When They Say... / They Actually Mean...

A Plain-English Guide to the Tech Jargon Nobody Explains

By Matthew Humphrey, Founder — Simplissit  ·  April 2026  ·  10 min read

Tech talk doesn't have to feel like a foreign language.

We've all been there. You're in a meeting with the IT guy or a potential software vendor, and they say something that sounds like another language. Rather than question the term — since it was said with authority and like you should already know it — you smile and nod. The problem is, you just missed a crucial part of the conversation because the person you're talking to can't speak in a way that you understand.

The reason this matters is because whether you're a key decision maker, an influencer in your company, or even in IT yourself, you shouldn't walk away from any interaction without a full understanding of what on earth they just said.

Human nature makes it difficult to go back to the person and say "actually, I didn't understand what you meant by..." You don't want to make it seem like you don't understand and shift the power into the hands of the person who committed the worst of crimes: talking in tech jargon.

Luckily for you, we at Simplissit are here to demystify some of these alien terms — and put them in a way you understand.

📖 How to use this guide
Browse by category, or just scan the bold phrases in the left column until you find the one that made you nod-and-smile. We've translated each term into plain English — and added a quick note on why it actually matters to your business.

🚚 Migrations & Moving Your Stuff

If someone's talking about migrations, they're talking about moving things from Point A to Point B. Here's what that actually looks like in practice.

When They Say...	They Actually Mean...	Why You Should Care
"We need to migrate to the cloud"	We're going to move your files, email, or software from a computer/server in your office to the internet — so you can access everything from anywhere.	This usually means a big project. Ask how long it'll take, what it'll cost, and whether your team will lose access to anything during the move.
"We'll use Robocopy for the file transfer"	We're using a built-in Windows tool to copy your files in bulk. It's like a really smart copy-and-paste that can handle millions of files without losing track.	If someone mentions this, they're moving a LOT of files. Make sure they have a plan for what happens if something goes wrong midway.
"We need to migrate your Exchange server"	We're moving your email system — all your inboxes, calendars, and contacts — from a server in your office to one managed by Microsoft online (Microsoft 365).	This affects every single person who sends or receives email in your company. Ask about downtime and whether old emails will come with you.
"We'll do a cutover migration"	We're moving everyone's email all at once — like ripping off a band-aid. One weekend, you're on the old system. Monday morning, you're on the new one.	Best for small teams (under 50). Fast but intense. Make sure your IT person has a rollback plan in case things go sideways.
"We're doing a staged migration"	We're moving people over in batches — a few departments at a time — instead of everyone at once.	Less risky than a cutover. Takes longer, but if something breaks, it only affects one group, not the whole company.
"We need to decommission the old server"	We're turning off and getting rid of the old computer that used to run your stuff, now that everything has been moved.	Make sure EVERYTHING is confirmed moved before they pull the plug. Once it's off, getting data back is expensive — if it's even possible.
"We'll set up a hybrid environment"	We're keeping some of your stuff on your local server AND putting some in the cloud. You'll be running in both places at the same time.	This is common during transitions. Just make sure there's a clear plan for what lives where — and that it doesn't stay "hybrid" forever without a reason.

🏗️ Setting Up Your Environment

Before your team can get to work, someone has to build the digital foundation. These are the terms you'll hear during that "behind the scenes" phase.

When They Say...	They Actually Mean...	Why You Should Care
"We need to provision your environment"	We need to set up all the behind-the-scenes stuff — user accounts, software, security settings, file storage — before anyone can start working.	This is the "building the house before you move in" phase. It takes time, but skipping it leads to chaos later.
"We'll configure your tenant"	We're setting up your company's private space inside Microsoft 365 (or Google Workspace). Think of it as your company's apartment in a giant building — it's yours, it's private, but Microsoft owns the building.	This is where your email, files, and settings live. Get it right the first time — changing it later is like remodeling while people are living in the house.
"We need to set up Active Directory"	We're creating the master list of who works at your company and what they're allowed to access. It's the digital version of giving everyone a building key card.	This controls who can log in, what they can see, and what they can do. If it's messy, people either can't access what they need — or they can access things they shouldn't.
"We need to configure DNS"	We need to update the internet's address book so that when someone types your website or email address, it knows where to go.	If DNS is wrong, your website goes down and your email stops working. It sounds boring, but it's the foundation of everything.
"We'll set up MFA / two-factor authentication"	We're adding a second lock to the door. Instead of just a password, you'll also need to approve a notification on your phone or enter a code.	This stops 99% of password-based attacks. Yes, it's one more step when you log in. No, it's not optional anymore.
"We're deploying a Group Policy"	We're pushing out a set of rules to every computer in your company at once — things like "screens lock after 5 minutes" or "nobody can install random software."	This is how IT keeps 30 laptops behaving the same way without walking to each one. Ask what rules are being set — some affect your daily workflow.
"We need to configure your firewall"	We need to set the rules on your digital bouncer — telling it what internet traffic is allowed in and out of your network.	A misconfigured firewall either blocks things your team needs or lets in things that are dangerous. It's a balancing act.
"We'll spin up a VM"	We're creating a virtual computer — a computer that runs inside another computer. It looks and acts like a real PC, but it's just software.	Companies use these to run old programs, test things safely, or save money on hardware. If someone says this, ask why — there's usually a good reason.

🔒 Security & Keeping Things Safe

Security jargon is the scariest — mostly because it usually comes up when something has already gone wrong. Here's what they're really saying.

When They Say...	They Actually Mean...	Why You Should Care
"You've been hit by a phishing attack"	Someone on your team clicked a fake email that looked real, and now the bad guys might have a password, access to an account, or worse.	This is the #1 way small businesses get hacked. It's not your team's fault — these emails are getting scarily good. Training helps.
"We need to encrypt your data"	We're scrambling your files so that if someone steals them, they can't read them without the key. Think of it as writing in a secret code only your team knows.	If a laptop gets stolen or a hacker gets in, encrypted data is useless to them. Unencrypted data is a goldmine.
"You need an endpoint protection solution"	You need antivirus software on every computer and phone that connects to your company — but smarter than the free stuff. It watches for suspicious behavior, not just known viruses.	"Endpoint" just means "any device." Every laptop, phone, and tablet your team uses is a door into your company. This locks them.
"We should set up a VPN"	We're creating a private, encrypted tunnel between your team's devices and your company's network — so working from home or a coffee shop is just as secure as being in the office.	If your team works remotely at all, this matters. Without it, their traffic on public Wi-Fi is visible to anyone who's looking.
"You need a disaster recovery plan"	You need a written plan for what happens when everything goes wrong — a hack, a flood, a server failure. Who does what? How fast can you get back to work?	The businesses that survive disasters are the ones that planned for them. The ones that didn't? They're the cautionary tales.

💡 Quick reality check
If your IT provider can't explain what they're doing in plain English, that's a red flag — not a sign that it's too complex for you. You deserve to understand what you're paying for.

☁️ Cloud & Software

The "cloud" might be the most overused — and least understood — word in business tech. Let's clear the air (pun intended).

When They Say...	They Actually Mean...	Why You Should Care
"It's a SaaS product"	It's software you use through your web browser and pay for monthly — like Netflix, but for business tools. You don't install anything.	Most modern business software works this way (QuickBooks Online, Microsoft 365, Slack). You're renting, not buying — which means you can cancel, but you also can't skip payments.
"We should move to a cloud-based solution"	Instead of running this software on a computer in your office, we should use a version that runs on the internet — managed by someone else, accessible from anywhere.	This usually means less hardware to maintain, automatic updates, and access from any device. But it also means you need reliable internet.
"You need to manage your licenses"	You're paying for software subscriptions — and you need to keep track of how many you have, who's using them, and whether you're overpaying for stuff nobody uses.	Most small businesses are paying for licenses for people who left the company months ago. A quick audit usually saves money.
"We recommend Power Automate for that"	There's a tool built into your Microsoft 365 subscription that can automate repetitive tasks — like sending a notification when a form is submitted, or saving email attachments to a specific folder automatically.	You're probably already paying for this and don't know it. Automating even one repetitive task can save hours per week.
"You should consider an RMM tool"	We want to install software that lets us monitor and manage all your computers remotely — see when something's wrong, push updates, and fix problems without being physically there.	This is how modern IT support works without a full-time person on-site. It's how they know your computer needs an update before you do.
"Your data is stored on-prem"	Your data is stored on a computer or server physically located in your office — as opposed to being in the cloud.	On-prem means you own and maintain the hardware. If that server dies and you don't have backups, your data dies with it.

🛠️ Day-to-Day IT Talk

These are the phrases you'll hear on a Tuesday afternoon when something isn't working right and you just want it fixed.

When They Say...	They Actually Mean...	Why You Should Care
"We need to reimage that machine"	We're wiping the computer completely clean and reinstalling everything from scratch. It's the IT version of a factory reset.	This usually means the computer is too messed up to fix normally. Make sure your files are backed up before they do this.
"Have you cleared your cache?"	Have you deleted the temporary files your browser saved? Sometimes old saved data causes websites to behave weirdly.	This is IT's version of "have you tried turning it off and on again?" — and honestly, it works more often than you'd think.
"We need more bandwidth"	Your internet connection isn't big enough for what you're asking it to do. Think of it like a highway — you have too many cars and not enough lanes.	If video calls keep freezing and file uploads take forever, this might be why. The fix is usually upgrading your internet plan.
"There's a latency issue"	There's a delay between when you do something and when the computer responds. Everything feels sluggish — like talking to someone with a 3-second delay.	Usually a network or internet problem. If your team complains that "everything is slow," this is probably what's happening.
"We need to patch your systems"	We need to install updates that fix security holes and bugs. Software companies release these regularly — ignoring them is like leaving your front door unlocked.	The majority of cyberattacks exploit known vulnerabilities that already had patches available. Staying up to date is one of the simplest things you can do.
"Let's put in a ticket"	Let's log this problem in our tracking system so it doesn't get forgotten and we can prioritize it properly.	This isn't IT brushing you off — it's them making sure your problem doesn't fall through the cracks. A good ticket system means nothing gets lost.

Over to You

Of course, these are only a rowboat in a sea of tech babble.

What phrases have you heard that you'd like explained in plain English? Comment below and we'll do what we do best: put the term in a way you understand.

At Simplissit, we believe technology should be explained, not assumed.

If your IT conversations feel more like decoding than deciding, let's talk.

simplissit.com  |  hello@simplissit.com