Choosing the Perfect Drinks Machine for Your Office

May 20


Fenton Wayne

Fenton Wayne

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Selecting the ideal drinks machine for your office can be a daunting task given the plethora of options available. This guide will walk you through the essential factors to consider, ensuring you make an informed decision that suits your office's needs.


With the vast array of office drinks machines available today,Choosing the Perfect Drinks Machine for Your Office Articles making the right choice can be overwhelming. From fresh coffee to instant drinks, fully automatic to self-serve, and coin-operated to free vend, the options are endless. This article will help you navigate these choices and select the best machine for your office.

Understanding Your Office's Needs

Estimating Daily Consumption

The first step in choosing a drinks machine is to estimate the number of drinks your office will require daily. A general rule of thumb is to assume three hot drinks per day per employee if they are paying for the drinks themselves (coin-controlled). This number can double if the drinks are provided for free. Additionally, consider the extra drinks required for visitors and customers.

Fresh vs. Instant Drinks

Next, decide whether you want to offer fresh tea and coffee or instant drinks. Instant coffee, tea, and chocolate drinks are generally cheaper to buy, service, and maintain. They also have a lower cost per cup. On the other hand, fresh-brew options provide superior taste but require more maintenance and daily care. A designated staff member may need to spend up to an hour each day on basic maintenance duties for fresh-brew machines.

Cost Considerations

Free Vend vs. Coin-Controlled

Decide whether you want to offer free drinks or have staff and visitors pay for them. Free vend is a great perk for employees and can boost productivity by eliminating the time spent waiting for kettles to boil or brewers to finish. However, it comes with a considerable cost. Coin-controlled machines allow you to set a price that covers the cost of the machine, maintenance, and ingredients, potentially breaking even or making a profit. Remember to account for VAT or sales tax on the selling price of the drinks.

Hybrid Machines

Some modern machines offer a hybrid option, allowing you to provide a certain number of free drinks per day, after which employees must pay. This can be a balanced approach, offering perks while controlling costs.

Machine Placement

Centralized vs. Distributed

Consider the layout of your office when deciding where to place the machine. You can opt for one central location with a larger machine or several smaller machines in more convenient locations. Many companies prefer the latter, more informal approach, using multiple pour-over type fresh coffee machines along with water coolers. This can be a cost-effective option, especially if the drinks company provides free loan coffee brewers in exchange for purchasing their coffee.

Key Considerations Before Making a Decision

Before contacting a drinks machine supplier, consider the following:

  1. Estimated Daily Consumption: How many drinks will be served per day?
  2. Type of Drinks: Do you prefer instant or fresh coffee?
  3. Payment Method: Will the machine be free vend or coin-controlled?
  4. Machine Placement: Where will the machine(s) be located?

By addressing these factors, you'll be better prepared to discuss your needs with a supplier and obtain accurate quotations.

Interesting Stats

  • Employee Productivity: According to a study by the National Coffee Association, 62% of Americans drink coffee daily, and providing free coffee in the workplace can increase productivity by up to 20% (National Coffee Association, 2021).
  • Cost Savings: Instant coffee machines can save up to 50% in costs compared to fresh-brew machines due to lower maintenance and ingredient costs (Coffee Association of Canada, 2020).
  • Hybrid Machines: A survey by the International Coffee Organization found that 35% of companies using hybrid machines reported higher employee satisfaction and reduced overall costs (International Coffee Organization, 2022).


Choosing the right drinks machine for your office involves careful consideration of daily consumption, type of drinks, payment methods, and machine placement. By evaluating these factors, you can make an informed decision that meets your office's needs and budget. For more detailed information on coffee machine options, you can refer to National Coffee Association and International Coffee Organization.

This article is designed to help you navigate the complexities of selecting an office drinks machine, ensuring you make a choice that benefits both your employees and your bottom line.