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How do I set up an office coffee station?

Alex | December 11, 2022

Did you know that drinking 2 – 3 coffees per day can help you live longer? This research published in the European Journal of Preventative Cardiology along with many other studies proves that coffee has many health benefits.

In fact, most of us do drink between 2 – 3 cups of coffee a day, so it’s important to make your coffee station at work accessible and orderly. If you have the responsibility of looking after the office kitchen and refreshments at work, read on. We’ve put together our top tips to make your office coffee station an enjoyable and effective space that your team will love.

What to consider when creating your office coffee station

The key things to think about when planning your office coffee station are budget, space, equipment, coffee machine, snacks and of course, coffee. To start with, it’s a good idea to ask your team what is important to them. Find out what type of coffee drinks they like and find a coffee machine that will suit your requirements. For more information, you can check out our blog on choosing the perfect coffee machine for your office.

Bean-to-cup machines

Most customers opt for a bean-to-cup coffee machine for the office. The term ‘bean-to-cup’ simply describes the coffee-making process. The coffee is ground, pressed and brewed fresh all at once. These machines grind the beans, and then hot water is forced through the coffee at high pressure. The result is a perfect cup of coffee poured in seconds, all at the touch of a button. A bean-to-cup machine is like a coffee machine and barista all in one!

The great thing about bean-to-cup machines is that offer a wide variety of coffee drinks. Your team can choose from espressos, americanos, cappuccinos, lattes, flat whites and more. Many models offer hot chocolate as well.


You’ll need to make sure that you have enough space for your machine in the kitchen. Most bean-to-cup machines are plumbed directly into a water source so you’ll need to bear that in mind. You can get handfill versions which are just as good, but they will need to be filled regularly with water to keep the coffee flowing.

They can also be fairly tall in height as the coffee bean hopper sits on top of the machine. Just check that when you’ll be refilling these hoppers it’s quick and convenient and you have the space you need.


Of course, you’ll also be considering the budget. The great thing about most coffee machine suppliers is that you don’t have to fork out a large expense on purchasing upfront. You can choose to buy your machine outright, but this may mean you’re not covered with an appropriate cover and service plan.

Most of our customers opt to either rent a machine or get one on a free loan agreement. Both options have contracts that start from as little as three months so you’re not tied into a long commitment. Your team may decide after a few months that you need a higher-performance machine, or your headcount may have grown in number, or you don’t need as many drink options as before. Whatever it is, you can switch, upgrade or cancel.

Free loan agreements work so you would sign up for a certain amount of coffee and supplies each month and the machine would be on loan at no extra cost. Both of rental and free loan options are covered by our service plans. We have an Essential service plan which comes as standard, and a more comprehensive and proactive cover with our Total Care package.

Who’s in charge?

Have you got a dedicated person in the team that will happily take responsibility for the coffee station? It’s a pretty simple role where they’ll just need to make sure everything is fully stocked. The machine itself should be kept topped up with coffee beans.

It’s also a good idea to offer your team a choice of milk to enjoy in their coffee. Alt milks are increasing in popularity and some of your team might want to opt for a dairy-free option. We recommend you offer at least one dairy milk alternative. There are coffee machines that have dual milk fridges so you can provide your team with a choice. The same goes for coffee beans as many machines have dual bean hoppers, so you can choose two different types of coffee beans or offer a decaf option.

Along with keeping the area stocked with tea, coffee, and milk, providing snacks is an office perk which people value. It doesn’t have to cost the earth. Providing fresh fruit, biscuits and some treats help to show your team you care about their health and wellbeing. And don’t forget to provide your team with a quality water dispenser at work. There are lots of undercounter water taps that pour refreshing filtered still, sparkling and hot water to further improve your coffee station area.

Social engagement and workplace culture

If you’re aiming to make your office coffee station a hub where you’re encouraging your team to socialise, you can add some fun elements as well. Some good ideas include keeping a few fun games in the area – it doesn’t have to be an extravagant table football, pool table or ping pong set for example – although your team would probably enjoy that. You can just add a few interesting games that encourage the social aspect and where people can take their breaks and enjoy the company of work colleagues in less formal settings than meeting or board rooms. Creating a space where team members can interact and learn more about each other while getting a coffee can serve to enhance your workplace culture.

Get in touch

If you need any advice on setting up an effective office coffee station, simply get in touch with us. We’ve been in the office coffee business for over 40 years and our team would be delighted to help you. Invest in a premium quality bean-to-cup machine and you can expect great tasting coffee, reliability, consistency, and a barista-style coffee experience at work. Check out our range of bean-to-cup machines today.