Workplace language

Phrases officers use at work.

30 curated results

SubmissionAn official written paper put up for a superior or forum to note, discuss, clear, endorse, approve or decide.Also: paper, staff paper, submission paper, put up a paper, put up a submission“The submission is ready when the decision sought is clearer than the filename FINAL_v12_reallyfinal.docx.”
ClearanceA review confirming that material is suitable to move forward; clearance does not always constitute final authority to implement.Also: clear, cleared, for clearance, For Clearance, Pls, for clearance pls“Please clear the figures with Finance before the paper goes up for approval.”
Take offlineTo move a detailed, unresolved or tangential discussion to a separate conversation so the current meeting can proceed.Also: discuss offline, offline this, take it offline“Let’s take this offline before the meeting acquires a second agenda.”
SteerDirectional guidance from a senior officer or forum on how to proceed. A steer may narrow the options or indicate a preferred approach without constituting formal approval.Also: seek a steer, get a steer, management steer“Seek a steer before lovingly polishing the wrong option.”
First cutAn early working version prepared to establish the basic direction, structure or response before fuller review and refinement.Also: first-cut, first cut draft, first-cut response“A first cut may be rough; it may not be a blank page sent at 5.59pm.”
StaffAn officer who supports a principal or forum by analysing an issue, coordinating inputs, preparing recommendations or papers, and following decisions through; also used as a verb for carrying out that work.Also: staffing, staff work, staffing an issue, staffing a paper““Can you staff this to Jon by Fri?” usually means do the analysis, coordinate the inputs and put up a recommendation—not just forward the email.”
Working-levelDiscussion or resolution among officers doing the detailed staff work, usually before escalation to principals or a formal forum. Also called staff-level discussion.Also: working level, at working level, staff level, staff-level, at staff level“Let the working-level teams settle the facts first; escalate only the decision they cannot resolve.”
No surprisesA working norm that material issues, risks or disagreements should be surfaced early rather than first appearing at a formal forum.Also: no-surprises principle“Flag the cost overrun early; Steering Comm is the wrong place for its surprise debut.”
Instruction ManualA set of central government instructions covering administrative areas such as HR, finance, procurement, office administration, security or ICT.Also: IM, Government Instruction Manual“The IM is where “because policy” should eventually point.”
Pre-readA paper, deck or other material sent in advance so participants can review it before the discussion or decision.Also: pre read, preread, pre-reading material“Please send the pre-read by Tue so Wed’s meeting can start with the decision, not a tour of the slides.”
Reporting officerThe manager responsible for supervising an officer’s work and providing performance feedback and assessment under the agency’s appraisal arrangements.Also: RO, direct reporting officer“Your RO reviews your work and development; it is not a live reporting dashboard.”
Statutory boardA body established by legislation to perform public functions. It is part of government but is a separate legal entity, generally with its own governing board and operational flexibility.Also: SB, stat board“The statutory board has its own Act and systems, so its leave form may not look like yours.”
Whole-of-GovernmentWorking across ministry and agency boundaries towards the Government’s collective interests and outcomes, rather than optimising only for one organisation.Also: WOG, whole of government“A WOG solution starts when five agencies agree the problem belongs to all of them.”
Permanent SecretaryThe administrative head of a ministry and a senior career public officer responsible to the Minister.Also: PS, Perm Sec“PS is the ministry’s administrative head, not the Minister’s permanently available secretary.”
PostingAn officer’s placement into a job, which may be within the same agency or part of a structured move across agencies or sectors.Also: job posting, posted“Her next posting is in another agency; the word describes the job placement, not a social-media update.”
Action itemA specific follow-up task with an owner and, ideally, a due date arising from a discussion, decision or direction.Also: action point, follow-up action, AI“Action: Jon to confirm Legal’s view by Fri.”
Chief ExecutiveThe senior executive who heads a statutory board’s administration and management and works with its board, parent ministry and the wider Public Service.Also: CE, Chief Executive Officer, CEO““Please seek CE’s approval” means the head of the statutory board, not the most senior person currently online.”
Pls seeA short email or note instruction directing the recipient to read an attached, linked or quoted item.Also: please see, pls refer“Pls see below — the action is in the last paragraph.”
Pls follow upA short instruction asking the recipient to handle the next step and report back when needed.Also: please follow up, pls f/u, please action“Pls follow up with the other team and close the loop once they reply.”
Political office-holderA political leader holding government office, such as a Minister, Senior Minister of State, Minister of State or Parliamentary Secretary, as distinct from a career public officer.Also: POH, political office holder“The political office-holder sets political direction; officers still have to turn it into owners, dates and a paper.”
ApprovalA decision by the person or body holding the relevant authority to agree to a plan, request, commitment or expenditure.Also: approve, approved, for approval“The working team is aligned, but the proposal still needs formal approval before we proceed.”
SocialiseTo discuss an emerging proposal informally with relevant stakeholders so concerns can be understood and surprises reduced before formal staffing.Also: socialise the idea, socialize“Socialise the proposal with the affected agencies before the formal paper lands in their inboxes.”
3P partnershipA partnership among the public sector, private sector and people or community sector to address an issue or deliver an outcome together.Also: 3P, 3P partnerships, Public, Private and People, 3P sectors, 3P division“A 3P partnership needs more than three logos on the final slide.”
AmountA measure of how much of an uncountable thing there is.Also: amount of, amounts“Reduce the amount of time required for each review.”
Assessment yearA named annual performance-assessment or appraisal cycle in organisations that use this label.Also: AY, performance assessment year, appraisal year“The officer's performance will be reviewed for Assessment Year 2026.”
BandwidthA person’s or team’s available time, attention and capacity to take on or complete work.Also: work bandwidth, team bandwidth, have bandwidth, no bandwidth, free up bandwidth“I have bandwidth for one more task, provided the task is replying “Noted”.”
Basis periodThe period of income and expenses used to determine taxable income for a particular Year of Assessment.Also: tax basis period“The basis period for YA 2026 is the company's financial year ending in 2025.”
BimonthlyAn ambiguous frequency that can mean every two months or twice a month.Also: bi-monthly“Replace 'bimonthly payment' with 'payment on the 15th and final working day of each month'.”
BiweeklyAn ambiguous frequency that can mean every two weeks or twice a week.Also: bi-weekly“Replace 'biweekly meeting' with 'meeting every two weeks' if that is the intended schedule.”
Calendar yearThe period from 1 January to 31 December, both dates inclusive.Also: CY, calendar-year“Report the incidents recorded during calendar year 2026.”