5 Ways to Manage FF&E Specification and Procurement Costs (Plus, an FFE Template That Will Save You Time)

FF&E specification has a reputation for being tedious. But add to that the effort of trying to stay within budget, managing bids, and repetitive work — and the entire process could get positively glacial.

That’s why we created several capabilities in Fohlio that not only help you save money but also time.

We know you’re already more than familiar with most of the common cost management methodologies, so we’re going to show you how to make those processes much more efficient.

Set an FF&E Budget — But Know Where You Have Flexibility

When you know where every dollar of your budget is going to be spent, it’s much easier to figure out where you can scrimp, and where you can splurge.

What you can do is familiarize yourself with all the ways you can slice and dice your FF&E costs. You can do this with filters.

Every single product you specify has several different data points by which they can be categorized. You have your areas, of course. And then you can also segregate them according to CSI divisions, suppliers, and more.

Click “play” to see how to filter according to CSI division.

Use different combinations of filters to answer questions regarding costs. For example: What’s the cost of FF&E for a king room? Does it make sense to splurge on a nice lounge chair in order to increase value and guest satisfaction? 

room total | Fohlio | 5 Ways to Manage FF&E Specification and Procurement Costs (Plus, an FFE Template That Will Save You Time)
Use folders and subfolders to see the total FF&E specification cost of a type of room.

What’s the cost for all the throw pillows you’ll be ordering from Vendor A? Can you leverage this to get a discount?

FF&E materials total cost | Fohlio | 5 Ways to Manage FF&E Specification and Procurement Costs (Plus, an FFE Template That Will Save You Time)
Filter your FF&E products by CSI division and supplier to get the total.
5 Ways to Manage FF&E Specification and Procurement Costs (Plus, an FFE Template That Will Save You Time) | Fohlio

FF&E Procurement: Make Bidding More Bearable

The genius of the free market is how well it lends itself to competition. And isn’t the process of bidding out products and services a beautiful thing?

In theory, sure.

Thing is, bidding is a notoriously scattered process. Corralling all the price points, discount schemes, and payment terms takes days. Comparing them … makes no sense. Is this the price per piece? What’s this giant number at the bottom of the document? Does that include shipping and discounts?

5 Ways to Manage FF&E Specification and Procurement Costs (Plus, an FFE Template That Will Save You Time)

What do you do? You enforce standards. Use a bidding platform that will compel your vendors to input the same information in the same places.

Request quotes | Fohlio | 5 Ways to Manage FF&E Specification and Procurement Costs (Plus, an FFE Template That Will Save You Time)
Send RFQs (request for quotes) from suppliers straight from your dashboard. After, you can compare all your quotes side by side as well.

This way, you’re not wasting time while trying to save a few bucks here and there.

Generate Differentiation Documents — And Not From Scratch

After the bidding process comes the part where you keep track of which supplier is taking care of which product/s. Using a differentiation document ensures that no items are either left off or being supplied by two firms at once.

You can easily create reports with this information using the data you already have.

First, make sure that each separate item is assigned a unique tag. This can be their model number, stock keeping unit, or a reference number internal to your firm. The same faucet in three different finishes should be treated as three separate items.

Next, you need to create two separate documents: a list of all your products that shows which suppliers are handling them, and a list of your suppliers that shows which products they’re handling.

Differentiation Documents List of Materials | Fohlio | 5 Ways to Manage FF&E Specification and Procurement Costs (Plus, an FFE Template That Will Save You Time)
Make a list of materials showing which suppliers are handling them …
FF&E specification supplier list | Fohlio | 5 Ways to Manage FF&E Specification and Procurement Costs (Plus, an FFE Template That Will Save You Time)
… and a list of materials divided by which suppliers are handling them, which you can cross-check against.

These are your basic differentiation documents, but you can also arrange data in ways that suit your specific needs.

The Template is Your Best Friend

If you want to break a future interior designer’s spirit, let them in on a little secret: A huge chunk of the process is actually made up of tedious and repetitive, but nonetheless necessary tasks.

The good news is that it doesn’t have to be nearly as awful as all that.

Templates are a powerful tool for saving yourself hours upon hours of mind-numbing and error-prone work. Here are a couple of ways to incorporate them in the FF&E specification process:

1. Room templates – Hospitality projects mean designing several different rooms. However, it’s important to remember that no matter what type, each room will start with several of the same basics: a bed, flooring, a desk, seating, lighting, a shower head, a faucet, etc.

Put together your basic punch list — and from there, create a duplicate and make variations as necessary.

5 Ways to Manage FF&E Specification and Procurement Costs (Plus, an FFE Template That Will Save You Time) | Fohlio

2. Workflow templates – Having all your data in one place is one half of the efficiency equation: It helps you get overall visibility into the different operations that affect yours.

The other half? That’s the ability to have everyone effectively utilize that data.

The problem with having lots of information is that it’s too easy to have too much. It’s hard to focus — and because of that, you end up taking longer than you should on whatever you’re working on. Which, of course, defeats the purpose of having all your data in one place.

Create separate workflow templates that help you (or your teammates) focus on different types of work.

For example, a spec writing template will need columns for images, descriptions, spec types, and dimensions. 

FF&E Specification writing template | Fohlio | 5 Ways to Manage FF&E Specification and Procurement Costs (Plus, an FFE Template That Will Save You Time)
All your FFE data is in one place, but it’s more easily manageable with workflow templates. Think of them as different “views” for the same dataset.

On the other hand, a procurement template will need columns for pricing, suppliers, expected delivery dates, and more.

FF&E procurement template | Fohlio | 5 Ways to Manage FF&E Specification and Procurement Costs (Plus, an FFE Template That Will Save You Time)
Workflow templates (or “filters” or “views”) help make collaboration seamless.

Create Model Rooms

There’s nothing quite like seeing actual products in action. Besides, it’s extremely satisfying and motivating seeing your design come to life without having to wait for several months. 

Set up a model room for each type of room your hospitality project is offering and invite suppliers to send one-off samples. Do keep in mind that the cost for this has nothing to do with what you’re actually going to spend.

Seeing the products in a full scale setting helps you weigh their merits versus their production run cost in a more substantial manner. You might think that Desk A looks nicer than Desk B, and therefore worth the higher price. Or you might think that Desk B is more than adequate and a good value to boot.

Fohlio helps you specify, procure, and manage FF&E materials data much faster and more efficiently than ever before. Get your free trial today — so you can design and build more profitable projects.

5 Ways to Manage FF&E Specification and Procurement Costs (Plus, an FFE Template That Will Save You Time) | Fohlio
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