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Accommodation strategy

the document that describes a company’s business projections and translates them into property needs.

Acoustic engineer

someone qualified to deal with sound, including insulation and noise levels.

Acquisition

buying, or taking on the lease of a property.

Adjacency Map

A visual representation of how each organisational team links together.

Agent

a vague term for someone connected with buying, selling or letting property (a more specific title should usually be used such as commercial agent, letting agent, acquisition, agent or selling agent).

Air-conditioning

a system that can heat, cool, ventilate, clean and control the humidity of the air in a building.

Agile Worker

a term that describes a worker that has the freedom to choose from a selection of work settings or locations.

Alienation

the ability to assign or sub-let.

Architect

someone qualified in all aspects of building design and construction (must be registered by the Architects Registration Board – ARB to use the title Architect.

Asking rent

the rent set at the beginning of a negotiation.

Assignment of lease

the transfer of all your obligations and rights previously held under an existing lease to a new tenant.

Atrium

a large, glazed area in an office building designed to let light into the lower floors (small ones formerly known as light wells!).

Attendance

provision of backup such as scaffolding or temporary access to tradesmen.

Attenuation

sound reduction.

Audio-visual consultant

a person qualified to design television, sound, film and electronic presentation equipment.

AutoCAD

the most common form of software used to produce co-ordinated technical drawings.

Bespoke offices

ones that are built for a particular occupier.

Blocking & stacking diagram

a plan illustration showing how departments would be distributed within the building.

Booking system

process of allocating workstations or rooms to individuals.

Break clause or break option

part of a lease, which allows you or your landlord to give up your property at an agreed time before its end date.

Brief

the document that describes your requirements with regard to your business needs now and in the future.

Budget

an initial statement of the total cost you have agreed for a project.

Builders’ work

general work not specific to any particular trade package.

Building management system

a computer system that controls heating, cooling, lighting and power to maximise energy efficiency.

Building survey

a report that covers all aspects included in the remit of a building surveyor.

Building Surveyor

responsible for assessing the general condition of a building.

Bus bar

a continuous electrical conductor that allows connection to it at any point.

CAD model

a computer-generated three dimensional image of a building, room or other feature.

CAD

computer aided design.

Capital Allowances

certain elements of a fit-out or refurbishment that are tax allowable if proved necessary for the running of a business.

Carrier

a telephone company that provides phone lines.

CAT A

the standard to which a landlord provides a letable space prior to fit out.

CAT B

element a tenant would install.

Catering offices

a person expert in kitchen equipment design.

Cellular offices

separate rooms for individuals or small groups of individuals.

Certificate of practical completion

a written statement confirming the date on which the contractor completed the work to the stage of practical completion.

Chartered surveyor

a member of the Royal Institution of Chartered Surveyors. (e.g. Commercial agents; building surveyors; and quantity surveyors.)

Churn

change in the office.

Circulation space

the area in a building used as corridors, staircases, etc.

Clear desk policy

the requirement to return all personal items to storage at the end of a period of use of a workstation.

Collateral warranty

a contract that is tied to another, to extend some or all of the benefits of the original contract to a third party.

Comfort cooling

a system that can cool the air in a building.

Commercial agent

a professional who is qualified to deal with issues such as acquisitions, disposals, leases, rates and valuations.

Commissioning

the process of adjusting and preparing the systems in a building for use � especially air-conditioning.

Common areas or common parts

areas in a building such as stairs, lifts and corridors that are shared with other tenants.

Communications consultant

a person expert in dealing with employees’ concerns over office reorganisation.

Concept design

the essence of a design, showing the direction and flavour, without detail.

Construction (Design and Management) Regulations 1994 (CDM)

the legislation aimed at improving the overall management and co-ordination of heath, safety and welfare throughout all stages of a construction project. (Source HSE)

Construction lawyer

a qualified professional with expertise in construction law, such as collateral warranties, contracts, development and fit-out projects and appointment of the professional team.

Contamination

the pollution of ground or a building. Usually caused by a previous use such as gas production or storage of chemicals.

Contingency

a sum of money included in a budget that is set aside for unforeseen circumstances. The monies can only be spent with the approval of the client.

Contract administrator

the same as a supervising officer.

Core

a vertical element in a building containing lifts, stairs, ducts or risers.

Cost breakdown

a written document detailing the costs of the project.

Cost plan

A written statement detailing the projected cost of a project.

D&B

Design and build.

Damper

A mechanical device for closing or regulating the flow in a duct.

Defect

a fault or problem.

Defects liability Period

the period after Practical completion when the contractor is required to put right and defects that may appear.

Demountability

the ability to be dismantled and re-erected easily eg partitions.

Design & Manage

similar to Management Contracting – the early appointment of a contractor, who will sub-contract work and be responsible for the performance of the design team and sub-contractors.

Design and build company

A firm that specialises in design and construction of all building types.

Design and fitting-out specialist

a firm that specialises in the design and construction of office interiors in new or existing buildings but does not construct buildings.

Detailed design

the development of the concept design to a stage from which construction can begin for all or part of the project.

Developer

a company whose business is providing buildings for investment or for selling to investors.

Developers’ specification (developers’ spec)

a basic finished office environment of the kind offered in speculative offices.

Disaster recovery

the ability to continue working in the event of a major disruption of office systems caused by bombing or natural disaster.

Disposal

the act of vacating your existing premises and transferring the responsibility for them to another party.

Dry riser

a vertical pipe onto which fire hoses can be connected, which is empty when not in use.

Duct

a space within a building set-aside for services. May be vertical or horizontal.

Electrical layout

a plan showing the position of sockets, lights etc.

Element

a particular category of building work such as plastering, furniture or flooring.

Elemental breakdown

a written document detailing the costs of the project, divided into elements.

Employer

Another term for client.

Ergonomist

a specialist on EU regulations regarding adequate working condition – a major Health & Safety issue.

Facilities manager

a person who is responsible for the management of office equipment and buildings.

Facilities

office equipment and buildings.

False floor

a floor, which is not part of the structure of the building, such as a timber floor, or a raised floor.

Fan-coil

a unit with a fan and radiator for heating or cooling air.

Feasibility study

a design and costing exercise to check whether a scheme would be appropriate for further development and implementation.

Final certificate

a certificate stating the date on which all defects were cleared at the end of the Defects Liability Period. This will trigger the balancing of payments at the end of the contract.

Finishes schedule

a written document detailing all the colours and materials to be used in the interior design.

Fire-fighters lift

a lift which is designed specifically to transport firefighters and which will operate independently of the main passenger lifts.

Fitting-out contractor

company specialising in the construction of office interiors in new or second hand buildings.

Flexible Working

the freeing-up of work to allow it to be done in more than one location.

Floor box

a terminal in the floor with sockets for power, data and telephone connections.

Form of contract

the legal arrangement under which you choose to acquire the services of the essential team and that records the rights and obligations agreed between the parties.

F.R.I. lease (Full Repairing and Insuring)

one where the tenant has full responsibility for the upkeep and value of the building he leases.

Furniture specialist

a company providing desks, chairs, screens and storage equipment for the office.

Goods lift

a heavy-duty lift for transporting equipment and supplies.

Grommet

a small hole in a desk top or raised access floor that allows cables to pass through.

Handover

the process of returning the completed project back to the client at the end of a building contract. This is not always the same as practical completion.

Head lease

the original lease directly between the landlord and tenant. (The tenant may not necessarily be current occupier if the building has been sub-let or if the lease has been assigned).

Heads of Terms

the most important points that will be agreed when a lease is drawn up.

Health and Safety Executive (HSE)

the body that publishes and gives guidance on the Construction (Design and Management) Regulations 1994 (CDM).

Home working

working from home.

Hot desking

the use of a workstation by more than one person at different times.

Hoteling

a system which controls access to workstations and meeting rooms, allowing booking and servicing to order, like an hotel.

Hub

common term for a cafe or other area for impromptu meetings.

Humidity

the amount of water vapour carried in the air.

Interior designer

an expert in the selection and design of materials and finishes for the inside of a building.

Ironmongery

door handle, hinges, locks, hooks and other architectural hardware.

IT consultant

a specialist in the design installation and management of voice and data systems.

Joint Contracts Tribunal

an industry body that publishes suggested forms of building contracts often called JCT.

Knowledge Centre

library.

Landlord and Tenant Act 1954 (the ’54 Act)

the current legislation that governs the rights of landlords and tenants.

Landlord

the owner of a building or someone who leases a building to a tenant.

Land Registry

the government agency that records who owns, and in some cases leases, buildings and land.

Landscape consultant

a person qualified in the design of gardens and terraces outside the office.

Layout plan

a plan which shows an overall picture of a floor rather than detail of one specific area.

Lease

a legal agreement between landlord and tenant, for a fixed time, that allows the tenant to occupy a building in return for paying rent.

Lease break

the time at which a break clause can come into effect.

Lease expiry

the date on which the lease ends.

Lease term

the duration of a lease.

Lease terms

the conditions in a lease.

Leasing proposal

the initial lease terms presented before any negotiation has taken place.

Lessee

tenant.

Lessor

landlord.

Letter of intent

a written statement confirming that a contract is about to be entered into subject, usually, to certain conditions.

Letting agent

a commercial agent who specialises in the leasing of property.

Licence

an agreement for the use of offices, which are less onerous than a lease, common in serviced offices and sometimes called a landlord’s consent.

Lighting consultant

a person expert in the design of lighting environments and feature lighting.

Liquidated damages

the amount of money agreed as compensation for losses incurred though failure to meet the terms of the contract.

Local Authority Search

a search of statutory registers held by the local authority, (such as Planning or Listed Buildings) and the raising of standard enquiries with reference to such matters as road or rail schemes proposed.

Lump sum

a single agreed price.

Lux

a unit of illumination level.

M&E services (mechanical and electrical)

the systems in an office, which includes heating, ventilation, air-conditioning, lifts, power and lighting.

M&E survey

a report that covers all the aspects included in mechanical & electrical services.

Making good

correction of defects.

Management contract

a form of contract where the management contractor appoints all the sub-contractors.

Manifestation

A term used to describe the application of film or graphics to glass walls.

Measured survey

a dimensional check on a building giving detailed measurements.

Mechanical layout

a plan showing the position of heating and ventilation equipment.

Mechanical ventilation

fans that move air around a building.

Method Statement

a written statement detailing how the project objectives will be met.

Mood board

a collection of images, samples and sketches that demonstrate a design concept or theme.

New ways of working

the most common term for flexible working.

Nominate

to instruct a design and fitting-out specialist, fitting-out contractor, or management contractor to take on the services of a particular supplier.

Novate

to instruct a design-out specialist, fitting-out contractor, or management contractor to take on the services of a particular professional.

Office manager

a person who is responsible for the management of office equipment and buildings.

Open Book

whereby the main contractor submits a detailed, elemental cost analysis, supported by subcontractors tender submissions plus an agreed mark-up added.

Open plan offices

offices not generally sub-divided by walls – although they may include meeting and tea areas, etc.

Organisational Psychologist

a specialist used to identify critical staff issues within your organisation.

Package deal

a contract where everything that is agreed is provided through one company (see D&B).

Package

an element of work carried out by a sub-contractor.

Partition

a dividing wall or screen.

Passing rent

the current rent paid to the landlord by the tenant who holds the property.

Perimeter trunking

a trunking system that runs inside the outer walls of an open plan office.

Perspective sketch

a drawing in three dimensions to show a room, reception area etc. or a building.

Phasing

the division of a project into separate stages.

Plan

an imaginary view of a building showing a horizontal slice through it.

Planning Supervisor

ensures the project compiles with health and safety regulations (CDM) under the Construction (Design and Management) Regulations 1994.

Pre-let

the early letting of a building prior to completion and often prior to starting construction on site.

Principal contractor

the contractor that has responsibility for health and safety during the construction period (usually the main contractor, fitting-out contractor or design and fitting-out contractor.

Privacy

the ability to screen or mask unwanted noise.

Procurement route

the type of contract chosen for a project.

Professional Indemnity Insurance (PI Cover)

an insurance policy that covers a professional for any liability he may incur to his client or a third party during the course of his business.

Project champion

a senior member of your organisation who will take overall responsibility for the project.

Project manager

responsible for co-ordinating all aspects of the project. Will make all key decisions relating to the project and act as the main point of contact for the project team.

Project sponsor

responsible for budgetary control, this is usually a role for the financial director.

Property costs

the total cost of running your existing premises and the total cost of running future premises.

Property lawyer

a professional solicitor who deals with all aspects of property law.

Property portfolio

all the properties owned or leased by an organisation.

Quantity surveyor

a professional who deals with all financial matters related to building contracts.

Rack rent

a market rent.

Raised floor

a special floor laid on top of another to form a space where cables and pipes can run out of sight in a void

Remediation

removal of pollutants from contaminated ground or buildings.

Rent-free period

the period at the beginning of a lease when it is agreed that no rent if payable as an incentive to the tenant.

Repairing Covenants

the legal documents that detail what must be put right before disposal of your property.

Repetitive Strain Injury (RSI)

a workplace injury that can be caused by prolonged use of a keyboard or a mouse.

Restrictive covenant

an agreement that prevents you from doing something such as making excessive noise or using the property for particular purposes.

Retention

money held back by the client until the end of the defects liability period.

Riser

a vertical pipe or duct.

Sale and leaseback

an arrangement where a building owner sells his freehold to another party and then leases it back from the other party.

Sample board

a presentation of the finishes to be used in an interior design proposal using samples of the actual materials, such as carpets, wall coverings, ironmongery and ceilings.

Schedule of condition

a document that describes in detail the condition of a building at the start of a lease.

Schedule of dilapidations

a document that describes in detail the state of disrepair of a building which either the landlord or tenant must put right.

Scope of works

a written document detailing all the work that needs to be done.

Section

an imaginary view of a building showing a vertical slice through it.

Security Consultant

an expert in intruder and fire alarms and prevention of break-ins and theft.

Security criteria

the features that are important to you when you acquire offices (developed from the accommodation strategy).

Selling agent

a commercial agent who specialises in the selling of property.

Service charge

monies usually collected by the landlord for running the building, including maintenance of the structure, common parts and the exterior, heating, lights, security, lift maintenance and reception facilities.

Serviced office

a group of offices designed to be occupied by more than one tenant where the landlord supplies shared facilities such as secretarial services, reception and meeting rooms and normal building services.

Services

all the systems that heat, cool, light and power a building.

Shell and core

an office development where all internal finishes and services are left out, for provision by the tenant.

Shell

the structure of a building, including the frame, structural floors and roof, excluding any services or finishes.

Shortlist

a selection of, say, four offices that are the most appropriate.

Sign off

the process of the client agreeing the content of one stage of a design before the team proceeds to the next.

Small power

normal voltage electrical supply for low consumption items such as PC’s, COPIES etc.

Snag

defect.

Snagging list

a list of defects.

Soft strip

the removal of internal finishes such as carpets and suspended ceilings.

Sound bridge

a defect in an acoustic insulation system where sound is conduction from one area to another.

Sound analysis

another word for space audit.

Space audit

the process of gathering and analysing information about an organisation for the preparation of the accommodation strategy.

Space Planner

a specialist in the design of offices.

Space Planning

a drawing to show an office layout.

Specification

a written document detailing all the materials and products which will be used.

Speculative (spec) offices

ones that are built with no particular tenant in mind.

Stage payment

the payment of an agreed amount when an agreed stage of the project has been completed.

Stamp duty

a tax charged on a legal document normally as a percentage of a property purchase price or rent.

Statutory costs

fees related to obtaining statutory approvals.

Steering committee

the group of people from within your company who are involved in the design and development of your project.

Storage analyst

an expert in filing systems, archives etc. who will define a company�s storage requirements.

Stripping-out

the removal of internal finishes and fixtures from a building.

Structural engineer

an expert in the strength of materials and their correct use in buildings.

Structural survey

a report that covers all the aspects included in the remit of a structural engineer.

Sub-contractor

a firm that carries out one specialist aspect of a project.

Sub-lease

an agreement lease between a tenant and another tenant.

Sub-letting

giving a sub-lease on part or the whole of your space to another tenant while retaining responsibility under your existing lease.

Sub-station

electrical transformer that converts high voltage supply into lower voltage that can be used within the building.

Surrender of Lease

giving back a property before the lease expiry resulting in releasing the landlord and tenant of all liabilities previously held under the Lease Agreement.

Surveyor

a rather vague term for someone connected with surveying (a more specific title should usually be used such as building surveyor or quantity surveyor).

Suspended ceiling

a ceiling that is not part of the structure of a building. Usually these are made from metal grids hung on wires, into which tiles are laid.

Teleworking

working remotely from the office, either at home or another location.

Tenants manual

a document describing in detail the materials and systems within a building, often produced as part of a marketing package for a prospective tenant.

Tender document

a drawing or written document that forms part of a tender.

Tender package

a tender for work to be carried out by a subcontractor.

Tendering

the process of obtaining competitive quotations for goods or services.

Term

the duration of a lease.

Terms

the conditions in a lease.

Touchdown station

an area for short periods of work, maybe standing up, allowing access to e-mail etc.

Tradesman

a specialist builder, such as a plasterer or carpenter.

Traditional contract

a form of contract where the client appoints all the individual professionals and a contractor.

Trunking

a tray or tube for carrying cables.

Turnkey

a contract where everything that is agreed is provided through one company (see D&B).

Variation

a change to the project after the contract has commenced.

VAV

variable air volume – a common type of airconditioning.

VDU

Visual Display Unit – the screen on a computer.

Visualisation

A graphic animation to illustrate how your new interior might look.

Virtual office

an office outside the normal working environment, formed by linking computers in different locations to allow interactive working remotely.

Void

a space in a floor, wall or ceiling for running cables and pipes eg. floor void, ceiling void. Also a term on architectural plans indicating an area where there is no floor, eg. in an atrium or roof space.

Welcome booklet

a guide to the operating procedures of an office and local information, given to staff. (Usually includes workplace protocols)

Wet riser

a vertical pipe onto which fire hoses can be connected, which permanently is full of water, even when not in use.

Window mullions

the vertical dividing framework in a row of windows.

Wire management

the process of routing and controlling cables connected to computers and other equipment in the workplace.

Working drawings

how you carry out the work of the business.

Workplace

office, factory or other place where work is done.

Workplace Protocols

protocols, systems and agreements which allow people to work flexibly.

Workstation

an arrangement of furniture where work is carried out, whether in the office, or at home.