--- title: "Glossary" url: https://doorjames.com/glossary/ language: en updated: 2026-09-22 type: glossary-index section: resources description: "Desk sharing, hot desking, desk sharing ratio, geofencing, clean desk policy and other terms around hybrid work – explained briefly and practically." translations: de=https://doorjames.com/de/glossar/ formats: https://doorjames.com/glossary/index.md https://doorjames.com/glossary/index.json https://doorjames.com/glossary/index.jsonld bookDemo: https://meet.doorjames.app/public-schedule/99469a6d66d20f7fdd5ee19182a8f8bd (30 min, Microsoft Teams) --- # Terms around hybrid work > The glossary explains the terms that recur in hybrid work and workplace management projects: from desk sharing and hot desking through the desk sharing ratio to geofencing and clean desk policies. Every entry starts with a concise definition and then places the term in practical context. The terms that keep coming up in hybrid work projects – each with a definition you can quote. ## Glossary - [Activity based working](https://doorjames.com/glossary/activity-based-working/): Activity based working describes an office concept in which the work setting is chosen by activity rather than by person or department. The office provides different zones for that: focus desks, project areas, collaboration zones, phone booths and informal spaces. Desk sharing is the precondition, not the goal. - [Clean desk policy](https://doorjames.com/glossary/clean-desk-policy/): A clean desk policy is a binding rule to clear the desk completely at the end of the working day: no documents, no devices, no personal items. It is the organizational precondition for desk sharing and simultaneously an information security measure, because confidential material does not stay out in the open. - [Desk booking](https://doorjames.com/glossary/desk-booking/): Desk booking is the reservation of a specific workplace for a defined period – usually a day or half day – through a floor plan, a list or an app. It is the operational mechanism behind desk sharing: because desks are no longer personally assigned, they have to be allocated, and booking is how that allocation happens without anyone coordinating it manually. - [Desk sharing](https://doorjames.com/glossary/desk-sharing/): Desk sharing is an office concept in which desks are not permanently assigned to individuals but used in turn by several employees. Anyone coming to the office books a free desk – usually through software with an interactive floor plan. The number of desks is therefore lower than the number of employees. - [Desk sharing ratio](https://doorjames.com/glossary/desk-sharing-ratio/): The desk sharing ratio describes the relationship between available desks and the number of employees at a location. A ratio of 0.7 means seven desks for ten people. It is the central planning figure in space planning and should be based on measured attendance rather than estimates. - [Evacuation management](https://doorjames.com/glossary/evacuation-management/): Evacuation management covers the organisational preparation and execution of a building evacuation: assembly points, responsibilities, first aiders, status reporting and, above all, the question of who was present. Digital workplace systems contribute a live presence list derived from check-ins, which replaces a printed list that is out of date the moment it is printed. - [Event management (workplace)](https://doorjames.com/glossary/event-management/): Workplace event management organises internal formats such as town halls, trainings, team days, onboarding sessions and customer visits. It covers publishing the event, collecting registrations, enforcing capacity limits, handling guest lists for external attendees and checking people in on the day. Unlike public event platforms, it operates inside the organization's own user directory and building model. - [Geofencing](https://doorjames.com/glossary/geofencing/): Geofencing is a virtual radius around a place whose entry or exit triggers an action on the end device. In the workplace context it serves automatic check-in and check-out: entering the office site confirms the booking. Acceptance depends on the evaluation happening locally and no location history being stored. - [Hot desking](https://doorjames.com/glossary/hot-desking/): Hot desking describes an office concept in which desks are neither permanently assigned nor booked in advance: whoever arrives takes a free desk. It is the simplest form of shared desks and differs from desk sharing with booking in that it creates neither predictability nor usage data. - [Hybrid work](https://doorjames.com/glossary/hybrid-work/): Hybrid work describes a working model in which employees deliberately alternate between the office and another work location, usually home. Unlike pure remote work the office remains the place for collaboration; unlike on-site work attendance is not daily. The planning questions that workplace software addresses arise from that alternation. - [Interactive floor plan](https://doorjames.com/glossary/interactive-floor-plan/): An interactive floor plan is a digital representation of a floor on which every bookable resource – desks, meeting rooms, parking spaces, lockers – is placed in its real position and shown with its live status. Employees book by selecting a place on the plan rather than a name from a list, which makes proximity to colleagues, windows, quiet zones and equipment visible at the moment of the decision. - [No-show rate](https://doorjames.com/glossary/no-show-rate/): The no-show rate describes the share of booked desks or rooms that were not actually used. It is measured through the missing check-in. A high rate means blocked capacity: resources appear occupied but stand empty – particularly relevant for meeting rooms and parking spaces. - [Occupancy rate](https://doorjames.com/glossary/occupancy-rate/): The occupancy rate is the share of available workplaces, rooms or areas that were actually used within a defined period. It is calculated as used resources divided by available resources, and it changes meaning depending on whether "used" means booked, checked in or measured by a sensor. For capacity planning the peak occupancy rate matters more than the average. - [Office management](https://doorjames.com/glossary/office-management/): Office management is the operational administration of an office building in daily use: allocating workplaces and meeting rooms, receiving visitors, managing parking spaces and equipment, organising internal events, handling service requests and documenting who is on site. In software terms it is the layer between HR systems, which know the people, and facility management systems, which know the building. - [Space management](https://doorjames.com/glossary/space-management/): Space management is the modelling, allocation and evaluation of usable floor space in an organization. It defines which locations, floors, areas and resources exist, how large their capacity is, who may use them under which rules, and how heavily they are actually used. Its purpose is to match the space an organization pays for with the space it needs. - [Utilization data](https://doorjames.com/glossary/utilization-data/): Utilization data describes how intensively workplaces, meeting rooms and areas are actually used, as opposed to how they are planned or booked. It is collected from bookings, check-ins, badge records or occupancy sensors, and is typically reported as occupancy per area, peak simultaneous presence, no-show rate and weekday pattern. Its value depends entirely on a stated measurement method. - [Visitor management](https://doorjames.com/glossary/visitor-management/): Visitor management describes the organized handling of external guests: invitation, pre-registration, check-in on site, badge, host notification, where required a safety briefing, and check-out. Digital systems replace the paper list at reception with a documented, evaluable process that can be designed to meet data protection requirements. - [Workplace analytics](https://doorjames.com/glossary/workplace-analytics/): Workplace analytics describes the systematic evaluation of office usage data: bookings, check-ins, no-shows, cancellations, visitor numbers and their distribution across floors and weekdays. The goal is not observing people but steering space, cleaning, services and investment based on real usage. ## Related pages - [Desk booking](https://doorjames.com/features/desk-booking/) - [Workplace analytics](https://doorjames.com/features/workplace-analytics/) - [FAQ](https://doorjames.com/faq/) --- Door James by CGI · https://doorjames.com · doorjames.support@cgi.com