Where is the best place to install your new coffee machine in your office ?
After many comparisons, crunching the numbers, and examining it from every angle, you have chosen the perfect commercial coffee machine to take your team’s coffee breaks to the next level. More eco-friendly, more economical, and capable of producing delicious coffee to cater to everyone’s taste, it’s the best solution for your business. One tricky question remains: where should you set up your new commercial coffee machine?
A meeting room, an open space, a break room or a corridor?
To choose the best space to place your new coffee machine, you should keep these three things in mind :
- Technical installation requirements
- The main users of your coffee machine
- The pros and cons of each location
Commercial coffee machine : prerequisites and technical constraints
When choosing a location for your commercial coffee machine, you should first assess the technical requirements. This is because you cannot simply choose any location. However, the technical requirements depend on the type of coffee machine you select.
Technical constraints
Before deciding where to install your coffee machine, keep these points in mind :
✅ Electrical connection: No matter which coffee maker you choose, you’ll need an electrical outlet located within 1 meter of where you plan to place it. If you’ve chosen a machine with a built-in water tank, then that’s all you need!
✅Connection to the water supply: If the machine needs to be connected to the water supply since it does not have a built-in tank, check whether it is possible to connect the machine to the drinking water supply.
✅ Connection to a drain: Most machines come with a drip tray. However, to avoid having to empty it by hand on a regular basis, check whether it’s possible to connect your coffee machine to a drain.
✅ Internet connection: If your coffee machine is equipped with a payment terminal (such as a credit card reader), it must be connected to the Ethernet network using an RJ45 Ethernet cable. Alternatively, you can add a router with a cellular SIM card to connect the module to the network.
✅ Space around the coffee machine: think “practical” ! Be sure to leave enough room around the machine for tasks such as filling the hopper with coffee beans.
💡If you already have a water dispenser connected to the water supply, take this opportunity to set up your new office coffee machine next to it!
Essentials to keep near your coffee machine
When choosing where to place your coffee machine, make sure to leave enough space and storage for the items you’ll need to use it.
✅ Sink and dishwasher: if you plan to install the coffee machine in a break room or dining area, make sure there is a sink and/or dishwasher nearby for washing cups.
✅ Recycling : to prevent trash from lying around, set up a recycling bin where you can dispose of items like sugar packets and paper cups.
✅ Cabinet space : make sure you have storage space for your supplies and beverages (coffee beans, fresh milk, chocolate powder, tea bags, etc.). Ideally, the storage areas should be located near the machine but out of sight.
✅ Storage for mugs and cups: ensure space for employees’ mugs and/or paper (or compostable) cups right next to the coffee machine. They should be easily accessible to users. However, if you opt for a coffee vending machine, keep in mind that these machines dispense cups when they don’t detect a mug. In this specific case, there is no need to provide a designated spot for cups.
✅ Coffee machine stand: make sure you have a countertop or cabinet to place it on. Ideally, you should install a cabinet specifically designed with a door and built-in storage compartments.
✅ Coffee grounds container: To prevent messes and make the most of your organic waste, you can set up a coffee grounds container. This is a dedicated bin where you can dispose of your coffee grounds. Some models feature designs that blend seamlessly into your space! At Pleyce, we offer cardboard collection bins and we collect your coffee grounds to give them a second life!
✅ Milk fridge : if your coffee machine offers milk-based drinks, consider getting a milk cooler to store it.
✅ Water dispenser : a water dispenser is a must-have for your offices. In fact, it has become mandatory to provide a hydration solution for your teams. Water dispensers and coffee machines make the perfect pair in break rooms, cafeterias, or even in your reception areas !
💡 For everything you need to know about installing a commercial coffee machine, check out our dedicated guide: Installing a commercial coffee machine
Commercial coffee machines : who is using it ?
Once you’ve identified potential locations based on technical and space constraints, you need to consider the intended purpose of the machine or coffee vending machine.
👉 Here are some key questions to ask yourself when choosing the best possible location for your coffee machine?
✅ Coffee machine use : who are the “target” users of the coffee machine? Who are you installing it for? Do you plan to make the coffee machine available exclusively to employees? How many employees does your company have? Do you want the coffee machine to be accessible to everyone—employees, suppliers, and customers? Or just visitors? These question are important for determining the best location.
✅ Machine accessibility : do you need to accommodate people with limited mobility? It’s best to set up the coffee machine in an easily accessible location. This will make your coffee breaks more inclusive.
✅ Free or paid coffee : will you offer the coffee for free, or do you plan to charge for it? If the coffee is free, you may want to reserve it just for your staff. If, on the other hand, you plan to sell the coffee, consider placing the machine in a high-traffic area that’s accessible to as many people as possible to boost your revenue! Make sure you can set up one or more payment options on the machine.
✅ Types of coffee machine : your coffee machine model will partly determine the possible locations. For example:
- a coffee vending machine that also offers snacks would be well-suited for a workshop, a hallway, or a lobby
- a commercial coffee machine depending on its capacity (number of cups per day) can be installed in a meeting room, an open-plan office, a waiting room, or a break room
- a traditional espresso machine would easily fit into a large corporate cafeteria
Where best suis your coffee machine?
- Technical restraints : check ✔️
- Target users : check ✔️
- Now let’s take a look at the pros and cons of each location for a coffee machine!
In open spaces
😀 Target audience : employees
| 👍 The advantages of installing a coffee machine in an open space : | 👎 The inconveniences of installing a coffee machine in an open space : |
| ✔ Machine accessibility : equipped with wheels you don’t even have to get out of your office chair to reach the machine, it’s right there at your fingertips. ✔ Don’t need to interrupt your work : a coffee machine installed in an open space is perfect for enjoying a cup of coffee right at your desk. | ✘ Noise: a machine makes noises that can be distracting when you’re trying to focus on a project! Especially if it’s running all day long. In that case, opt for an ultra-quiet coffee machine; ✘ Risk of overconsumption : having a coffee machine right at your fingertips can be irresistibly tempting. Watch out for overconsumption! ✘ Lack of proper coffee break : The coffee machine in an open-plan office doesn’t encourage conversation or a friendly atmosphere. People simply make their coffee and then return to their desks. |
Installing a coffee machine in a break room
😀 Target users :primarily employees (and possibly customers and partners who come to your office for an appointment).
| 👍The advantages of putting a coffee machine in a break room : | 👎 Incontinences of putting a coffee machine in a break room : |
| ✔ A welcoming atmosphere: The break room is the perfect place for a coffee machine or vending machine. It’s an ideal setting for sharing a cup of coffee with colleagues, managers, and visitors (clients, suppliers, etc.) ✔ Convenience : provided the break room is equipped with a small kitchen, employees have access to various amenities (sink, refrigerator, microwave, etc.) ✔ No disturbances: a break room is usually separated from the offices, so that people don’t disturb each other during coffee breaks. | ✘ Requires taking a break: to get to the coffee machine, you have to get up from your chair (tough!) and take a short break. You often run into coworkers there, which leads to conversations. That’s not ideal when you just want a quick cup of coffee and get back to work. |
Corridors
😀 Target users :primarily employees (and possibly customers and partners who come to your office for an appointment).
👍 Advantages of placing a coffee machine in a corridor:
- Machine accessibility :a coffee machine in the hallway is perfect for letting everyone help themselves. As you walk by on your way out of a meeting, why not grab a cup of coffee before heading back to your desk.
- Not necessary to take a full break : the machine is on its way to your desk, you can decide to stop by for a chat with a colleague or just keep going!
👎 The inconveniences of placing a coffee machine in a corridor :
- Lack of a welcoming atmosphere and privacy: even if you feel like having a quick chat by the coffee machine, the hallway is rarely the best place to open up or discuss work-related topics
- Risk of disruption: if several people gather around a coffee machine or vending machine located in a high-traffic area, watch out for congestion!
- Noise distraction: if the machine is placed near a meeting room or office, the noise it makes may disturb those inside. The same goes for any conversations taking place there.
Installing a coffee machine in a meeting room
😀 Target users :primarily employees (and possibly customers and partners who come to your office for an appointment).
👍 The advantages of installing a coffee machine in a meeting room :
- No need to take a break: the coffee machine in the meeting room lets you enjoy a cup of coffee while you work. This way, you don’t have to interrupt the meeting to go get a coffee in another room
- Convenience and privacy: Having a coffee machine in the meeting room makes the space feel more welcoming and encourages more relaxed conversations. You can discuss confidential matters over a cup of coffee without worrying about others hearing
- No disturbances: The meeting room is separated from the offices, and the door is usually kept closed, so there are no disturbances for other employees.
👎 The inconveniences of installing a coffee machine in a meeting room :
- Lack of accessibility: except for people in meetings, no one else can use the coffee machine. The coffee machine is effectively off-limits during meetings
- Noise produced: The sound of a coffee machine brewing during a meeting can be distracting for some people.
Installing a coffee machine near the entrance of your office
😀 Target audience : guests and clients
👍 The advantages of installing a coffee machine near the entrance :
- Brand image: Placing a coffee machine in the lobby creates a warm and welcoming corporate image. Visitors will find the wait more pleasant with a cup of coffee
👎 The inconveniences of installing a coffee machine near the entrance :
- Lack of accessibility for employees: If you want your employees to be able to use the coffee machine, don’t place it in the lobby. In fact, apart from the team responsible for greeting visitors, employees only pass through the lobby in the morning and evening but don’t linger there.
As you can see, finding the perfect spot for your future office coffee machine isn’t as easy as it seems, but we are here to help
💡 Are you interested in installing a coffee machine at your business? Contact our team to discuss it!
