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Confused by fit out or facilities jargon? Our glossary of common terms can help.
When buying furniture or planning an office move you may find phrases or terms which are not familiar with. Our experts have compiled the definitions below which we hope you will find useful.
Activity-based working
This approach gives employees a choice about how and where they work. In the modern office, this means a variety of settings, each designed for different tasks. Activity-based working came about as a result of private or executive offices being unfit for purpose in many organisations.
Agile working
A phrase that defines what is also referred to as flexible working. But agile working is about more than flexibility in hours of working it also includes location, role and style of work.
Audio-visual systems
The term audio-visual (AV, or A/V) can refer to the equipment used to present sound and visual works. Business presentations are also often audio-visual and office systems can include computers, screens and projectors.
Barcelona chair
A luxury stainless steel and leather chair designed in 1929 and manufactured by Knoll since the 1950s.
Bench desking
Bench desks are office desks that are designed to share structural components such as beams and desk legs. Sharing the components of bench desking not only reduces costs but can also provide a smaller footprint to the office layout as the desktops can be accessed from almost anywhere along the edges.
CAD drawing
Computer-Aided Design (CAD) or computer-aided design and drafting (CADD) is the production of drawings, specifications, and other design-related elements using special graphics and computer programs. May be used for creating floor plans and 3D renders of how an office design will look in practice.
Casegoods
A term used to refer to furniture made of hard materials such as wood, metal or glass. Casegoods is also used to describe quality furniture products that are often delivered already built rather than constructed on-site.
Cat-A fit out
A Cat-A fit out provides a blank canvas. It will typically apply to buildings finished by a developer or before the involvement of a client or interior designer. It will include the essential infrastructure needed for the building to work effectively including lifts, raised floors, suspended ceilings, mechanical and electrical services, washrooms, kitchens, general lighting and other building systems and may also include secondary finishes and features such as window blinds.
It is also defined by what it doesn’t include; generally, the features that make a building unique to a client. So, it will not typically include an interior design, primary finishes and colours, furniture and other interior elements.
Cat-B fit out
A Cat-B fit out provides a home. It incorporates all the features of a Cat A project but includes all those features and services that reflect the specific needs of the organisation occupying the building. It will include interior architecture such as partitions and meeting rooms as well as organisational infrastructures such as IT, office furniture, storage systems and support services such as printers and copiers.
It will also include the primary finishes for the interior including carpets and flooring, fabrics, artwork, manifestations, user-defined lighting and surfaces. It may also include audio-visual systems, break out space, cafes and planting.
In some cases, a developer may contribute to the cost of a Cat B fit out but the main driver is invariably the needs of a specific client occupant.
CAT A+ fit out
A CAT A plus is a midpoint between CAT A and CAT B fit-out. It’s sometimes referred to as a “plug-and-play” office setup which is provided by landlords to new tenants. The CAT A+ is a way of enticing tenants by providing all the elements of the CAT A with some of the perks of CAT B. Where a CAT B is highly tailored to match the tenants brand and corporate culture, the CAT A Plus is more about providing the basics with a few perks – work stations, desks, break out areas, tea points – that could easily be used for a wide range of tenants.
Concept design
A sketch of how an office design could look
Co-working
Co-working is where the same building is shared by people who work for different companies. Co-working tenants will sometimes have designated workstations and typically share other facilities such as meeting rooms and kitchens.
Credenza
A credenza is a modern desk form usually placed next to a wall as a secondary work surface to that of another desk in a typical private office.
Dealer
A company that procures furniture from manufacturers, often with preferred terms where price savings can be passed on to the client.
Design and build
Office design and build is not based on a specific form of fit out project but does offer a uniquely effective way of delivering projects more quickly and effectively. Design and build often offer the simplest way to develop and construct a new workplace. It is based on an arrangement in which you partner with one firm to design, manage and deliver the project rather than one in which you have to manage several relationships.
Eames chair
A famous chair inspired by the traditional English club chair, which is produced by Herman Miller and Vitra and has been in continuous production since its launch in the 1950s.
Ergonomics
Describes how systems furniture should adapt to human requirements for comfort and productivity. Ergonomics is the science of making things comfy.
Ergonomic chairs
The key to an ergonomic office chair is the lumbar support. Unlike other types of chairs, the ergonomic chair offers strong support for the lower back.
Executive office
Small self-contained workspace separated by wall panels. Cubicles can provide audio, visual, informational and territorial privacy to occupants. Also referred to as private offices.
Executive chairs
Chairs that are typically found in executive or private offices or around boardroom tables.
Facilities management
Facilities managers are usually responsible for services and processes that support the core business of an organisation. Likely areas of responsibility including buildings, space management, health and safety, security and procurement and contract management.
Fit out
An office fit out is the process of making its interiors suitable for occupation. Typically, the landlord or developer is responsible for the building and the occupant or the tenant is responsible for the fit out.
Floor Plate
Floorplate is a term commonly used in real estate to describe the entire floor of an office building. It’s often used in conjunction with square footage.
Furniture installers
Furniture expert who has been certified and/or trained to install, assemble, disassemble, reconfigure, relocate or repair all types of furniture
Height adjustable desks
A task desk which height can be altered by the user or a professional furniture installer. The height can be adjusted manually by hand or automatically by gas or electronics. Height adjustable desks are suitable for helping individuals to sit comfortably according to their height.
Installation
The process of delivering, assembling and handing over furniture, often as part of an office move or refurbishment.
Joint Contracts Tribunal (JCT)
The Joint Contracts Tribunal (JCT) produces standard contracts, guidance notes and other documentation for construction professionals.
The JCT Design and Build Contract is designed for construction projects where the contractor carries out the design and the construction work. Design and build projects can vary in scale, but the Design and Build Contract is usually appropriate where detailed provisions are required.
Linear office layout
A linear office layout is a more traditional structure with areas and departments arranged in sequence, often in straight lines.
Licence to Alter
If you want to make changes to your office as part of a refurbishment you will need to get consent from your landlord. You will need to apply for a Licence to Alter and provide them with plans and drawings of the proposed works.
Loose furniture
A term to describe furniture that can be moved such as lightweight chairs and tables.
Lumbar support
Chairs with lumbar support provide additional reinforcement for the lower back.
Manifestations
Manifestations are graphics that are added to internal glass for safety purposes. Manifestations to office glass partitions can be in frost, etched, dusted or crystal effects. They can be simple DDA compliant dots, squares, a solid band or corporate logos and other motifs.
Method statement
A detailed document that enables everyone involved in a furniture installation or a fit out to have a thorough understanding of everything that needs to be done on-site and how it will be achieved.
Mobilisation period
This is the period between signing a contract and the build starting on site.
Modular office furniture
Office furniture units that can be rearranged or combined in different configurations.
Monitor arms
Monitor arms and stands provide ergonomic and space-saving items which mount computer screens in a safe and practical way.
Multifunctional devices (MFDs)
MFDs are integrated devices that can provide printing, scanning, faxing and photocopying.
Open plan office
Open plan office layouts make use of large, open spaces and minimises the use of enclosed rooms such as executive offices and meeting rooms.
Operation & Maintenance (O&M) manuals
After an office fit out or refurbishment is completed, you are legally required in the UK to produce an O&M manual. This forms part of a Health & Safety document for the building.
The manual is a comprehensive guide to the property with details on everything from the correct way to clean your furniture to the right way to maintain your air conditioning.
Organic office layout
This layout is fluid and more flexible than other layouts such as linear or radial structures. An organic office layout reflects the people who use the space and how they use it as opposed to the building itself or a company structure.
Ottoman
An Ottoman is a padded, upholstered seat or bench. An Ottoman can be used as a stool or footstool and are often sold with matching chairs.
Plan
A technically drawn office plan, produced to scale and showing the spatial relationship between all functions and elements in the office design.
Pods
Office furniture pods are flexible furniture items that offer partial sound and visual privacy. Pods are flexible in that they don’t require any related build work and can be moved around an office relatively easily.
Private office
Small self-contained workspace separated by wall panels. Cubicles can provide audio, visual, informational and territorial privacy to occupants. Also referred to as executive offices.
Public areas
Often refer to parts of an office that are available to everyone including lifts, stairs and corridors.
Radial office layout
A more modern structure with areas and departments arranged in a circle from a central point of focus. For example, publishers may choose to organise their office in this way so the editor or editors are the nuclei of the layout.
Refurbishment
An office refurbishment is a process of renovating a space to improve its appearance and in some cases, restoring an office to its former condition.
Risk assessment and method statement (RAMS)
See risk assessment and method statement
Risk assessment
A review of hazards and analysing the risks involved with a furniture installation or fit out, reducing their impact wherever possible and creating a plan for managing any remaining risks.
Sit-stand desks
Sit-stand adjustable desks are widely used in parts of Europe, particularly Scandinavia. Users can enjoy the health benefits of being able to easily switch between sitting and standing.
Slab to slab
Relates to the complete internal area of space: wall-to-wall and true ceiling to true floor. True ceiling height doesn’t include suspended ceilings. Similarly, the true floor is the lowest structural element, which can be the floor itself or the concrete slab under the floor.
Snagging
The process of documenting minor defects with new furniture following an installation.
Swing space
A space temporarily occupied by people away from areas that are undergoing refurbishment. Swing space can be a new space built before refurbishment or an existing space that has already been refurbished.
Systems furniture
Systems furniture is a generic term for bundles of panels, desking, shelves, and other items sold by a single manufacturer as a package for furnishing offices.
Test fit
A quick space plan that tests a building’s floor plate against plans for the space. A preliminary budget can also be applied to two or more test fits to enable a prospective tenant to compare the cost of the occupation of several locations.
The initial costs can also be used to determine what level of contribution a landlord is willing to make towards a tenant moving into their property.
Task chairs
Task chairs are commonly used in conjunction with office desks. These chairs are generally quite basic in design and created specifically to be used by many different users. Task chairs are a flexible option for use in offices because they are adjustable in many ways.
Third space
Traditionally the third place was defined as a place between home (personal) – first place and office (work) – second place.
A modern-day example is a coffee shop where people can comfortably work from their laptop, access the web via Wi-Fi and socialise.
The social space between home and the office is now brought inside the office and is generally an area between workstations and formal meeting rooms. This area is known as the third space and is often represented by breakout areas.
Turnkey
A turnkey fit out provides the tenant with spaces that are fitted out by the developer or landlord so that they are ready for use.
Workstation
An area in an office where work gets done. Typically, it refers to a computer and the surrounding area that has been configured to perform a certain set of tasks. Additional elements to a workstation can include a desk, a chair, storage and other accessories.
Modern Workplace Terms (Added 2026 Update)
Workplace design has evolved significantly since this glossary was first published. The following terms have become essential vocabulary in office design, fit-out and operations.
Biophilic design
Biophilic design integrates natural elements such as plants, natural light, water features, and organic materials into the office environment. The aim is to strengthen the connection between occupants and nature, supporting wellbeing, focus and productivity. Common features include living walls, indoor planting, exposed timber, and views to the outside.
BREEAM
BREEAM (Building Research Establishment Environmental Assessment Method) is the UK’s leading sustainability assessment method for buildings. Ratings range from Pass through Good, Very Good, Excellent and Outstanding, with higher ratings typically commanding stronger rental and investment premiums.
Cat A+ (Plug & Play)
See “CAT A+ fit out” above. Sometimes also referred to as “plug-and-play” or “fitted” office space, this midpoint between Cat A and Cat B has grown rapidly in popularity with landlords and smaller occupiers since 2020.
EPC (Energy Performance Certificate)
An EPC rates the energy efficiency of a building on a scale from A (most efficient) to G. Under Minimum Energy Efficiency Standards (MEES), commercial buildings in England and Wales currently need to meet EPC E to be let, with proposals to raise this to EPC C and then EPC B over the coming years.
ESG
ESG stands for Environmental, Social and Governance. In the workplace, ESG considerations now shape decisions about building selection, materials, supplier choice, employee wellbeing and community impact.
FF&E
FF&E stands for Furniture, Fixtures & Equipment. The term covers everything that is movable and not built into the structure of the building, and is usually procured and installed as a distinct package within an office fit out.
Flight to quality
A phrase used since the post-pandemic recovery to describe occupiers concentrating leasing activity in the highest-specification, most sustainable buildings, while older Grade B stock has struggled to attract demand.
Hot desking
A workplace model in which employees do not have an assigned desk but instead use any available workstation. Hot desking supports hybrid working and helps companies right-size their office footprint when not all staff are in on the same day.
Hybrid working
A working pattern that combines time spent in the office with time working remotely (typically from home). Hybrid working has reshaped office design since 2020, with greater emphasis on collaboration space, meeting rooms, and bookable resources.
Office pod / booth
Freestanding or built-in enclosed spaces designed for one or two people, providing acoustic privacy for focus work, video calls, or small meetings within open-plan environments. Popular brands include Framery, Spacestor and Orangebox.
Re-gear
A re-gear is a renegotiation of an existing lease, typically used to extend the term, vary the size of the demise, or adjust the rent and incentives without the tenant moving buildings.
Smart office
An office in which connected devices and sensors collect data on occupancy, environment and usage to optimise space, energy consumption and the employee experience. Often integrated with IoT platforms, smart booking systems and building management systems.
Workplace strategy
A structured process that aligns an organisation’s workspace with its business objectives, culture and ways of working. It typically combines occupancy data, employee research and property analysis to inform decisions about location, size, layout and fit-out specification.
Sustainability & Building Performance
Carbon footprint (embodied vs operational)
Embodied carbon refers to the emissions associated with the materials and construction of a building or fit out. Operational carbon refers to the emissions from running the building (heating, cooling, lighting, etc.). Modern fit out strategies focus on minimising both, often by reusing existing fabric and choosing low-carbon materials.
Circular economy
An approach to design and procurement that keeps materials and furniture in use for as long as possible through reuse, refurbishment, remanufacture and recycling, rather than the traditional “make, use, dispose” linear model.
LEED
Leadership in Energy and Environmental Design (LEED) is a globally recognised green building certification system developed by the U.S. Green Building Council. Like BREEAM, it rates buildings against criteria including energy, water, materials and indoor environment quality.
MEES
Minimum Energy Efficiency Standards (MEES) is the UK regulation governing the minimum EPC rating required for commercial properties to be let. Current proposals would raise the minimum from EPC E to EPC C by 2027 and EPC B by 2030.
Net zero
A state in which the greenhouse gases produced by a building or organisation are balanced by an equivalent amount removed from the atmosphere. Net zero targets increasingly shape building specifications, materials choice and fit out approach.
SKA Rating
An environmental assessment method developed by RICS specifically for fit out projects. SKA assesses sustainability across categories including energy and CO2, waste, materials, pollution, wellbeing, transport and water.
WELL Building Standard
A performance-based certification system that focuses on the impact of the built environment on human health and wellbeing. WELL covers air, water, nourishment, light, fitness, comfort and mind.
Workplace Strategy & Ways of Working
ABW (Activity-Based Working)
See “Activity-based working” above. ABW provides employees with a range of settings (focus, collaboration, social, learning) and lets them choose the best space for the task at hand rather than working at a fixed desk.
Desk sharing ratio
The ratio of employees to desks, expressed as headcount-to-desks. A 1.4:1 ratio means there are 1.4 staff for every desk, reflecting hybrid working patterns where not everyone is in on the same day.
Neighbourhood (or zone)
A defined area within an office assigned to a specific team, department or function. Neighbourhoods give people a sense of belonging within larger, more open or shared environments.
Occupancy sensor
A device that detects whether a space is in use, feeding data to a building management or workplace platform. Occupancy sensors inform decisions about heating, lighting, cleaning schedules and right-sizing.
Right-sizing
The process of aligning the size of an office portfolio with actual occupancy and ways of working, typically by consolidating space, sub-letting surplus floors, or moving to a smaller, better-fitted building.
Touchdown space
Short-stay desks or perches intended for people who are between meetings, visiting from another office, or working in the building for a short time. Touchdown spaces support mobile and hybrid workers.
Utilisation
A measure of how intensively a space is used, often expressed as a percentage of seats occupied during working hours. Utilisation data drives decisions about layout, capacity and lease commitments.
Technology & AV
BYOD (Bring Your Own Device)
A workplace approach that allows or encourages employees to use their own laptops, phones and tablets for work. Has implications for desk power, screen connectivity, IT security and meeting room AV.
Cable management
The discipline of routing, organising and concealing power, data and AV cables within a workspace. Good cable management supports flexibility, safety, ergonomics and visual order.
Digital signage
Electronic display screens used for wayfinding, room booking, brand communications, news, or visitor reception. Digital signage replaces traditional printed signs and updates dynamically.
Floor box
A power and data outlet recessed into the floor, typically connected via raised flooring or floor trunking. Floor boxes support flexible desk arrangements without surface trailing cables.
Huddle room
A small enclosed meeting space (typically two to six people) equipped with video conferencing, designed for quick collaboration and hybrid meetings.
IoT (Internet of Things)
Networked devices and sensors that exchange data without direct human interaction. In offices, IoT covers occupancy sensors, smart lighting, environmental monitoring, smart locks and connected furniture.
PoE (Power over Ethernet)
A technology that delivers power and data through a single Ethernet cable, increasingly used to power smart lighting, sensors, displays and access control devices.
Room booking system
Software (often paired with screens outside meeting rooms) that lets staff find and reserve meeting rooms, desks, parking spaces and other shared resources, typically integrated with calendars.
UC&C (Unified Communications & Collaboration)
An umbrella term for integrated communications platforms (such as Microsoft Teams, Zoom, Google Meet, Cisco Webex) that combine messaging, voice, video, file sharing and screen sharing.
Video conferencing (VC)
Two-way (or multi-way) video and audio communication between participants in different locations. Modern VC rooms use auto-framing cameras, ceiling microphones, and certified hardware to deliver “equal seat” experiences for in-room and remote participants.
Acoustics & Comfort
Acoustic baffle
A vertical or hanging sound-absorbing panel, typically suspended from the ceiling, designed to reduce reverberation in open environments.
Acoustic cloud
A horizontally suspended sound-absorbing panel, often used in groups, to reduce echo and improve speech clarity in open-plan spaces.
dB(A)
A unit measuring sound pressure level adjusted for the sensitivity of the human ear. Office speech is typically around 60 dB(A); a quiet office should sit below 45 dB(A).
NRC (Noise Reduction Coefficient)
A single-number rating between 0 and 1 indicating how much sound a material absorbs. Higher values mean better absorption — useful when specifying ceilings, panels and wall coverings.
Reverberation time (RT60)
The time taken for sound to decay by 60 decibels in a space. Lower reverberation times produce clearer speech and a more comfortable acoustic environment.
Sound masking
An active acoustic system that emits a low-level broadband sound through ceiling-mounted speakers to make speech less intelligible across distances, improving speech privacy and reducing distraction.
STC (Sound Transmission Class)
A rating that measures how well a partition, door or window blocks airborne sound. Higher STC values indicate better sound isolation between rooms.
Materials, Finishes & Furniture
Acoustic panel
A wall- or ceiling-mounted panel using sound-absorbing materials (typically fabric-wrapped foam, mineral wool or recycled PET) to reduce noise within a space.
Banquette seating
Upholstered bench seating, typically fixed against a wall, used in breakout, cafe and informal meeting areas. Banquettes maximise seating density and add a hospitality feel.
Bespoke joinery
Custom-made cabinetry, wall panelling, reception desks, tea points and other built-in elements designed and manufactured specifically for a project.
Booth seating
Semi-enclosed bench-style seating, often with high backs, used for casual meetings and focused individual work in open areas.
Breakout area
An informal space (often near a kitchen or tea point) where staff can take breaks, eat lunch, hold ad-hoc meetings or work in a relaxed setting.
Carpet tile
Modular carpet supplied in tiles (typically 50cm x 50cm) rather than rolls, allowing easy replacement of worn or damaged sections and accommodating raised access floors.
Demountable partition
A partition system that can be installed, moved or removed without major construction works, supporting flexible space planning over the life of a lease.
FF&E specification
A detailed schedule listing every piece of furniture, fixture and equipment proposed for a project, including manufacturer, model, finish, fabric, dimensions, quantity and price.
Glazed partition
An internal partition formed primarily from glass, often with slim metal framing, used to enclose meeting rooms and offices while preserving daylight and sightlines.
LVT (Luxury Vinyl Tile)
A durable, hard-wearing flooring product that imitates the appearance of timber, stone or concrete. Popular in reception, breakout and circulation areas.
Suspended ceiling
A secondary ceiling installed below the structural slab, concealing services and improving acoustic and thermal performance.
Raised access floor
A floor system mounted on pedestals above the structural slab, creating a void for cables, data and air distribution. Allows easy reconfiguration of power and data layouts.
Tea point
A small, dedicated area for making hot drinks and informal interactions. Typically includes a sink, fridge, dishwasher, kettle, coffee machine and storage.
Upholstery
The padding, springs, webbing and fabric (or leather) that cover seating. The choice of upholstery affects comfort, acoustic performance, durability and visual character.
Procurement & Project Delivery
BCO (British Council for Offices)
The UK industry body for the office sector. BCO publishes guidance, awards and research on office design, specification and occupancy that is widely referenced in fit out projects.
Construction phase plan
A document required under CDM 2015 (Construction (Design and Management) Regulations 2015) setting out how a construction project will be managed safely.
Contract administrator
The person appointed under a construction contract to administer it on behalf of the client, including issuing instructions, certifying payments and dealing with variations.
Dilapidations
The cost of reinstating a leased office to the condition required by the lease at the end of the term. Dilapidations can be a significant exit cost and should be considered at lease signing and during fit out.
Heads of Terms
A non-binding summary of the principal commercial terms of a property transaction (rent, term, break, incentives), used as a basis for drafting the formal lease.
Practical completion
The point at which construction works are sufficiently complete that the client can take occupation of the space. Practical completion triggers the start of the defects liability period and release of half the retention.
Pre-construction services agreement (PCSA)
An agreement under which a contractor is paid to provide design, cost and programme input ahead of signing the main construction contract, supporting more accurate pricing and faster delivery.
Procurement route
The strategy chosen for delivering a project, such as traditional, design and build, management contracting or construction management. Each route distributes design risk, cost certainty and programme risk differently.
Programme (or schedule)
A time plan for a project, typically presented as a Gantt chart, showing the sequence and duration of design, procurement, construction and handover tasks.
Provisional sum
An allowance included in a tender or contract for work that cannot be fully described or priced at the time. Provisional sums are reconciled to actual costs as the project progresses.
Retention
A percentage of contractor payments (typically 3–5%) held back by the client until practical completion and the end of the defects period, providing security against snagging and defects.
RFP / RFI / RFQ
Request for Proposal, Request for Information and Request for Quotation. Documents used to invite suppliers to provide proposals, share information or quote for work, supporting a structured procurement process.
Variation
A change to the agreed scope of work after the contract has been signed, formally instructed by the client or contract administrator. Variations are priced and may affect the programme.