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Workplace Coffee Setup Planner
A step-by-step planner to help you visualise and spec out your ideal office coffee station — from space planning to machine selection and ongoing costs.
What's inside: Space checklist · Machine selector · Capacity planner · Ingredient stock guide · Budget worksheet · Setup timeline
Step 1 — Define Your Space
Before choosing a machine, assess your physical setup:
- How much worktop space is available? (Minimum 60cm wide for most bean-to-cup machines)
- Is there a nearby power socket? (Most machines need a 13A socket)
- Is plumbing available, or will you use a water tank?
- Is the area well-ventilated? (Steam and heat need to disperse)
- Is it accessible to all staff, including those with mobility needs?
Step 2 — Estimate Your Volume
Count your team and estimate daily coffee consumption:
- Light coffee culture — 1 cup per person per day
- Moderate — 2–3 cups per person per day
- Heavy — 4+ cups per person per day
Multiply by your headcount to get your daily cup target. Add 20% for visitors and meetings.
Step 3 — Choose Your Machine Type
- Under 30 cups/day — Pod machine or compact bean-to-cup
- 30–100 cups/day — Mid-range bean-to-cup
- 100–300 cups/day — Commercial bean-to-cup or batch brew
- 300+ cups/day — Multiple units or high-capacity commercial machine
Step 4 — Plan Your Ingredients Stock
A well-stocked coffee station needs more than just beans:
- Coffee beans or pods (calculate weekly usage from daily cup count)
- Fresh or UHT milk (or plant-based alternatives)
- Syrups and flavourings if required
- Cleaning tablets, descaler, and cloths
- Cups, lids, stirrers, and napkins
Step 5 — Set Your Budget
Plan for three cost areas:
- Capital cost — Machine purchase or lease setup fee
- Monthly running cost — Ingredients, consumables, water filter replacements
- Annual servicing — Maintenance contract or ad-hoc engineer visits
A typical mid-range office setup costs £800–£2,500 upfront and £50–£200/month in running costs depending on volume.
Step 6 — Plan Your Timeline
- Week 1 — Confirm space, power, and plumbing requirements
- Week 2 — Select machine and place order or arrange rental
- Week 3 — Installation and staff briefing
- Week 4 — Go live, gather feedback, adjust stock levels
Want us to do the planning for you?
Our team will visit your office, assess the space, and deliver a full setup recommendation — completely free of charge.
Book a Free Site Visit →