How to Choose Office Coffee Service

Not sure where to start? Learn how to choose the best coffee service for your office based on size, taste, and budget.

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How do you match coffee machines to office size?

Small offices often benefit from compact single-serve brewers, while larger teams may need bean-to-cup or multi-unit setups. The right choice balances volume capacity, beverage options, and maintenance frequency—keeping both staff and service teams satisfied.

Tailor machine choice to office size and drink habits

Drink variety boosts employee satisfaction and morale

Smart machines reduce maintenance and restocking headaches

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Not sure which coffee system fits your space?

How to Pick the Right Coffee Service for Your Office

When choosing an office coffee service, start by evaluating your team size and consumption habits. A small team of under 20 may benefit from a single-serve machine, while offices with 50+ people often require multiple brewers or bean-to-cup systems for speed and variety. Understanding usage helps vendors tailor the right equipment to prevent long lines or underused units.

Next, consider beverage variety. Many employees prefer more than just regular drip coffee. Quality coffee services offer espresso, hot chocolate, teas, or even cold brew options, increasing employee morale and minimizing off-site coffee runs. Modern machines can support this range while using minimal countertop space.

Technology also plays a big role. Smart machines can monitor inventory levels, notify vendors when supplies run low, and reduce downtime with proactive maintenance. Contactless payment features are a plus in shared environments where hygiene matters. Plus, some systems allow staff to customize drink strength or temperature directly from their phone.

You’ll also want to compare service types. Some vendors offer just the equipment, leaving restocking to you. Others provide full-service solutions: they install the machine, supply filters, creamers, stirrers, and cups—and handle regular maintenance calls. These services are typically free for qualifying locations, and you only pay for consumables used.

Finally, factor in your space and logistics. Check whether water lines are available for plumbed machines, or opt for refillable units if not. Placement near a sink, break room, or high-traffic area can improve accessibility and maximize usage.

Learn how smaller businesses handle coffee machines effectively or explore additional beverage options ideal for busy workplaces.

Looking into coffee solutions for your office? Vending Exchange makes it simple. Vendors deliver and install the equipment, keep everything stocked—from coffee and cups to lids, stirrers, and creamers—and handle all servicing, all at no cost to qualified locations. You simply pay for the products consumed. Whether you're looking for a dependable vendor or full-service coffee management, just fill out the form on this page to get started.

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