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Office coffee machines: how to choose a system for your workplace
Choosing an office coffee machine starts with how your workplace will use it. Daily cup demand, the busiest serving period, drink preferences, site services and cleaning responsibilities matter more than employee count alone.
This guide helps you prepare an equipment brief and compare purchase, equipment rental and managed coffee plans. A coffee station can serve staff and visiting clients; its practical value depends on the equipment, supply and care arrangement that suits the site.
Ask König for a workplace coffee recommendation.
Start with daily demand and the busiest serving period
Estimate cups across a normal day and during the busiest 15- to 30-minute period. Include staff, visitors, shifts and meetings. A machine that can handle the daily total may still create a queue when everyone wants a drink at once.
- How many cups are expected each day and during the busiest period?
- Will the machine serve one team, several floors or multiple sites?
- Are drinks mainly black coffee, fresh-milk drinks or a wider beverage menu?
- Who will refill, clean and manage it?
The coffee calculator can help start a consumption estimate. Confirm the exact machine's recommended use and site requirements before treating an estimate as a capacity rating.
Match the machine format to the users
| Format | What to assess | Daily operating questions |
|---|---|---|
| Automatic bean-to-cup | Whole-bean coffee, required drinks and the exact milk system. | Who replenishes beans and water, empties waste and cleans the milk system? |
| Automatic beverage system | The ingredients and drinks offered by the exact model. | Who manages ingredient stock, refill routines and cleaning? |
| Traditional espresso | Whether trained operators, a suitable grinder and a barista workflow fit the site. | Who operates it at peak times and carries out daily cleaning? |
Browse the current commercial machine range. Compare specific models through their product pages and quotation; not every machine provides every drink or suits every environment.
Check the installation site before selecting equipment
- Available counter space, access and the exact machine and accessory dimensions.
- Water supply, drainage, power and any manufacturer-required water treatment.
- Where milk, beans, ingredients and care products will be stored.
- Access for cleaning, replenishment, waste removal and technical service.
- Whether the site has a person responsible for daily operation.
These details should be checked for the proposed equipment and location. Installation scope and site preparation belong in the written quotation.
Separate purchase, equipment rental and managed coffee supply
Purchase means choosing equipment ownership and planning its continuing care and supply needs. Ask for a quotation showing model, VAT, accessories, installation, warranty and service. Use the commercial coffee machine purchase guide to prepare the brief.
Equipment rental provides use of selected equipment under a 36-month business agreement, subject to approval. Monthly coffee and consumables should be assessed separately unless they are expressly included. Compare the current rental options and quotation questions.
A managed A10S office plan adds specified monthly coffee, sachets, care products, servicing and support to the machine and milk fridge. The existing A10S office-plan page sets out equipment-only rental and the three managed allocations. Its monthly cup estimates are planning guides, not a daily capacity specification.
Match coffee and ingredients to the equipment
For a whole-bean system, choose an appropriate coffee and plan a pack size and replenishment routine. Where a brewer uses ground coffee, match the grind to its requirements. Other beverage systems may use different ingredients; follow the exact machine's instructions.
See König's coffee beans, the whole-bean and ground-coffee guidance and the workplace coffee and consumables catalogue. Confirm product quantities and ordering commitments in the selected arrangement.
Make daily care and support responsibilities explicit
A workplace coffee system needs a routine for cleaning, milk handling where applicable, ingredient replenishment and waste removal. Confirm the manufacturer instructions and who will perform each task. Automatic features do not replace the agreed care routine.
Ask how training, preventative maintenance, call-outs, labour, parts and after-hours support are handled. Equipment rental and managed plans may have different allocations and exclusions. Confirm regional support for your location through the König network; a general network statement is not a response-time guarantee.
Prepare a short workplace coffee brief
- Location and site: town or suburb, number of locations, counter area, water and power.
- Demand: expected daily cups, peak serving period, staff and visitor use.
- Drinks: coffee and milk requirements, and any additional beverages.
- Operation: users, daily cleaning owner and replenishment routine.
- Agreement: purchase, equipment rental or managed A10S plan, and the complete budget including VAT, supply and care.
For a multi-site business, provide these details for each site rather than assuming that one machine and service arrangement will suit all branches.
Questions before choosing office coffee equipment
Can we choose a machine by staff count alone?
No. Include actual cup demand, peak use, drink choices and care responsibilities. The exact model's operating guidance and installation requirements should also be confirmed.
Does every office machine make the same drinks?
No. Compare the beverage options and ingredient or milk setup on the specific product and quotation. Do not assume a broad machine category guarantees every drink.
Is coffee included in equipment rental?
Check the arrangement. The A10S equipment-only option excludes monthly coffee, sachets and care-product allocations; its managed plans add specified quantities. Other arrangements are confirmed in writing.
Can rental be changed at any time?
The rental term is 36 months. Any change, upgrade, cancellation or end-of-term option depends on the written agreement and approval; it should not be assumed to be unrestricted.
Discuss the right system for your workplace
Send your site, daily and peak demand, drinks and preferred purchasing arrangement to König. Use the complete quotation to compare equipment, coffee supply, site preparation and ongoing responsibilities.