Solve is a highly versatile platform designed to support a wide range of workplace needs. While Workplace Experience is the primary use case for many of our corporate clients, Solve is equally effective at helping Facilities and Operations teams address specific recurring, everyday issues across the office.

As a Facilities Manager, you’re already familiar with the pattern: the same complaints appear in your inbox week after week: temperature, coffee machines, printers, restrooms. These issues may seem routine, but unresolved, they directly impact employee satisfaction and productivity.

This guide shows you how to take a more structured, data-driven approach to resolving the most common workplace challenges. Below, you’ll find ready-to-use templates built around common workplace issues designed to make reporting faster, more consistent, and easier for employees to engage with.

Each template includes up to five predefined scenarios plus an “Other” option to strike the right balance between speed and flexibility. Priority settings should align with your operational strategy. However, we generally recommend setting scenarios to High priority where rapid response is critical to the workplace experience.

Issue #1: Temperature

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The data: Temperature remains the most frequently reported workplace complaint globally. IFMA research consistently ranks “too hot” and “too cold” as the top HVAC concerns. Stratus Building Solutions survey found that 27.4% of employees view temperature-related demands as the most disruptive workplace behaviour. Research from Lawrence Berkeley National Laboratory shows productivity can drop by up to 9% when temperatures fall outside the comfort zone.

• Template Name: Temperature Issues

• Assigned To: Facilities Team / Building Management

• Issues / Scenarios:  

• Too hot

• Too cold

• No air circulation / stale air

• Other

Template #2: Coffee Machine

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The data: Kitchen-related issues are among the highest-volume and fastest-reported workplace concerns. In the Stratus survey, 15.7% of employees cited coffee-related behaviours as a top annoyance. While minor on the surface, these issues often influence whether employees trust and use a facilities reporting system.

• Template Name: Coffee Machine

• Assigned To: Office Manager / Facilities

• Issues / Scenarios:  

• Machine not working

• No beans

• No milk

• Machine needs cleaning

• Report leak

• Other

Issue #3: Printer & Office Equipment

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The data: Equipment failures are immediate productivity blockers. Efficient categorisation and routing of these issues significantly improves ROI.

• Template Name: Printer & Office Equipment

• Assigned To: IT Support / Facilities

• Issue Type:  

• Printer not working

• Paper jam

• Out of paper / toner

• Print quality issues

• Other

Issue #4: Workspace Ergonomics

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The data: Poor ergonomics and workspace design are strongly linked to reduced productivity and increased sick leave. Research shows that employees in poorly configured workspaces are significantly more likely to take short-term leave due to discomfort or strain.

• Template Name: Workspace Ergonomics

• Assigned To: Facilities Team

• Issue Type:  

• Chair issue

• Desk setup issue

• Request monitor adjustment

• Storage or filing needed

• Cable management issue

• Other

Issue #5: Restroom & Cleaning

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The data: Cleanliness issues have a disproportionate impact on employee morale. Restroom and kitchen cleanliness are consistently ranked among the top drivers of workplace satisfaction.

• Template Name: Restroom & Cleaning

• Assigned To: Cleaning Team / Facilities

• Issues / Scenarios:  

• No toilet paper

• No soap

• Cleaning required

• Toilet leaking / blocked

• Sink leaking  / blocked

• Other

Issue #6: Meeting Room Issues

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The data: Meeting room failures, especially AV issues, create immediate and highly visible productivity losses. According to Gensler’s Global Workplace Survey 2024, access to functional, well-equipped meeting spaces is a key driver of office attendance and satisfaction.

• Template Name: Meeting Room Issues

• Assigned To: IT Support / Facilities (depending on issue)

• Issue Type:  

• Screen / monitor not working

• Audio issues (speakers / microphone)

• Wi-Fi not working

• Temperature issue

• Cleaning required

• Other

Customisation Tips

These templates are designed as practical starting points. You can adapt them to reflect the unique needs of your workplace, whether that means adding new scenarios, refining categories, or adjusting ownership and priorities.

Closing Notes

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Implementing structured reporting templates is one of the simplest and most effective ways to improve workplace operations. By standardising how issues are captured and routed, you not only reduce response times but also unlock valuable data that highlights recurring problems, service gaps, and opportunities for optimisation.

Over time, this approach allows Facilities teams to shift from firefighting to proactive management, improving both operational efficiency and employee experience.

Start with the templates in this guide, refine them based on your requirements and let the data guide your next steps.

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