently
283. 9:39also working on a feature that will let
284. 9:41you place the tables directly onto your
285. 9:44presentation canvases or your model
286. 9:45canvases. So stay tuned for that. But
287. 9:47for now, let's just see how we can
288. 9:49actually embed this metadata into our
289. 9:51FFN sheet in Rayon. So let's zoom out
290. 9:55and take a look at these sheets that we
291. 9:56have down here. So, while we cannot, you
292. 9:58know, necessarily drag and drop these
293. 10:00tables that we just created into this
294. 10:03sheet, um, we can use tags to still use
295. 10:09that metadata. So, if I zoom in over
296. 10:11here, like on equipment and furniture,
297. 10:12for instance, let's take a look at this
298. 10:14television set. So, if we double click
299. 10:16this text here, you can see down here it
300. 10:18says editing tag. So, this is not just
301. 10:20text, this is a tag, which means that
302. 10:23this is actually linked to the block.
303. 10:25So, let's go back up here and I'm just
304. 10:27going to click on my TV. And you can see
305. 10:28down here that we have all this
306. 10:30different information, right? So, if I
307. 10:32were to change any of this information,
308. 10:34that's actually going to update in those
309. 10:36tags that I have down there. And I'll
310. 10:37show you how to create a tag down there
311. 10:40as well. But, let me just show you when
312. 10:41I update this. So, down here, if we go
313. 10:44back here and we look at this television
314. 10:46and we decide that, you know, um, we're
315. 10:49not going to use Google TV, we're going
316. 10:50to use Amazon TV, right? So, back up in
317. 10:53this block, I'm going to change the
318. 10:55information here to say Amazon TV. And
319. 10:58then now when I go back down to my
320. 11:00schedule, you can see that it has
321. 11:02automatically updated that. And that's
322. 11:04because this is not just plain text.
323. 11:06This is a tag. So, let me just delete
324. 11:08this and show you how to create a tag.
325. 11:10So, all you're going to do is go click
326. 11:11on your text and you will just click.
327. 11:14And then instead of just typing in text,
328. 11:16you want to click on add variable. And
329. 11:19then we are going to search our model
330. 11:21for that block. So let's go take a look
331. 11:23at what that block is called. Come back
332. 11:25to that in a second. So this block is
333. 11:27called TV unit wall-mounted front. So
334. 11:30down here in my text, which we'll have
335. 11:32to change the size here in a second. Um
336. 11:34if we go back to edit and back to our ad
337. 11:36variable, if I type in TV. Okay. So now
338. 11:39I can see that I've got one of my blocks
339. 11:41here. So I just click on that and I'm
340. 11:43going to add variable. Which one did we
341. 11:45say we were doing? The brand. Okay. So
342. 11:47I'm going to click this. the Amazon TV
343. 11:49and click check. And let's go ahead and
344. 11:52pick a style because that style is a
345. 11:54little too big. And so now what that has
346. 11:57done is that has created a tag instead
347. 11:59of a plain text. So again, if I go back
348. 12:02up to this block now, that's basically
349. 12:04tied to this block's information. So if
350. 12:07we do decide that we want to go back to
351. 12:08Google TV now, anytime that I change
352. 12:11that, it's going to update that tag
353. 12:13right here. And that goes for all these
354. 12:15other properties as well. So, this is
355. 12:16just kind of like a good workaround for
356. 12:18now. While we cannot directly drag those
357. 12:20tables onto our canvas, and that's it.
358. 12:22So, each time that I make an edit or
359. 12:24change the items property, now it's
360. 12:26going to update across all drawing sets
361. 12:28and help avoid inconsistencies and
362. 12:30mistakes. And this is just such an
363. 12:32amazing timesaver in my opinion. So, now
364. 12:34that our FFN schedule is ready, um,
365. 12:37let's invite collaborators to collect
366. 12:39feedback and export our sheets or share
367. 12:41them as a URL link online. So, with
368. 12:44Rayon, you have two options. You can
369. 12:46either export as a PDF, which we have
370. 12:48done a couple times now. This is perfect
371. 12:50when you need just a traditional
372. 12:52documentation set. So, as we've done a
373. 12:54couple times now, if you have your paper
374. 12:56canvas, I'm just going to create one
375. 12:58real quick. And we'll create a page. And
376. 13:01now, if you'll recall, we just have to
377. 13:03drop a view from our uh model canvas
378. 13:06onto here. And it goes ahead and drops
379. 13:09that in here. Now, if you want to move
380. 13:11around in there, you can say override
381. 13:13and we can, you know, pick a different
382. 13:16uh view if we'd like. And or if you have
383. 13:18a specific scale, you can always do that
384. 13:20as well over here. Once you're ready to
385. 13:21share that as a PDF, you would just go
386. 13:23to your export image you where you can
387. 13:26select your specific pages or you can
388. 13:29export it to PDF with all of your pages
389. 13:31or you can go ahead and just share the
390. 13:33live link. So, this is my go-to method
391. 13:35because Rayon is web- based. So you can
392. 13:37instantly generate a URL to share with
393. 13:39your clients or collaborators where
394. 13:41there's no bulky files or you know
395. 13:43endless email attachments or like
396. 13:45software downloads for them. And the
397. 13:48best part is that any updates that you
398. 13:49make are reflected automatically in
399. 13:51their presentation which keeps
400. 13:53everything accurate and up to date. In
401. 13:55order to do that you just hit the share
402. 13:57button and then you'll just click this
403. 13:59little toggle here and then grab that
404. 14:01link. And that's how you can bring your
405. 14:03FFN process full circle, organized,
406. 14:06collaborative, and streamlined from
407. 14:07start to finish. That wraps up lesson
408. 14:09seven of the interior design playbook.
409. 14:11Now you've seen how an FF schedule can
410. 14:12keep your projects organized, align your
411. 14:14team, and make procurement smoother from
412. 14:16start to finish. Now remember, you can
413. 14:17download that free FFN schedule template
414. 14:19linked below, and start adapting it to
415. 14:21your own projects right away. If you'd
416. 14:23like to see how Rayon can fit into your
417. 14:24own workflow, you can go ahead and book
418. 14:26a free demo with the team. We will walk
419. 14:28you through setting up your own
420. 14:29schedules and answer any questions that
421. 14:30you might have. Thanks for joining me in
422. 14:31this lesson. I'll see you in the next
423. 14:32one where we're going to learn about how
424. 14:33to create great interior design mood
425. 14:35boards. So stay tuned for that.
426. 14:38[Music]