Office IQ - Business Relocation

GLOSSARY

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Accommodation strategy	The document that describes a company's business projections and translates them into property needs.  (See Action 12)
Acoustic engineer	Someone qualified to deal with sound, including insulation and noise levels.
Acquisition	Buying, or taking on the lease of, a property.
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.
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.  (See Action 37)
Architect's Instruction	A legal document authorising a change to the project once it has begun or making an aspect of the project clearer.
Artists and craftsmen	A contractual term for tradesmen employed directly by the client, rather than the fitting-out contractor. Also known as Artists and tradesmen.
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 to 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.
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Bespoke offices	Ones that are built for a particular occupier.
Blocking and stacking diagram	A plan or 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 its end date.
Brief	The document that describes your requirements with regard to your business needs now and in the future.  (See Action 5)
Budget	An initial statement of the total cost you have agreed of for a project.  (See Action 6)
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.  (See Action 39)
Bus bar	A continuous electrical conductor that allows connection to it at any point.
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CAD	Computer aided design.
CAD model	A computer-generated three-dimensional image of a building, room or other feature.
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.
Catering consultant	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.
Co-location	Sharing computers at a remote location to act as servers for more than one organisation. See server farms.
Comfort cooling	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.  (See Action 8)
Commissioning	The process of adjusting and preparing the systems in a building for use - especially air-conditioning.
Common areas	areas in a building such as stairs, lifts and corridors that are shared with other tenants. Also called common parts.
Common parts	Areas in a building such as stairs, lifts and corridors that are shared with other tenants. Also called common areas
Communications consultant	A person expert in dealing with employees' concerns over office reorganisation.  (See Action 39)
Competitive tendering	The process of obtaining competitive quotations for goods or services.
Concept design	The essence of a design, showing the direction and flavour, without detail.  (See Action 42)
Construction (Design and Management)	The legislation aimed at improving the overall management and co-ordination of health, safety and welfare throughout all stages of a construction project. (Source HSE)
Construction (Design and Management) Regulations	The legislation aimed at improving the overall management and co-ordination of health, safety and welfare throughout all stages of a construction project. (Source HSE)
Construction (Design and Management) Regulations	Construction (Design and Management) Regulations 1994 (CDM) is the legislation aimed at improving the overall management and co-ordination of health, 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.
Construction management contract	The contract where a professional manages the process of appointing sub-contractors, for trade packages. These sub-contractors have a direct contract with the client.  (See Action 14)
Construction manager	One who administers a construction management contract. Contamination: the pollution of ground or 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 controller: a person whose role is to manage the project cost from budget to final account.
Cost plan	A written statement detailing the projected cost of a project.
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D&B	Design and build.  (See Action 14)
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 any defects that may appear.
Demountability	The ability to be dismantled and re-erected easily.
Design & Manage	Similar to Management Contracting - the appointment early on of a contractor, who will sub-contract work and be responsible for the performance of the design team and sub-contractors.
Design and Build	A project where one firm takes responsibility for the design and construction.  (See Action 14)
Design and build company	A firm that specialises in design and construction.
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.
Design waiting time	The maximum period of time you would normally need to wait for a lift.
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 to another party.
Distributed team working	Same as virtual office - an office outside the normal working environment, formed by linking computers in different locations to allow interactive working remotely.
Dry riser	A vertical pipe onto which fire hoses can be connected, which is empty when not in use.
Duct	A space set-aside for services. May be vertical or horizontal.
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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	Contractor's term for client.
Ergonomist	A specialist on EU regulations regarding adequate working conditions - a major Health & Safety issue.
Essential team	The minimum team needed for any office move or reorganisation.
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Facilities	Office equipment and buildings.
Facilities manager	A person who is responsible for the management of 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 fire fighters and which will operate independently of the main passenger lifts.
Fitting-out contractor	Company specialising in the construction of office interiors in new or existing buildings.  (See Action 38)
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.
FRI 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, partitions and storage equipment for the office market.  (See Action 39)
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Goods lift	A heavy-duty lift for transporting equipment and supplies.
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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.
Handset	The receiver and the dialling equipment of a telephone.
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.
House rules	Protocols, systems and agreements that allow people to work flexibly.
Hub	Common term for a café or other area for impromptu meetings.
Humidity	The amount of water vapour carried in the air.
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Interim certificate	A certificate issued by the supervising officer binding the client to pay the fitting-out contractor an agreed amount for work that has been completed.
Interior designer	An expert in the selection and design of materials and finishes for the inside of a building.  (See Action 37)
Ironmongery	Door handles, hinges, locks, hooks and other architectural hardware.
IT consultant	A specialist in the design and installation of voice and data systems.  (See Action 39)
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Joint Contracts Tribunal	An industry body that publishes suggested forms of building contracts.
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Knowledge Centre	Library.
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Land Registry	The government agency that records who owns, and in some cases leases, buildings and land.
Landlord	The owner of a building, or someone who leases a building to a tenant.
Landlord and Tenant Act 1954 (the '54 Act)	The current legislation that governs the rights of landlords and tenants.
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 a 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.
Long list	A selection of, say, fifteen offices that might be appropriate.
Lump sum	A single agreed price.
Lux	A unit of illumination level.
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M&E engineer	A consultant who is qualified to design the services in a building.  (See Action 39)
M&E services (Mechanical and Electrical)	The systems in an office, which include 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.  (See Action 14)
Mark-up	A percentage added by a contractor to quotations received by him from sub-contractors.
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.
Method Statement	A written statement prepared by the fitting-out contractor detailing how the project objectives will be met.
Monthly valuation	A document that evaluates the amount of work completed in a month that forms the basis of payment to the fitting-out contractor.
Mood board	A collection of images samples and sketches that demonstrate a design concept or theme.
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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 take on the services of a particular supplier.
Novate	To instruct a design and fitting- out specialist, fitting-out contractor, or management contractor take on the services of a particular professional.
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Office manager	A person who is responsible for the management of office equipment and buildings.
Open Book	An arrangement where paperwork from sub-contractors is shown to the client and payment is made to the fitting-out contractor on the basis of these, perhaps with a mark-up included.
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.
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Package	An element of work carried out by a sub-contractor.
Package deal	A contract where everything that is agreed is provided through one company.
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.
Pigpen	A common term for an area separated by high screens from the rest of an open plan office.
Plan	An imaginary view of a building showing a horizontal slice through it.
Planning Supervisor	Ensures the project complies 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.
Professional project manager	Someone who supplies project management services from a specialist company.
Project Champion	A senior member of your organisation who will take overall responsibility for the project.  (See Action 1)
Project management company	A firm supplying professional project managers.
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.  (See Action 2)
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.  (See Action 9)
Property portfolio	All the properties owned or leased by an organisation.
Proximity requirements	A measure of how closely together individuals need to work to do their job.
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Quantity surveyor	A professional who deals with all financial matters related to building contracts.  (See Action 39)
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Rack rent	A market rent usually only revised upwards.
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.
Removal Specialist	A firm that specialises in moving organisations to new premises or within existing offices. Their services include logistics, storage, dismantling and re-erecting furniture and IT systems.
Rent-free period	The period at the beginning of a lease when it is agreed that no rent is 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.
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Sale and leaseback	An arrangement where a building owner sells his freehold to another party who then leases it back from the landlord.
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.
Selection 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.
Server farm	A facility that contains a group of computers that are shared between a large number of organisations to store and retrieve, via fast data connections, information.
Service charge	Monies usually collected by the landlord for running the building, including maintenance of the structure, common parts and the exterior, heating, lighting, security, lift maintenance and reception facilities.
Serviced offices	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. Search for serviced offices.  (See Action 20)
Services	All the systems that heat, cool, light and power a building.
Shell	The structure of a building, including the frame, structural floors and roof, excluding any services or finishes.
Shell and core	An office development where all internal finishes and services are left out, for provision by the tenant.
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 copiers, 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 conducted from one area to another.
Space 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.  (See Action 37)
Space Planning	The creating of a new design to meet your office requirements.
Space standard	A policy document stating how much and what kind of office space is given to each category of employee.
Specification	A written document detailing all the materials and products that 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.