This section provides clear definitions of common workplace technology related terms.
Whether you’re new to workplace management or looking to refresh your knowledge, check out our list of terms and definitions below!
Activity Based Working (ABW)
Activity-Based Working (ABW) is a flexible work style strategy that provides employees with various workspaces tailored to different activities, such as collaborative areas, quiet zones for focused tasks, and informal meeting spaces, enhancing productivity and employee satisfaction by allowing them to choose the best environment for their specific tasks.
Ad Hoc Meeting
An ad hoc meeting is an impromptu or unscheduled gathering to address urgent or immediate issues. These meetings are organized on an as-needed basis to discuss specific problems, make quick decisions, or respond to emerging situations.
Agile Pods
Agile Pods are small, cross-functional teams composed of members with diverse skill sets who collaborate on specific projects or tasks, utilizing Agile methodologies to promote iterative progress, continuous feedback, and rapid adaptation to changes, fostering an environment of innovation and flexibility.
Agile Work
Agile Work is a work philosophy that emphasizes flexibility, efficiency, and adaptability by enabling employees to decide how, when, and where they work to maximize productivity and job satisfaction. It leverages technology and innovative practices to create a dynamic work environment.
Assigned Workspace
An assigned workspace is a designated area or desk allocated to a specific employee, making sure that they have a consistent and personalized place to perform their work tasks. This setup contrasts with hot-desking or flexible seating arrangements, providing stability and a sense of ownership to the employee.
Audio Visual Equipment (AV)
An acronym commonly used to refer to ‘audio/visual’ technology, AV technology is typically used in offices for video and phone conferencing, sound systems, and displays throughout the workplace.
Auto Release
Auto release is a feature in room booking systems that automatically frees up a reserved space if the intended user does not check in within a specified time frame, making the room available for others to book. This helps optimize room usage and prevents wasted resources due to no-shows.
Booking Grid
A booking grid is a visual layout used in scheduling systems that displays available and reserved time slots for rooms or resources, allowing users to quickly view and manage reservations. It typically presents information in a tabular format, organized by time and date.
Booth Space
A booth space is a small, enclosed area within an office designed for focused work, private calls, or small meetings, offering a quiet environment away from the main workspace. These spaces are often soundproof and equipped with necessary technology for individual or small group use.
Desk benching is an office layout strategy where desks are arranged in long rows or clusters to promote open communication and collaboration among employees.
Desk Booking
Facilities Management
Facilities management involves the coordination and maintenance of an organization’s physical workspace, including buildings, infrastructure, and equipment, to provide a safe, efficient, and functional environment. This role includes a wide range of services, from building maintenance and cleaning to space planning and energy management.
Flex Space
Flex space is an office area that can be easily reconfigured and adapted to different uses, providing flexibility to accommodate changing needs and work styles.
Flexible Seating
Flexible seating is an arrangement where employees do not have assigned desks but can choose from various available workspaces, promoting flexibility and efficient space utilization.
Ghost Meeting
A ghost meeting, or no-show meeting, is a scheduled meeting that fails to occur because attendees do not show up, often leading to wasted room reservations and reduced productivity. These can be minimized with check-in systems that release the room if not confirmed by the attendees.
Home Worker
A home worker is an employee who performs their job duties from home rather than commuting to a traditional office environment, often utilizing digital communication and collaboration tools. This arrangement can increase flexibility and work-life balance.
Hoteling, or hotel desking, is a workspace management practice where employees reserve desks or workspaces in advance for temporary use, similar to booking a hotel room. This system supports flexible work arrangements and efficient use of office space.
A hybrid team consists of employees who work in different locations, some working remotely while others work from the office, leveraging digital tools to collaborate and communicate effectively. This team structure offers flexibility and can improve productivity and work-life balance.
Hybrid Work
Hybrid work is a flexible working model that allows employees to split their time between working remotely and in a physical office, combining the benefits of both environments. This model supports greater work-life balance and can improve employee satisfaction.
Hybrid Workplace
Indoor Wayfinding
Indoor wayfinding involves using maps, signage, and digital tools to help people navigate and find their way within large indoor environments, such as office buildings or campuses. This technology helps improve user experience and operational efficiency.
Integrated Workplace Management System (IWMS)
An Integrated Workplace Management System (IWMS) is a comprehensive software platform that helps organizations manage and optimize their workplace resources, including real estate, facilities, maintenance, and space management. It integrates various functions to improve efficiency and decision-making.
Interactive Floor Plan
An interactive floor plan is a digital representation of an office layout that allows users to interact with and navigate the space, often providing details about workstations, meeting rooms, and amenities. This tool aids in space planning and visitor orientation.
Interactive Office Map
An interactive office map is a digital tool that provides a detailed layout of an office, allowing employees and visitors to navigate the workspace, locate amenities, and find specific rooms or desks. This map improves workplace efficiency and user experience.
Internet of Things (IoT)
Internet of Things (IoT) is a network of interconnected devices that communicate and share data to automate and optimize various processes within a workplace, thereby improving efficiency and productivity.
Meeting Room Booking
Meeting room booking is the process of reserving a conference room or meeting space in advance to guarantee availability for scheduled meetings or events.
Meeting Room Booking Software
Meeting room booking software is a digital tool that allows users to reserve meeting rooms, check availability, and manage room schedules efficiently.
Meeting Room Design
Meeting room design involves creating functional and aesthetically pleasing spaces equipped with the necessary technology and furniture to facilitate effective meetings and collaboration.
Meeting Room Display
A meeting room display is a digital screen located outside a meeting room that shows the room’s schedule, current availability, and upcoming reservations.
Meeting Room Scheduler
A meeting room scheduler is a digital screen that provides real-time information on the availability and schedule of a specific meeting room, helping to prevent booking conflicts.
Meeting Room Scheduling Software
Meeting room scheduling software is a platform that helps manage and coordinate the booking and use of meeting rooms, ensuring efficient utilization of space and resources.
Meeting Room Utilization
Meeting room utilization is the process of measuring and analyzing how often and how effectively meeting rooms are used within an organization.
Meeting Spaces
Meeting spaces are designated areas within an office designed for group discussions, brainstorming sessions, and formal meetings, often equipped with the necessary technology for collaboration.
Mobile Workforce
A mobile workforce consists of employees who work from various locations outside the traditional office setting, often using mobile devices and remote access tools to perform their job duties.
Modern Workplace
A modern workplace uses advanced technology, flexible work arrangements, and contemporary office designs to create an efficient, adaptable, and employee-friendly environment.
Multi-tenancy Booking
Multi-tenancy booking is a system where multiple organizations or tenants can reserve and use shared resources, such as meeting rooms, within a single facility.
No-show Meeting
A no-show meeting is a scheduled meeting where the expected attendees do not show up, leading to wasted room reservations and potential scheduling conflicts.
Office Branding
Office branding is the use of design elements, colors, logos, and other visual cues to create a distinctive identity for a workplace, enhancing the overall aesthetic and reinforcing the company’s culture and values.
Office Hoteling
Office hoteling is a workspace management practice where employees reserve desks or workspaces in advance for temporary use, promoting flexibility and efficient use of office space.
Office Map
An office map is a visual representation of the layout of an office, showing the locations of workstations, meeting rooms, amenities, and other key areas to assist with navigation and space planning.
Office Space Planning
Office space planning is the process of organizing and arranging office layouts to optimize the use of space, improve workflow, and create a productive work environment.
Office Space Utilization Metrics
Office Space Utilization Metrics are data and analytics used to measure how effectively office space is being used, helping organizations optimize space planning and reduce costs.
Personal Spaces
Personal spaces are designated areas within an office where employees can work individually, relax, or take private calls, providing a sense of privacy and comfort.
Power over Ethernet (PoE+)
Power over Ethernet (PoE+) is a technology that allows Ethernet cables to carry electrical power, enabling devices like phones, cameras, and access points to receive power and data through a single cable.
Quiet Zone
A quiet zone is an area within an office designed to minimize noise and distractions, providing employees with a space for focused work and concentration.
Recurring Meeting
A recurring meeting is a meeting that occurs on a regular schedule, such as daily, weekly, or monthly, and is typically set up with a repeating calendar invitation.
Remote Device Management
Remote device management is the practice of monitoring and controlling electronic devices from a distance, typically using software tools to manage updates, troubleshoot issues, and maintain security.
Remote Worker
A remote worker is an employee who performs their job duties from a location outside the traditional office, often from home or another remote location, using digital communication tools.
Room Booking Software
Room booking software is a digital tool that facilitates the reservation and management of meeting rooms, providing features like availability checking, scheduling, and conflict resolution.
Room Check-in & Auto Release
Room check-in & auto release is a feature in room booking systems where users must confirm their reservation upon arrival, and if not checked in, the room is automatically freed up for others to book.
Room Display
A room display is a digital screen located outside or inside a meeting room that shows the room’s schedule, current status, and upcoming reservations.
Room Scheduler
A room scheduler is a device that manages the booking and scheduling of meeting rooms to promote efficient use of space and resources.
Room Scheduling Software
Room scheduling software is a platform that helps coordinate and manage the booking of meeting rooms, providing tools for reservations, availability tracking, and preventing scheduling conflicts.
Room Utilization
Room utilization refers to the measurement of how often and how efficiently meeting rooms are used, helping organizations optimize space planning and resource allocation.
Schedule Displays
Schedule displays are digital screens that show real-time information about room availability, upcoming meetings, and other scheduled events, improving transparency and efficiency in room management.
Shared Working Spaces
Shared working spaces are office areas designed for use by multiple employees or teams, often providing a collaborative environment with flexible seating arrangements.
Smart Office
A smart office is an office equipped with advanced technology and IoT devices that improve productivity, efficiency, and comfort through automation and data-driven insights.
Space Management
Space management is the strategic planning and utilization of office space to optimize the work environment, improve efficiency, and support organizational goals.
Space Management Software
Space management software is a digital tool that helps organizations plan, manage, and optimize their office space, providing features like floor planning, resource allocation, and utilization analytics.
Space Optimization
Space optimization is the strategic arrangement and management of office space to maximize efficiency and productivity, ensuring that every area is utilized effectively.
Space Utilization
Space utilization is the measurement and analysis of how office space is used, helping organizations to understand and improve the efficiency of their workspace.
Status Board
A status board is a digital display that shows real-time information about meeting room availability, schedules, or other relevant updates, helping employees stay informed.
Unassigned Seating
Unassigned seating is a flexible office arrangement where employees do not have fixed desks but choose from available workspaces on a first-come, first-served basis each day.
Wayfinding Kiosk
A wayfinding kiosk is an interactive digital terminal that provides navigation assistance and information about the layout of a building or campus, helping users find their way.
Wayfinding Signage
Wayfinding signage consists of signs and symbols designed to guide people through a physical environment, improving navigation and the overall user experience in large or complex spaces.
Workplace Analytics
Workplace analytics involves collecting and analyzing data related to how employees use office space and resources, providing insights that can inform better workplace design and management.
Workplace Branding
Workplace branding is the process of using design elements, such as colors, logos, and decor, to create a distinctive identity for an office, reinforcing the company’s culture and values.
Workplace Design
Workplace design is the planning and creation of office layouts and environments that enhance productivity, collaboration, and employee well-being.
Workplace Experience
Workplace experience is the overall quality of an employee’s interaction with their work environment, including physical space, technology, and organizational culture.
Workplace Flexibility
Workplace flexibility is the ability for employees to choose how, when, and where they work, often supported by policies and technologies that facilitate remote and flexible working arrangements.
Workplace Insights
Workplace insights are data-driven understandings and observations about how employees interact with their work environment, used to improve office design and management practices.
Workplace Map
A workplace map is a visual representation of an office layout, showing the locations of desks, meeting rooms, amenities, and other key areas to aid navigation and planning.
Workspace Analytics
Workspace analytics is the collection and analysis of data related to the use and efficiency of office spaces, helping organizations optimize their work environments.
Workspace Heatmaps
Workspace heatmaps are visual tools that display data on how different areas of an office are used, often highlighting high-traffic zones and underutilized spaces.
Workspace Management
Workspace management is the strategic planning and organization of office spaces to improve efficiency, productivity, and employee satisfaction.
Workspace Planning
Workspace planning is the design and arrangement of office layouts to support organizational goals, optimize space utilization, and create a productive work environment.
WorkTech
WorkTech refers to technology solutions and tools designed to enhance the workplace, including software for space management, collaboration, and productivity.
