Bringing in a top-tier office coffee machine is just the first step - to truly make it a success for your team, you need to consider setup, quality, maintenance, cost and clear roles. Follow these five key practices for a smooth, satisfying workplace coffee experience.
1. Choose the Right Location
When placing your machine, factor in both convenience and comfort. If possible, choose a spot near water mains - but also away from quiet-work areas since brewing can generate some noise. Ensure there's enough space around the machine for people to move freely without bumping desks or disrupting colleagues.
A well-placed coffee station encourages use and prevents awkward traffic or discomfort around busy work areas.
2. Use High-Quality Ingredients
Investing in a premium machine only pays off if you also fill it with great ingredients. Using sub-standard beans, tea, milk or chocolate will undermine your investment and lead to disappointing drinks.
By selecting the best products available, you ensure the coffee tastes good consistently - which helps make the coffee station a perk your staff actually appreciate.
3. Assign Responsibility & Maintain Hygiene
A coffee machine isn't "set-and-forget." To keep drinks hygienic, the station clean, and supplies replenished, designate someone (or rotate) to handle regular cleaning, restocking, and spill clean-up.
This avoids the common problem of a once-clean machine becoming unkempt - no one enjoys using a dirty coffee station. It also protects the machine itself, preserving it's lifespan and performance.
4. Budget for Ongoing Costs - Not Just the Machine
When evaluating the investment, don't focus only on the upfront cost. A realistic plan should include spending on ongoing supplies (beans, milk, tea, cleaning products) and maintenance.
Consider a maintenance agreement after your warranty ends to avoid unexpected service or repair fees. Planning ahead keeps costs manageable and ensures the machine remains reliable long-term.
5. Treat It As a Workplace Amenity, Not Just Equipment
A well-maintained, high-quality office coffee setup can become a small but meaningful perk - a boost to workplace morale and culture. This also helps the investment feel worthwhile. Multiple industry sources note that good coffee facilities at work can improve productivity and employee satisfaction.
When done right, a coffee station transforms from a simple beverage corner into a valued part of office life.
Why These Steps Matter
- Better first impressions: A clean, high-quality coffee station gives clients or visitors a more professional experience.
- Consistent satisfaction: High-quality ingredients + clean maintenance = great coffee every time.
- Hygiene & longevity: Regular cleaning prevents build-up, ensures hygienic drinks, and prolongs machine life.
- Cost control: Factoring in ongoing expenses avoids surprise costs and helps budget effectively.
- Boosted morale and productivity: good coffee culture contributes to employee wellbeing, breaks monotony, and encourages social interaction.
Quick Checklist for Your Office Coffee Setup
| Tasks |
Why It Matters |
| Choose an appropriate location |
Minimises disruption, ensures easy access |
| Use high-quality beans/ingredients | Guarantees better taste and consistency |
| Assign responsibility for cleaning | Keeps the machine hygienic |
| Budget for supplies & maintenance | Avoids unexpected costs |
| Promote it as a workplace benefit | Improves morale, satisfaction & culture |
