ProjectBox Glossary

You may have read or heard common buzzwords like systemise, accessibility and even the word buzzwords (!!) but been wondering what an earth they actually mean or are too embarrassed to ask. Below is a list of the words that we commonly throw around, and our definition for each of them. We will keep adding to this list as needed!

If you have a term that you have heard or seen but are unsure what it means, feel free to get in touch and let me know! You can get us through our Facebook page or send us a direct message here!


The dictionary has accessible as an adjective meaning easy to approach, reach, enter, speak with, or use. This is exactly what we mean when we refer to being accessible.

Your systems (see below) need to be easy to use and easy to find. We also use this term when referring to having access to your business whenever and from wherever. 


A blog is a website or a part of a website that contains stories/articles written by the website owner about their experiences, their expertise, opinions etc. This information that you are reading now is a Blog post meaning it is an article (post) that belongs to a blog.

Blog’s are used/created both by individuals and by businesses to share information with the rest of the world.


A word or phrase that becomes very popular at a particular point in time or in a particular context.


Not the fluffy white thing in the sky but a buzzword (see above!)  meaning to access your files from anywhere. But the reality is that the ‘cloud’ is made up of physical infrastructure – many, many computers housed in warehouses all over the world.  Using cloud computing means storing and using electronic files on a place that is not your computer meaning that you can access data from just about anywhere and at any time (assuming you have access to an internet connection!). When you store something ‘in the cloud’ you are actually storing it in a very physical space on a server (a very big computer) somewhere in the world.

In the past, you would have bought a computer with a hard drive inside and stored your files there. Now companies like Google, Apple or Dropbox store the file remotely and provide you with access when you require it. Depending on what service you are using, there may or may not be charges for the service.

Still confused? Just remember that it is not one cloud. It’s simply a bunch of difference services (stored physically on very big hard drives somewhere in the world) made accessible using the internet.


Productivity is a big concept, it covers a lot of areas and means something different to everyone. If you Google it you will come up with thousands of pages of definitions.

For us – productivity means to get a lot of stuff done in a lot less time. It asks the question of how well we use our time and our resources available (both human and machine). For example, an awesomely productive day might mean working 6 hours instead of 9 while getting even more done! Meaning that you can use that extra time to do things that are more important such as spending time with family or dreaming up your next holiday.

Project Management

Wikipedia defines project management as the discipline of initiating, planning, executing, controlling and closing the work of a team to achieve specific goals.

When we use this term we are talking about the software that aids this process. Every software company will have it’s own layout and design but the functions are basically the same. It allows you to create, plan, execute, and control a project. Everything from deadlines, contact details, conversations, finance, accountability (assigning tasks/goals to people within a team), timeframes etc.


SOP’s (or Standard Operating Procedures) is a set of step-by-step instructions compiled by a business to help employees carry out routine operations. Historically found printed and bound into thick books which no one ever uses, SOP’s have been reborn into individual documents stored digitally and more often are being accompanied by video instructions.

The change into digital procedures/processes allows for better accessibility and employee engagement.


When we talk about systemising, we mean to create a business that consistently achieves the same result, regardless of who is completing the tasks. It means having clear, processes/procedures in place to ensure that your customers and business are both being looked after, at a standard you have set.


Our tools are not hammers, brushes, stethoscopes or saws. Instead, our tools refer to software that we use to make us more productive and to systemise (see above definitions!). Examples include Canva, Podio, Proposify, OneDrive etc.


The process through which a piece of work (or task) passes from initiation to completion. This may be a human process or an automation process. Workflows are used to build a systemised business.

Pip Meecham

Systems and Operations Specialist & Founder of ProjectBox