Office coffee machine cleaning and maintenance checklist

Getting the most from your facilities and amenities requires a little maintenance. Office managers will know that keeping on top of small jobs can save a lot of work down the line. When it comes to coffee machines, these small jobs will not only keep the coffee consistent, but will also extend the life of the machine and give you more return on your investment.

It can be tricky to recall everything that needs doing to maintain your coffee machine. We’ve made a handy list for you so you can stay on top of everything.

Daily checklist

​[ ] Run the automated clean
Select the coffee and milk cleaning icons first thing in the morning or before you head home. This is the single most important step to prevent disruption, and it will save your machine from breaking down.

​[ ] Soak the steam wand
If you have a steam wand, let the nozzle sit in a jug of milk cleaning solution for 10 minutes. This dissolves the hidden milk proteins inside the spout.
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[ ] Clear the waste
Always empty the coffee grounds drawer and the drip tray before they overfill. Give them a quick rinse so they don’t sit with stagnant water or old coffee pucks in them.

​[ ] Manage your stock
Only fill the bean hoppers and powder canisters with enough for one day. This keeps the ingredients fresh and stops the powder from absorbing moisture.

​[ ] Wipe the sensors
Give the milk fridge and the external sensors a quick wipe with a damp cloth to keep everything communicating properly. If you need help, we have cleaning guides on our website, and our team will be happy to help.
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Weekly checklist

​[ ] Wash the mixer unit
For machines using chocolate or milk powder, take the mixer unit apart and wash the components in warm water.

​[ ] The “dry” rule
After washing any parts that come into contact with powders or ground coffee, ensure they are 100% dry before putting them back. Even a tiny bit of dampness will cause the powder to clump and block the machine.

​[ ] Clean the dispensing spout
The coffee dispensing parts will need a scrub or a cycle in the dishwasher. This prevents buildup caused by the oils in espresso.
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[ ] Dust the hoppers
Empty the beans out and wipe the inside of the hoppers with a dry cloth to remove any build-up.
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Tips for a long-lasting, consistent coffee machine

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Use recommended beans
It is tempting to grab whatever is on offer at the supermarket, but many high-street beans are roasted in a way that makes them very oily. This oil builds up in the grinder and the brewing unit, which leads to bitter coffee and eventually a mechanical jam. Using FreshGround’s workplace-curated blends ensures the beans are the right consistency for your machine’s internal parts.

Don’t ignore the filter
Your water filter is the only thing standing between your machine and limescale. These need replacing about once every six months. Scale build-up is the number one cause of internal damage, so staying on top of those filter changes will keep all the internal parts free from buildup.

​Keep it cool
For machines using fresh milk, always ensure your fridge is set correctly and that the milk goes cold. If the milk sits at unsafe temperatures, it will spoil faster. The machine’s sensors may struggle to process it correctly, which leads to poor frothing performance.

Stick to your routine
For fresh milk coffee machines, the daily cleans are non-negotiable. Its extra important to stick to that cleaning routine if you have one of these machines. We always recommend that if you want an easier life, go for a granulated milk coffee machine.

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Why a service plan is your best friend

​Even with the best daily care, commercial machines are hard-working pieces of equipment which everybody relies on. Having a proper service contract in place is the difference between a quick fix and a week without coffee.
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At FreshGround, we offer Essential and Complete Care plans because we know that when a machine goes down, office productivity usually follows. A service plan gives you access to the CoffeeCrew and our 60/16 promise. This means we aim to get back to you within 60 minutes and have a fix in place within 16 working hours.

Our Essential Care plan is more ‘reactive’ than proactive. This means we will send an engineer out to repair a machine when it develops issues. This level of cover is included in all rental and free loan contracts from FreshGround.

​If you opt for Complete Care, we take the mental load off you entirely by including proactive maintenance visits and water filter management. It is far easier to prevent a breakdown during a scheduled check-up than it is to scramble for a one-off repair when the machine stops working right before a big meeting.