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office coffee machine

It has become common practice to start the working day with a strong cup of fresh coffee, and that’s why workers all over the UK head straight to the local cafe or high street coffee shop before making their way to work. This is why leasing an office coffee machine as a workplace perk is a fantastic idea, as they allow employees to save their money while remaining efficiently and happily caffeinated throughout the day. Having a commercial coffee machine in the office is also a great way of improving productivity, as no one needs to leave the building in order to get a refill.

There are many things to consider when leasing an office coffee machine. You need to decide what attributes you want your coffee machine to feature, do you want one that offers a broad range of fancy drinks options or one that sticks to the basics? Some commercial coffee machines are available with an optional payment system, would you like yours to have one? Where is it going to go, does it need to fit into an office kitchen? How many people does it need to serve? How much space is actually available in the office? And so on.

Deciding to lease a coffee machine for the office is just the first step, however, and making sure you choose the right make and model to suit your workplace can be a bit overwhelming. But don’t panic! The Bibium team deal with this every day and we are here to help you break down what’s important to you and what your requirements are.

Considerations To Make When Leasing An Office Coffee Machine:

  • Office size – How many people will the office coffee machine have to serve?
  • Office layout – Do you need one coffee machine or two?
  • Storage – Do you have adequate refrigerated storage space for fresh milk?
  • Ordering – Who will be responsible for ordering coffee and consumables?
  • Cleaning – How easy is the coffee machine to clean? Who will be doing the cleaning?
  • Type of machine – Which type of coffee machine would suit your needs; bean to cup? Instant? Filter?

Office Size: How many people will the office coffee machine have to serve?

The first thing to consider is how many people you will expect your coffee machine to serve. This will be one of the first things you are asked once you get in touch with a vendor and it is usually the best place to start when leasing an office coffee machine. Some machines will struggle to keep up with the demands of a large office with over 100 people whereas other machines will not perform at their best if they are not being used enough. As a result, many commercial coffee machines are categorised according to the number of cups they can make a day.This means you need to think about not only how many people will be using the office coffee machine on a daily basis, but how many cups a day each one will have on average. Is it likely to be a civilised one or two cups a day or are your staff caffeine junkies requiring a constant flow of hot beverages? Some office coffee machines, like the Jura WE8, can comfortably serve up to 30 cups a day, which is perfect for small offices. Whereas larger commercial coffee machines such as the WMF 1500s can serve up to 180 cups a day, making it ideal for a large professional environment.

Office Layout: Do you need one coffee machine or two?

The layout of your office is also important to consider. If you have a sprawling office space that relies on intercoms for internal communication, will it really be practical to have just the one coffee station? Would it be more viable to have two smaller stations, one at each end? Having two smaller stations will reduce waiting times and ensure people can get their coffee and return to work quickly, saving precious productive work time. On the other hand, having two commercial coffee machines means you’ll need to find two spaces to place them, two milk fridges (if you go for a fresh milk model), and there will be twice as much cleaning each day. Not to mention the additional costs that running two coffee machines would incur.

Storage: Do you have adequate storage for fresh milk?

Storage is an important factor, especially when deciding between fresh milk coffee machines or powdered milk coffee machines. Commercial coffee machines that use fresh milk require adequate refrigerated storage space to keep the milk they use fresh. Dedicated milk chillers are compact and can be bought to help solve this issue, but even these will require some space. While its flavour may not be quite the same as fresh milk, powdered milk is still incredibly delicious and can be used to make any speciality coffee that you can think of. What’s more, powdered milk does not have this issue, as it does not require refrigerated storage and can stored away for up to 18 months without going off. Take a look at our ‘What’s the difference between fresh and powdered milk?’ FAQ page for more pros and cons between the two milk options. Cup storage is another factor to consider when leasing an office coffee machine. Some commercial coffee machines have optional cup dispensers that can be attached somewhere on the outside, while others can store and heat up cups on the top. If a coffee machine doesn’t have space to store cups, then you will have to make sure there is cupboard space for cups and things like sugar and spoons.

Ordering: Who will be responsible for ordering coffee and consumables?

Ordering coffee and consumables is a vital consideration. For example, fresh milk will need to be ordered frequently whereas powdered milk can be ordered alongside coffee and chocolate powder, and in large quantities so you don’t have to order it so often. You will also have to decide who be responsible for managing the ordering for your coffee machine ingredients and consumables. If you have not got a coffee and consumables supplier in mind yet, then we would recommend you take a look at UnderDog Coffee. Available ground or whole bean, each one of UnderDog’s four coffee blends are ethically sourced and fairtrade. Visit the Bibium blog to find out how UnderDog Coffee compares to other coffee brands.

Cleaning: How easy is the machine to clean? Who will be doing the cleaning?

Ensuring a commercial coffee machine is kept in a hygienic state can be time consuming, so you need to think about how much time can realistically dedicate to its daily upkeep and who will be responsible for doing it. Offices tend to be busy places, so you will undoubtedly want to look carefully at the cleaning requirements of different types of coffee machine. For instance, fresh milk coffee machines require daily cleaning in order to prevent milk deposits building up and maintain cleanliness. Powdered milk coffee machines, on the other hand, do not require such a strict cleaning regiment. Most automatic coffee machines will have a built-in cleaning cycle that helps to make cleaning easier, and some of the more advanced commercial coffee machine models have even been designed so that parts that require regular cleaning are easy to remove, clean, and replace.

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Type of Machine: Which type of machine would suit your needs? Bean to cup? Instant? Filter?

Choosing the right kind of commercial coffee machine to lease can be confusing. Clearly you don’t want an espresso machine that will require you to hire a full time trained barista just to operate it. However, bean to cup machines give you the ability to make barista style coffee, made with whole coffee beans and frothy milk, simply at the touch of the button. With an integral coffee grinder and built-in milk frother, making speciality coffees takes no training making these machines a great self-serve option. Instant vending machines also offer a wide variety of coffee options but using powdered instant coffee rather than coffee beans which tends to be a cheaper choice. The quality of coffee may not be a high as that of those made with a bean to cup machine but your staff should still be happy with the wide variety of coffee specialities to choose from. Filter machines are a great option for those who just want their coffee straight up and don’t want to spend loads on a machine with all the fancy coffee options. These machines are easy to clean and simple to use.

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What Attributes Do You Want Your Office Coffee Machine To Have?

  • Noise: Does your coffee machine need to be quiet?
  • Speed: How quick do you need your coffee machine to be?
  • Payment: Do you want to charge for coffee?
  • Drinks Options: Will you want to prepare a wide range of different coffees?
  • Energy Usage: How much energy does a coffee machine use?
  • Size: How much available space does your office have?
  • Technology: What smart technology do you want your coffee machine to have?

Noise: Does your coffee machine need to be quiet?

This will depend on the location of your coffee machine. If it will be tucked away in a separate kitchen area, then any noise should not disturb the hard-working environment you have created. However, if the office coffee machine is positioned amongst workers or in a meeting space, then you don’t want to be deafened by the noise of loud coffee grinders freshly grinding coffee beans for each individual drink. Instant hot drink vending machines that use powder or liquid concentrate coffee are much quieter as they don’t need to grind coffee beans. However, some bean to cup coffee machines try to minimise grinder noise with sound-proofing.

Speed: How quick do you need your coffee machine to be?

When your staff want coffee, they want coffee now. This is why the speed of a commercial coffee machine is one of the most important considerations. Bean to cup coffee machines are slower at making coffee due to the time they take to grind coffee beans. That being said a Jura bean to cup coffee machine is still able to produce a Cappuccino within 45 seconds. Filter coffee takes time to brew but once it had brewed it can stay hot for hours and serve several cups from one brew. For instance, the Coffee Queen Thermos is able to brew 15 cups of coffee in just 7 minutes. Instant hot drink vending machines offer an even more speedy service with just 9 seconds between a drink being ordered and having it served up.

Payment: Do you want to charge for coffee?

Another thing you’ll need to decide is if you are going to offer free coffee to your employees or charge them a small amount to cover the costs. With the cost of high street coffee being as high as it is, most members of staff won’t mind paying a small price for the convenience of having freshly brewed coffee a stone’s throw from their desk. If you decide to take payment for the privilege of fresh coffee then you will need a commercial coffee machine model that is able to accept payments through either a coin, card or contactless payment system. A number of office coffee machines – such as the Wittenberg 7100 Plus – are compatible with optional payment systems that can be integrated upon demand, however, not all makes and models can support one.

Drink Options: Will you want to prepare a variety of different coffee beverages?

Determining how many different types of coffee you would like users to be able to choose from will help you decide exactly what type of coffee machine to invest in. If you want the office coffee machine to make little more than a great Americano that’s hot and ready for when you want it, then a filter coffee machine will meet all your needs. However, if you want to please the coffee connoisseurs in your office then a filter coffee machine just won’t cut it. Bean to cup coffee machines, on the other hand, usually offer up to 12 different beverage options from caffè lattes to macchiatos. Another important consideration is whether you want a coffee machine that can also prepare chocolate drinks. Hot chocolate is always been a popular choice and having a coffee machine with an independant chocolate hopper will also provide a greater variety of coffee/coco mixes such as mochas and espresso-chocs. Do you want to cater for tea drinkers too? Many bean to cup and filter coffee machine models come with a hot water tap that provides instant hot water for those who prefer a good old cup of tea.

Energy Usage: How much energy does a coffee machine use?

Running an office coffee machine will inevitably incur running costs, however, different makes and models will consume different levels of energy. Some commercial coffee machines possess eco-friendly features such as a low-energy or standby mode that will reduce energy usage during quieter periods. Some coffee machines can even be programmed to automatically switch off at the end of the day to ensure that energy is not wasted over night. If the operational costs of a coffee machine are of primary importance to you, make sure you take note of the kW per hour power consumption while you’re in the process of choosing an office coffee machine to lease.

Size: How much available space does your office have?

One of the most easily overlooked aspects of a coffee machine is its size. It may not seem like much of an issue, but the shape and size of the office coffee machine will dictate where it can kept and whether it can be easily moved. If it needs to sit on a worktop in an office kitchen, you must make sure that it isn’t too tall to fit under cupboards. Hot drink vending machines often come with the option of an added base cabinet that allows them to stand alone in any environment. However, these do tend to be quite large and may dominate a small office space. Bean to cup coffee machines that offer two different types of coffee bean as well as a chocolate hopper will be considerably larger in size than a machine with less options, so this should be factored into your thinking too. For workplaces with a severe shortage of space, Filter coffee machines may be the most appealing as they tend to be quite compact but are able to produce high volumes of coffee. This is not to say that compact Bean To Cup coffee machines don’t exist, though they are less common and can be costly.

Technology: What smart technology do you want your machine to have?

Businesses with modern office decor and companies belonging to the tech and IT industry often want technologically advanced coffee machines that are in keeping with the overall form and feel of their brand. Some commercial coffee machine manufacturers have made apps – such as the Button Barista App for the Coffetek Vitro range of bean to cup machines – that allow users to order their perfect coffee without ever having to leave their kneeling chair. Other office coffee machines feature intuitive LED screens and ultra user-friendly interfaces that make operating it child’s play. Jura coffee machines can feature Intelligent Water Systems that enables the machine and water filter to communicate with one another to make maintenance simple. There is a lot to consider when choosing the right coffee machine for your office. Take the time to carefully decide which type of coffee machine will best meet your requirements. For more advice on what machine is right for you, contact our team.

Office Size Office Coffee Machine Recommendation
Small Offices (Fewer than 50 people) WMF 1100s, Bravilor Sego, Coffetek Vitale, Jura WE8
Medium Office (Between 50 & 200 people) Bravilor Esprescious, Coffetek Vitro, WMF 1500s, Jura JX8, WMF 1100s
Large Office (Over 200 people) Coffetek Vitro, Schaerer Prime, Franke A800, WMF1500s, Jura Giga Z8
Are you an office manager?

Find the perfect coffee machine for your office today

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