A facilities or office manager’s checklist for choosing the right office coffee machines

Choosing the right office coffee machine can feel like a detailed job. You want something reliable, simple to manage and capable of delivering great quality drinks without taking up your team’s time. The right setup can transform the workplace and make the day feel smoother for everyone. This checklist will help you understand what to look for and how to make a confident choice.

Start with the coffee experience you want to create

Before looking at machines, think about the kind of experience you want people to have. Many workplaces aim for a barista style feel. This means high quality, fast service and fresh whole bean coffee that tastes great every time. A bean to cup machine delivers this without any specialist training. It also supports teams of all sizes because drinks are ready in seconds and the machine handles the process automatically.

Match the machine to your space

Your coffee area should be simple to navigate. Most offices place machines in kitchens or breakout areas because these are natural gathering points. Consider how people move through the space. A clear digital menu helps everyone find what they need quickly. Some machines even allow drinks to be ordered through an app, which makes things even easier during busier times.

The size of your area also matters. A compact machine can be ideal for smaller spaces. If you have a larger kitchen, you can build a full coffee station with accessories, mugs and syrups.

Offer proper choice for your team

Great office coffee is all about variety. People enjoy different drinks, so a machine that supports multiple options helps everyone feel included. A bean to cup machine can usually prepare americanos, lattes, cappuccinos, espressos, mochas and hot chocolate. Many allow you to adjust drink strength, size and milk settings.

Dual bean hoppers are helpful because they allow you to offer decaf or a second roast profile. Some machines also support separate milk fridges, which means you can serve dairy and plant based milks at the touch of a button.

If your team likes extra flavour, syrups such as caramel or vanilla are an easy addition that gives people more ways to personalise their drink.
Consider the features that matter most

Bean to cup machines come with a range of optional features. The right combination depends on your workplace. Useful additions include automated cleaning cycles, which make day to day maintenance simple. Other popular features include multiple bean hoppers, hot chocolate modules, cup warmers, touchless operation and remote control options.

Some machines also support custom branded screensavers which can help the machine feel part of your office environment.

Plant based milk support is becoming increasingly popular and can be important for teams with dairy allergies or vegan preferences.

 

Discover more: The latest consumption trends for milk

Keep maintenance simple

A machine that is easy to maintain will always support better workplace morale. Most bean to cup machines run automated daily cleaning cycles. The external wipe down only needs multipurpose spray and takes a few seconds. Keeping the surrounding area tidy also makes the whole experience more enjoyable. Cleaning kits make routine tasks straightforward and predictable.

Choose the right beans

The beans you use have a huge impact on flavour. Fresh, well roasted whole beans turn an ordinary drink into something people look forward to. They also help create the positive first impression you want for guests and new starters.

Cheaper beans might seem cost effective in the short term, although they often produce weaker results. Renting a machine or using a free loan agreement can help keep costs manageable while still allowing you to use higher quality beans.

Understand your priorities before you choose a supplier

Once you know what type of setup you want, you can start comparing suppliers. There are many across the UK and most offer a broad range of machines. It helps to begin by understanding your team’s needs. Do you need dairy free options. Is a decaf choice important. Are there people who prefer stronger coffee or alternative milks. Define these before you shortlist.

Reviews are a good starting point because they show what customers experience day to day. Many suppliers use independent platforms. We use Reviews.io.

Trials can also be helpful. We offer machine trials for a few weeks or a short term three month rental, which lets you test the service before making a decision.

Servicing is a major differentiator. Ask suppliers how they handle callouts, what their response times are and how their support packages work. Some teams prefer proactive scheduled maintenance. Others prefer callout only cover. Our Complete Care and Essential Care packages support both approaches.

Build a setup that supports your workplace

A well chosen machine can improve your workplace culture by encouraging people to take a break, connect and recharge. The right supplier will offer reliable machines, a quick response time and clear resources such as cleaning guides and an easy way to order beans and products.

If you need help finding the right solution, our team is always happy to advise. With more than forty years of experience in office coffee, we know what works and how to create a setup that suits your space and your team.