Learn more about the FF&E Process!

In this guide, we’ll explain the FF&E process and the tools you need to implement and deliver FF&E projects. 

We’re here to demystify the FF&E process for you. We often think of the FF&E process taking place in showrooms and design meetings. The reality is that the FF&E process takes a lot of detail-oriented, behind-the-scenes coordination.

Regardless of the exact scope of FF&E on a project, FF&E items need to be tracked carefully from the selection stage to their final placement in the building. Options need to be considered. Costs assigned. Final choices need to be approved. Procurement, delivery, and installation statuses need to be recorded. 

Throughout the FF&E process, a great deal of data needs to be gathered and shared among the project stakeholders. That data often resides in disconnected platforms, making it difficult to keep tabs on everything at once.

Our goal is to show you how to implement the FF&E process in an efficient and integrated manner with these 7 key steps:

1: Design the Schematic Layout
2: Gather Specification Data
3: Present FF&E to the Client
4: Procurement
5: Confirm Delivery and Condition Status
6: Installation and Punch List
7: Client Handover

What is the Definition of FF&E?

FF&E is an acronym for Furniture, Fixtures, and Equipment.

You might also encounter FF&E spelled as FFE, FF & E, or F.F.&E. In architecture and interior design, FF&E typically includes all movable or easily removable objects in a building, excluding sellable products. FF&E is often not supplied by the general contractor but may be installed by them, denoted as "OFCI" or "Owner Furnished, Contractor Installed."

Depending on the scale and type of project, FF&E design may begin schematically as early as the feasibility study phase. For example, understanding how many desks can fit in an open floor office layout is integral to developing the architectural floor plans, considering both budget and layout concerns.

From here, the FF&E plan is developed and refined concurrently with the architectural design process.

Step-by-Step FF&E Design Process

Step 1: Design the Schematic Layout

Designing with FF&E in mind from the beginning enables more human-scaled design, accurate client expectations, and responsible budgeting.

It's easiest to start designing FF&E by looking at the big picture. You have an architectural layout that may or may not be finalized, and now you need to populate it. While there may be times when a space is designed entirely around a specific piece of furniture, for the most part, FF&E can remain vague at this early stage.

Managing Client Expectations

For example, if you're designing an office park, the client will want to know the number of hot desks that might be available in an open floor plan. For a commercial kitchen, the head chef will want to be assured there's room for enough speed racks and an appropriately sized griddle.

The make and model of these furnishings and equipment do not have to be decided yet. However, it's a good opportunity to get an idea of quantity, required space, and price.

Architects and interior designers will often keep schematic sizing and distribution of furnishings in mind throughout the design process by putting generic placeholder furniture in the drawings. This way, at a glance, both the designer and the client can have a better grasp of the scale of the space.

Budgeting Responsibly

FF&E is also a huge part of the budget and clients need to allow for it from the beginning.

In the end, furnishings are the most tactile part of a project that can make or break the end result. Designing without an accurate FF&E budget in mind from the beginning might lead to catastrophic budget slashing late in the project.

But how can you even start to estimate FF&E quantities and budget when the schematic layout is ever-changing? And how do you communicate these changes with the client?

Looking Beyond Spreadsheets

In our experience, a software tool linked to Revit is the best solution for capturing, organizing, and sharing FF&E project data. This makes it easy to streamline communication in one dashboard, not in separate documents and folders.

Advantages to using a flexible database tool:

• Room Data Sheets: Create a rich digital profile for each room or piece of FF&E. Upload and organize inspiration images, quantities, desired pricing, and client notes into one flexible form that doesn't have the limitations of a spreadsheet.

  
  

• Report Builder: See an overview of FF&E items, using it as a quick gauge for capacities of a space. Include pricing, so you can summarize the approximate cost to truly get a space up and running.

  
  

• Revit IntegrationStep-by-Step FF&E Design Process

Step 1: Design the Schematic Layout

Link every piece of FF&E data in the flexible form to Revit. When the model changes, so do your quantities and pricing, instantly, without the need to update a disconnected spreadsheet or report.

Step 2: Gather Specification Data

You've established the schematic layout of the space, met with the client to understand the design brief, and defined an approximate budget for the project. Now it’s time for the fun part: the hunt for FF&E options.

Organizing It All in One Place:

Regardless of whether you’re an architect, interior designer, or even a medical equipment planner, you’ll be visiting numerous websites for FF&E options. You might also visit showrooms, attend vendor conferences, or meet with product representatives to gather information.

In short, you’re collecting a lot of FF&E specification data in various forms, such as photos, cut sheets, and raw numbers, including pricing and model numbers. You may even need to document owner-provided FF&E items or start ordering samples to present to the client.

Where to Store All This Coordination Information?

Storing all this data in file folders or a spreadsheet disconnected from Revit can lead to inefficiencies. This is when a flexible database linked to Revit becomes an invaluable tool for FF&E designers, allowing seamless integration and real-time updates.

Advantages to using a flexible database tool:

• Product Directory: Create a digital directory of FF&E products with cut sheets, photos, and more. Create fields to evaluate options and to quickly identify missing data. Track changes and create the foundation of the Owner’s Manual.

  
  

• Vendor Directory: Create a directory of vendor contacts linked to the FF&E product directory for easy reference.

  
  

• Communication Tools: Invite vendors and consultants to upload their own FF&E data and cut sheets. Consultants can take control of their scope of work without getting into the Revit model. Use notifications to send reminders when requested items are uploaded.

Step-by-Step FF&E Design Process

Step 3: Present FF&E to the Client

You’ve gathered several options for each piece of FF&E and created test-fit drawings for each option. Now it’s time to review all your findings with the client.

Surfacing Answers Instantly

As a designer, you'll create digital presentation boards with design concepts and a floor plan. This approach helps clients easily visualize where the FF&E will be located within the space.

During client meetings, take detailed notes about their feedback. Clients may have questions about pricing, quantities, and lead times. They might like the fabric of one chair but prefer the style of another.

Procuring client approval may require several meetings, especially for large projects. Be prepared with up-to-date information on pricing and lead times so clients can make informed decisions promptly. Storing all information in a flexible database allows you to easily access this data in real-time during meetings.

Once you have client approval, update your drawings or Revit model with the final FF&E selections.

Advantages of Using a Flexible Database Tool

• Presentation Builder: Create digital concept boards linked directly to the FF&E products, making it easy to reference them during meetings.

• Smart Meeting Minutes: Take meeting minutes with direct links to FF&E products. This approach makes it easier to understand client notes after the meeting.

• Client Decision Tracker: Implement a field called “Client Decision” and a date field to track when each FF&E item is approved or rejected. If an item is rejected, create a field called “Client Reason” to document the reason for rejection.

• Revit Integration: A flexible database tool that integrates with Revit allows seamless coordination of any FF&E changes with the Revit model.

Step 4: Procurement

Great news—the client has approved every piece of FF&E! Now, it's time to finalize drawings and proceed with purchasing the FF&E, also known as procurement.

Defining FF&E Procurement

FF&E Procurement is a detailed process that requires meticulous attention to detail and the ability to manage multiple moving pieces of information. Depending on the project and scope of work, you may work with a procurement agent or handle the ordering yourself. If you are managing procurement, tracking "lead time" is crucial.

Timing is critical—items must arrive on site exactly when needed. Arriving late could cause delays, while ordering too early could mean additional costs for storage or risks of damage or loss if left on site.

Regardless of who is responsible for purchasing and scheduling FF&E arrivals, the designer plays a critical role in the process. You will provide a list of specifications, answer vendor questions, and evaluate options. You will also propose alternatives in cases of product discontinuations, budget constraints, or changes in design intent.

Advantages to using a flexible database tool:

• Project Dashboard: Make it easy for the GC, owner, designer, and procurement agent to view one shareable dashboard with up-to-date statuses for each piece of FF&E.

  
  

• Complex Calculations: Update quantities of FF&E and instantly see how those changes affect pricing.

  
  

• Revit Integration: Pull quantities of FF&E items directly from the model without needing to open or know Revit.

Step 5: Confirm Delivery and Condition Status

FF&E has started to arrive on site, now what?

Ensuring Quality Control

Inspect the condition of every piece of FF&E before installation. Depending on the type of project you’re working on, you may be responsible for inspecting FF&E. However, for larger projects, this task is usually the responsibility of the procurement agent or contractor. 

If there is damage, take photos and notate who is responsible for fixing or replacing the damaged item. If not, you or the contractor may be liable for damages down the road or miss return windows to the vendor.

Advantages to using a flexible database tool:

• Condition Tracker: Upload photos of the FF&E items after they have been unpacked, even if they aren’t damaged. Create a field in each product profile called “Delivery Condition” to track FF&E items that have been delivered and approved for installation.

  
  

• Location Tracker: Create a field called 'Location' to catalog items in off-site storage.

Step 6: Installation and Punch List

You likely are not responsible for the physical installation of FF&E, but you may be the primary point of contact to coordinate it. You can help the process run smoothly by providing easy-to-interpret furniture plans, lighting schedules, and installation information from the manufacturers.

Create a punch list to document that everything is installed correctly and without damage.

Advantages to using a flexible database tool:

• Punch Lists: Create punch list items with its location on the floor plan. Document the item with photos, markups, and notes. Export a customizable punch list report to share with the GC and owner.

  
  

• Product Manual Directory: Invite vendors to upload installation requirements, files, and videos with the contractor/installer.

Step 7: Client Handover

You’re almost there! Everything is installed and the client is happy. Now what?

Set your client up for success by providing them with a digital Owner’s Manual of maintenance instructions and vendor contact information for each piece of FF&E.

If you are delivering an as-built Revit model to the client, connect the Owner's Manual to the digital model via a flexible database tool. Doing this adds even more value to your services and helps your client effectively and easily operate their building.

Conclusion

We hope that we've demystified the FF&E process for you. As you can see, a designer’s job isn’t limited to just design; a lot of detail-oriented coordination goes into making FF&E projects successful. Much of that coordination involves capturing and organizing extensive data and paperwork, which is why we choose to use a flexible database tool to manage FF&E projects more efficiently.

Errors made during the FF&E process can be costly. We recommend using a flexible database tool to create one central source of truth for your project. Doing so will reduce, if not eliminate, the number of errors that arise from using disparate communication and documentation channels.