ephany/blog

Tag: Design Standards

Common Issues with Retail FF&E and How to Mitigate Them – Part One
Building out physical retail stores is a high-stakes game—one where a single misstep can cost thousands (or even millions). Have you ever had a store opening delayed because the wrong fixtures arrived? Or watched in horror as a brand-new display case was installed upside down? You’re not alone. Mistakes in procurement, installation, and project management can quickly turn a well-planned rollout into a financial nightmare. The good news? These costly issues are avoidable.

In this article, we’ll break down the biggest money pits in retail construction—inefficient procurement, supply chain mishaps, installation blunders, and budget overruns—and, more importantly, how to prevent them. Read on to find out how better planning, smart project management, and a little foresight can keep your FF&E costs under control and your store openings on schedule.

1. Inefficient Procurement Processes

Disorganized or ad-hoc procurement of FF&E can lead to higher prices, inconsistent quality, and delays. Lack of centralized purchasing and poor vendor management mean retailers miss out on bulk discounts and reliable delivery schedules.

Centralized procurement can improve efficiency by up to 30% in multi-location operations, and long-term vendor partnerships can cut costs by ~20% through negotiated pricing (source).

Retailers without these strategies often face overbudget spending and late deliveries. For example, not standardizing FF&E specs or consolidating orders across stores can result in variability in pricing and quality, as well as rush orders that incur premium shipping fees.

Reduce Procurement Inefficiencies in Three Ways
- Standardize FF&E for designs across projects (ensures consistency and bulk leverage).
- Centralize procurement and negotiate volume deals with vetted vendors (captures economies of scale and better terms).
- Leverage technology for procurement – e.g. ERP or procurement platforms – to track orders and budgets. Digital procurement tools have been shown to reduce costs by ~10% while improving transparency (source).
Ephany streamlines the way your team manages FF&E procurement by giving you complete visibility into assets, their components, and sourcing details—all in one place. Instead of scrambling to track fixture parts, distributor options, pricing variations, and shifting lead times across spreadsheets, Ephany centralizes this data, ensuring your team always has accurate and up-to-date information. With the ability to generate a detailed bill of materials (BOM) in just a few clicks, you get a clear, real-time picture of costs and availability, helping you make informed decisions, prevent budget overruns, and keep projects on schedule.

Creating a bill of materials (BOM) based on assets from in a Revit model in Ephany.

2. Installation Errors

Poor workmanship or rushed installation of fixtures and equipment can trigger costly rework and repairs. Mistakes like misaligned shelving, improper electrical hookup of equipment, or installing items in the wrong sequence can damage assets and require do-overs.

Studies show that construction rework (i.e., redoing work due to errors or changes) typically eats up about 5–9% of a project’s cost (source). In the U.S. alone, rework accounted for an estimated $65 billion (5% of total construction spending) in 2020 (source).

Best Practices to Avoid Installation Errors and Rework

Clear, accessible documentation is essential for ensuring FF&E installations are done right the first time. Without the right specifications and guidelines, contractors risk costly mistakes, delays, and rework. Investing in document control not only streamlines installation but also helps maintain consistency across multiple locations.

Ephany makes this effortless by providing a centralized hub for all FF&E documentation. Teams can store and organize PDFs, CAD files (DWG), and BIM models—including Revit families—directly within the asset catalog. This ensures that contractors and project teams always have the latest, most accurate information at their fingertips, reducing errors and keeping installations on track. No more hunting through emails or outdated files—just seamless access to the data you need, exactly when you need it.

Managing supporting documentation for FF&E (assets) in Ephany.

3. Supply Chain Disruptions

Global supply chain issues can wreak havoc on retail construction projects. Volatile material costs and long lead times for FF&E have been a major driver of cost overruns and delays in recent years. For example, construction input costs surged ~17% in 2022 (far above general inflation), with core materials like steel up 124% and lumber up 61% since 2020 (source).

One national retailer saw its average per-store buildout cost jump from $400–500k to $700k due to these rising prices. Such increases at 40–75% per store forced that company to pause expansion to redesign for cheaper materials – an illustration of how supply-chain-driven cost spikes directly hit the bottom line.

Beyond cost, delayed shipments of critical FF&E can postpone store openings (leading to lost sales opportunities).

In a 2022 industry survey, up to 25% of material deliveries to construction sites were late or incomplete, underscoring the unpredictability of supply chains (source).

For retailers, a delay into the next quarter or missing the holiday season can be devastating, since the holiday period can account for a majority of annual sales for some brands (source). In short, supply chain disruptions often translate to schedule overruns (projects delivered late) and necessitate expensive workarounds or last-minute substitutions.

Mitigation Strategies for Supply Chain Disruptions

Relying on a single supplier can be a major risk—delays, price fluctuations, or inventory shortages can throw an entire project off schedule. Diversifying vendors and having backup options for critical fixtures helps retailers stay agile when supply chain disruptions arise. Real-time tracking of lead times and proactive coordination with suppliers can prevent last-minute surprises and costly delays.

Ephany makes supplier management seamless by allowing teams to compare multiple distributors for the same asset, ensuring lead times and pricing align with project requirements. For even greater accuracy, suppliers can be invited to collaborate within Ephany, updating lead times and availability directly. This keeps procurement teams working with the most up-to-date information, reducing delays and keeping projects on track—without the back-and-forth of endless emails and phone calls.

Conclusion: Keeping Track of FF&E Properly Helps Ensure a Successful Store Launch

Inefficient procurement, installation errors, and supply chain disruptions can quickly turn a well-planned retail build-out into a costly, time-consuming challenge. But with the right strategies—centralized procurement, quality-focused installation, and proactive supply chain management—retailers can stay ahead of these risks and keep projects on track.

Ephany makes this even easier by giving your team the tools to manage every aspect of FF&E with clarity and control. From tracking assets and suppliers to streamlining approvals and ensuring real-time access to critical documents, Ephany helps retailers simplify the complexities of multi-site projects—so stores open on time, on budget, and exactly as planned.

However, these aren’t the only pitfalls that can derail a retail construction project. In the next section, we’ll dive into even more budget-draining problems—cost overruns, poor project management, and damages & rework—and explore how to prevent them before they take a toll on your bottom line. Stay tuned!
March 13, 2025
McDonaldization and Construction: How Owner-Furnished Items Unlock Scalability

This morning, I saw a great question pop up on LinkedIn from KP Reddy:

It’s a thought-provoking question which reminded me of the concept of McDonaldization, a term coined by sociologist George Ritzer. This is something that I learned about in high school and it has stuck with me ever since. It describes how industries optimize for efficiency, predictability, uniformity, and control, just like McDonald’s perfected its assembly line for fast food. But this principle doesn’t just apply to burgers, it’s the secret behind how companies like Target, Walmart, and Wegmans scale their physical spaces to thousands of locations across the country.

In the world of construction and procurement, the best way to achieve this level of standardization and efficiency is through Owner-Furnished, Contractor-Installed (OFCI) items. By giving owners full control over critical assets, businesses can reduce costs, streamline procurement, and ensure consistency across every project. But what happens when projects don’t follow this approach? Chaos. Imagine if every McDonald’s location let designers pick their own furniture and kitchen equipment—it would be a logistical nightmare.

Let’s break it down.

1. Standardization & Compliance: The Secret Sauce

Just like a Big Mac tastes the same in Manila as it does in Los Angeles, physical spaces need to maintain design consistency across locations. OFCI ensures that furniture, fixtures, and equipment (FF&E) align with brand standards, regulatory requirements, and operational needs. When design teams specify their own products per project, it creates inconsistencies that make future maintenance and renovations a mess.

Imagine if McDonald’s let every franchise and/or their respective architects choose its own kitchen layout… One store might have deep fryers in the front, another in the back, and none of them would operate the same way. The same principle applies to retail spaces: consistency reduces friction and ensures every location meets the same quality standards.

In addition, each restaurant would spend countless hours selecting the kitchen equipment. This may seem like a simple trip to the appliance store, but if you’ve ever designed a commercial kitchen, you know how much work actually goes into it.

By centralizing asset decisions, owners create a repeatable, scalable playbook that maintains brand integrity and speeds up approvals.

2. Cost Savings: Cutting Out the Middleman (and the Extra Costs)

McDonald’s can sell a burger for a few bucks because it buys ingredients in bulk, cutting out inefficiencies. The same logic applies to OFCI procurement. When owners take control of purchasing, they reduce contractor markups, minimize unnecessary customization, and leverage bulk pricing across multiple locations.

A study on public works projects found that direct procurement reduces costs by up to 10% by cutting out middlemen and supplier markups (source). Now, scale that savings across hundreds or thousands of locations, and the numbers become impossible to ignore.

If every McDonald’s location sourced its own potatoes from different vendors instead of McDonald’s corporate handling it, costs would skyrocket, quality would suffer, and supply chain delays would become unavoidable. The same thing happens in retail construction when every project team sources assets independently. OFCI eliminates this waste and creates massive savings.

3. Scalability: The Assembly Line of Construction

McDonaldization isn’t just about saving money, it’s about scaling efficiently. McDonald’s doesn’t reinvent its kitchen setup for every new location; it follows a precise, repeatable formula that makes expansion fast and cost-effective. That’s exactly what OFCI does for commercial spaces.

When procurement is centralized, scaling new locations becomes a copy-paste operation instead of an unpredictable mess. Construction teams get exactly what they need, procurement timelines shrink, and store openings happen on schedule.

Compare that to a world where every project selects different assets and suppliers… It’s slow, expensive, and full of unnecessary delays. According to industry research, 80% to 90% of construction projects experience budget overruns or delays, often due to procurement inefficiencies (source). With OFCI, businesses cut through the complexity and keep projects moving.

Final Takeaway: The McDonald’s Model Works for Repeatable Design Too

The same principles that allow McDonald’s to serve billions of customers apply to construction and asset management. Standardization, cost control, and scalability create repeatable, efficient processes that drive success.

When businesses embrace OFCI, they take control of procurement, eliminate inefficiencies, and create a playbook for expansion; just like McDonald’s did for fast food. Whether you’re rolling out a hundred new stores or upgrading existing locations, this model ensures every site meets the same standards, at the lowest cost, and on time.

It’s time to stop treating asset procurement like a custom-built menu and start thinking like McDonald’s. OFCI is the key to scaling smarter.

Ephany provides a central platform to successfully manage OFCI FF&E processes. Ask me how!

March 1, 2025
Asset Identification is Key to Success in Repeatable Design and Construction
Imagine navigating a world where identification numbers didn’t exist. Without bank account numbers, driver’s license numbers, and social security numbers, it would be nearly impossible to look up information about a specific person with 100% certainty that you’re not mixing up people with the same name.

Shouldn’t every piece of furniture, fixture, and equipment (FF&E) in your commercial space require the same standard?

When designing and building commercial spaces, its inevitable that teams will need to cross-reference information between resources, whether it be spreadsheets, databases, construction drawings, or software as it is highly unlikely that all information about anything is stored in one place.

That’s why an identification system is critical for assets — it unlocks the ability to use an ID as a key to reference across all data sources.

Technically, there are two types of asset IDs.

Figure 1 – Illustration of a Type ID (large rectangle) and its relationship to multiple Instance IDs (small squares)

Type ID: Assigned at the program level (not project level) to each type of an FF&E across an entire program. This is useful for design, procurement, and construction processes as it can be assigned to a type of fixture with a specific combination of options.

Instance ID: Assigned at the project level to each instance of an FF&E in any given project. This is useful for facility management and operational processes because it is typically used to track each physical asset’s information such as its location and maintenance history.

For this post, we’ll focus on the Type ID.

Why do we need a type ID?

Yes, it is possible to look up a piece of furniture, fixture, or equipment simply by referring to its manufacturer and model, but sometimes that just isn’t unique enough. Manufacturers will often use a single model name to encompass several variations of an asset’s form, fit, and finish. When this is the case, their customers need to create their own methods to track those variations — this is where a type id applies.

Let’s look at some examples of where manufacturers do not provide a unique model name and would require a design team to come up with their own type ID.

1. Complex fixtures with several accessories leave behind a puzzle to be pieced together.

Sherlock Holmes (2009), Warner Bros. Pictures

Some retail display fixtures have so many optional parts and accessories that manufacturers simply can’t provide an overarching model number for every possible combination.

The image below is an illustration of a Lozier shelving unit. Believe it or not, all of these pieces combined do not have a single model number to tie them all together; only the individual parts have their own part numbers.

Do all of these parts and pieces need to be listed on a set of construction drawings? Let’s hope not. If not, how does the procurement team ensure the correct parts and pieces get shipped to the job site for construction?

A type ID would help tremendously here. For example, if we assigned A-001 as the type ID to this assembly, the design, procurement, and construction teams would know that every instance includes the (2) uprights, (1) back panel, (1) base deck, etc.

2. Same model number, different sizes.

Twins (1988), Universal Pictures

In this example, we see that Hill Phoenix produces an entire line of freezers for physical retail stores under the model name VNRZQA. That’s right, a single model number for five different sizes of a fixture.

Sure, one could find an instance’s size by reviewing drawings or measuring the physical fixture on site, but that is time-consuming, opens up risk for error, and technically blocks automation tools from using VNRZQA as a unique identifier.

This is where a type ID is helpful. Although all five fixtures have the same model name, they could each be assigned a unique type ID like so:
- F-001 : Hill Phoenix: VNRZQA : Freezer – One Door
- F-002 : Hill Phoenix: VNRZQA : Freezer – Two Doors
- F-003 : Hill Phoenix: VNRZQA : Freezer – Three Doors
- F-004 : Hill Phoenix: VNRZQA : Freezer – Four Doors
- F-005 : Hill Phoenix: VNRZQA : Freezer – Five Doors
This removes any guesswork on which specific size of the VNRZQA is used in a particular project as it can be shown in construction drawings or even on labeled on the physical asset in store.

3. Sizes, shapes, and bases… Oh my!

The Wizard of Oz (1939), Metro-Goldwyn-Mayer

Another common example of where manufacturers often do not provide a unique model number is for tables. Manufacturers often provide several options to enable designers to customize the size, shape, and finish of a table, and it would be complicated for the manufacturer to provide a model number for each and every combination.

Below is the spec sheet for the Tier table by NaughtOne. When specifying this table for a project, a designer will immediately find themselves confronted with several options.

Property of NaughtOne

Based on the above options (plus color options not shown), there are over 6,000 possible combinations for the Tier table, and that’s not including the two-tone color options for the bases!

Although not impossible, it would be difficult for design and procurement teams to track even just a few configurations. Imagine trying to identify two different 600mm circular tables on a floor plan when they are different heights or finishes — they look exactly the same in plan view.

A type ID would eliminate the guesswork by identifying a specific combination of options per ID. This ID would be tagged on floor plans as a way to cross reference between the construction drawings and other resources.

I won’t list all 6,000 possible configurations, but here are just a few examples of how this product line could be broken out:
- F-001 : NaughtOne : Tier : Circular – White – 600mm – Black Base
- F-002 : NaughtOne : Tier : Circular – Walnut – 600mm – Black Base
- F-003 : NaughtOne : Tier : Circular – Black – 750mm – Black Base
- F-004 : NaughtOne : Tier : Circular – Black – 900mm – Black Base
- F-005 : NaughtOne : Tier : Square – White – 600mm – Red Base
Just like the Hill Phoenix freezer, the type ID system enables teams to identify a specific configuration of a table.

Ok, I’ve got my type IDs assigned to my assets. What’s the best way to manage them?

Understandably, many organizations will default to spreadsheets as a way to organize their assets. Whether it’s Excel, Smartsheet, Airtable, or other, these solutions do not scale well for asset information management.

At its core, Ephany offers a user-friendly way to organize your entire database of furniture, fixtures, and equipment (FF&E). Finding the exact configuration you need is effortless — Simply search by type ID , manufacturer, model, or any keyword to pinpoint a specific FF&E in seconds.

Let’s look at what the the collection of Tier tables would look like in Ephany.

A list of assets as shown in Ephany.

Finding a specific asset by searching by type ID.

Drilling down into an asset reveals metadata for each asset, making it easy to find key information like dimensions or links to the manufacturer’s website.

Basic asset information as displayed in Ephany.

Here’s where Ephany helps manage asset catalogs which leverage the type ID strategy.

In addition to the typical asset information, any given asset can be broken out into individual components. Using the CF-001 table as an example, we can see that every part that makes it up can be listed with the asset (including quantities) which makes it easy for a team to know exactly what parts make up the specific configuration for this type ID.

Components which make up the assembly of a table in Ephany.

This of course can be rolled up into the project view which calculates the total components in a bill-of-materials (BOM).

Fun fact: Ephany can even track components which come from multiple manufacturers as shown below. This simplifies procurement processes for even the most complex fixture designs.

Components from multiple vendors which make up a single asset in Ephany.

Conclusion: Ephany is next-level asset planning.

In conclusion, Ephany takes the process of managing a catalog of furniture, fixtures, and equipment (FF&E) to the next level by not only enabling teams to track each asset by its type ID, but also by creating relationships to each individual component that make each asset unique. Whether it’s a custom table with multiple finishes or a retail display fixture with specific accessories, Ephany ensures every part is accounted for and tied together seamlessly. This holistic approach keeps your teams aligned, minimizes mistakes, and saves time across projects.

Ready to see it in action?

This is just one way Ephany helps teams with improved their approach to implementing FF&E across repeatable designs. Reach out to schedule a live demo and discover how Ephany can simplify your asset information management processes.
January 17, 2025
Managing FF&E asset data for repeatable designs sounds easy, but it’s not.
Although repeatable design seems like it should simplify the management of furniture, fixtures, and equipment (FF&E), physical retail organizations who roll out a fleet of stores are faced with unique challenges. Surprisingly, some of the largest retail brands in the world are managing those assets in Excel spreadsheets (or other similar format). If that statement resonated with you, the below image probably looks all too familiar.

I know, some of you are proud of the cloud-based spreadsheets that you’ve spent months building, however, even a collaborative cloud-based spreadsheet has its pitfalls. In this two-part blog series, we’ll review those issues and how Ephany helps solve them.

The Challenges of Managing FF&E Asset Data in a Spreadsheet

FF&E asset data should be more than just a list—it should be a centralized, structured system that ensures everyone involved has the information they need. Whether it’s designers deciding which FF&E to use, procurement ordering the right parts, or contractors having access to installation manuals, an asset catalog should keep everyone aligned and on point.

The good news is, Ephany is built to solve these very problems. Below are our top three features that help physical retail organizations build repeatable designs at scale.

1. Find the latest and greatest assets in a catalog, not a spreadsheet.

Designers—whether they’re in-house or external consultants—need clarity on which fixtures, furniture, and equipment are approved for use. Without this clarity, they risk specifying items that don’t align with brand standards or store requirements which can lead to costly revisions.

When designers have easy access to an up-to-date catalog, they can focus on creating engaging store environments while staying aligned with organizational goals. An asset catalog should enable:
- More efficient FF&E selection at the project-level
- Compliance with brand and regulatory standards
- Consistency for customers across all store locations
While a spreadsheet can help with this problem, it introduces its own set of issues. It is more time-consuming to find what you’re looking for, especially when the number of columns gets out of hand (who likes to scroll horizontally anyway?).

Ephany provides a visual, data-rich catalog.

Ephany makes it simple for designers and consultants to stay aligned with approved standards. With an interface that allows for browsing, searching, and filtering, they can quickly find the right fixtures, furniture, and equipment for any project. Each asset’s status—like “pending,” “active,” or “deprecated”—ensures clarity on what’s ready for use, reducing the risk of costly revisions. By streamlining access to pre-approved options, Ephany empowers designers to focus on creativity while staying compliant with brand and operational standards.

Do you hate searching? Kit can find fixtures for you.

Meet Kit, your AI sidekick in Ephany. If you’re short on time or don’t feel like searching through the catalog, Kit can handle it for you. Just describe what you need—like a refrigerated case, a specific color finish, or even an asset ID—and Kit will surface the best match in seconds. With Kit, finding the right asset is no longer a chore—it’s effortless.

2. Find a home for non-textual asset information.

What about the information about an asset that isn’t text or a number that can be saved in a spreadsheet? Design, procurement, construction, and operations teams rely on supplemental asset information to do their jobs effectively such as:
- Product catalog sheets, technical specifications, Revit families, and CAD files for design teams
- Parts and accessories lists for procurement teams
- Installation manuals to guide contractors through the construction process
- Operation and Maintenance (O&M) Manuals for the operations and facility management team
How would you provide these critical files in an Excel spreadsheet? You most likely need to provide a link to a Google Drive or other file repository, which opens up yet another disconnected set of data that needs to be managed.

Ephany enables access to downloadable files directly in the asset catalog.

With all of your FF&E information saved in one simplified platform, repeatable design and construction processes are accelerated by enabling teams to more easily find the right file, whether its a PDF, AutoCAD DWG, Sketchup model, Revit family or other.

3. Procure every nut and bolt, without scheduling them on drawings.

Procurement teams are the linchpin for turning repeatable retail designs into reality. They need accurate, timely information on what to order and when. Without a centralized asset catalog which includes component-level items (i.e., parts and pieces that aren’t on construction drawings), teams often rely on outdated spreadsheets or scattered communication, leading to delays and errors.

For procurement workflows, a well-defined asset catalog should include:
- Parts and pieces that are not tracked in construction drawings
- A list of distributors and their individual pricing
- Insights into lead times, ensuring orders are placed proactively aligned to project schedules
This is where managing FF&E asset data in a spreadsheet often fails. While I have seen many advanced Excel spreadsheets with advanced formulas and lookup tables, they still run the risk of duplicative and outdated data in multiple sheets and are difficult to manage in general.

If your organization solves this problem by scheduling component-level parts on construction drawings, you may have already realized that method can quickly get out of hand. Not only do your schedules get unwieldy, they would also then rely on architects to update outdated information. A costly solution!

Ephany provides procurement information that isn’t (or shouldn’t be) shown on construction drawings.

In the example above, this sunglass fixture is actually comprised of four different components, most of which are provided by different manufacturers. By integrating this component-level information into the asset catalog on Ephany, procurement teams have visibility on what to order and from who.

Furthermore, at the project-level, Ephany can calculate the total components per project and create a bill-of-materials (BOM), but more on that to come in the next post!

Stay tuned for part two of this blog series.

Stay tuned for part two of this blog series for more pitfalls of managing FF&E asset data in spreadsheets and how Ephany can help you break free.
January 13, 2025