How to choose the RIGHT coffee machines for your office

How do you choose from the mass of suppliers offering "quality coffee machines for your office?" Are they REALLY appropriate? Will they do what you need? Can they handle the volumes without constantly breaking down? So many questions... isn't it time for a no-nonsense assessment... no marketing hype...just real advice!

First, decide what YOU really want. Do you want to serve instant coffee, bean coffee and/or any other beverages like tea or hot chocolate? Make a list. This is your starting point and will help you negotiate what YOU want and not fit in with what a particular supplier is offering. Of course, you may have to make trade-offs because smaller, less expensive machines often provide fewer beverage choices...but then they are less expensive.

Instant coffee and/or bean coffee? We advise that you look at your staff - are they instant coffee drinkers or do they prefer filter coffee or espresso based coffee? Cost may be an issue here because generally, instant coffee machines are slightly less expensive than bean coffee machines, but the running costs are surprisingly similar if you use a high quality freeze dried instant coffee and a reasonable bean blend. If it isn't really clear...there are office coffee vending machines that have both instant coffee and bean coffee drinks. The Bianchi IRIS is a good example.

Do you also want hot chocolate? Hot chocolate often costs no more to provide than bean coffee or good instant coffee...so it makes sense to offer greater choice. Then you'll need a machine with an extra canister and selection buttons for say, hot chocolate and a coffee/hot chocolate mix or moccacino. We find this is appreciated by staff of our clients....a "we feel appreciated" response!

Do you want sugar inside the machine for users to select sugar/no sugar or extra sugar? Or, do you want it outside the machine on the counter? It's your choice and you can get machines that offer these choices....outside allows the staff member to add precisely the amount they want... but it can lead to a messy counter and that old headache...abuse or um...removal!

You also need to consider if you want fresh milk or powdered milk. This is a major differentiator in the type of coffee machine you will need. Most coffee machines that use fresh milk limit you to using bean coffee and are generally smaller and less geared to high volume areas. In addition, few have any additional containers for hot chocolate and sugar...and those that do are much more expensive. Fresh milk also has its own problems in terms of supply (ordering, storing and keeping it cool) and hygiene (you'll have to wash the tubes and dispensing nozzle daily). That said, fresh milk makes a better cappuccino than powdered milk.

If you're looking for less hassle, greater automation such as pre-programmed rinse cycles, greater drink choice and longer life storage of products, a powdered milk based office coffee vending machine like the Bianchi Sprint Instant and Bean-to-Cup or the Bianchi Iris can be considered.

Second, you must look at volumes. Some machines are made for the domestic market, some for small offices, and some for huge volume applications such as in factory environments. It's like choosing between a two door sports-car or a minibus to take the soccer team on tour! Don't select a domestic coffee machine to service an office of 30 people...such machines were never designed to work in such environments and you'll end up with a tired machine very quickly.

It is here that you need to be firm...and use your common sense to look at whether your salesperson is trying to fit your needs...or theirs!

Our experience is that the best fit value for money option for offices of up to 50 people is a table top office coffee vending machine that dispenses coffee beans, instant coffee, sugar, hot chocolate and milk powder. Select instant coffee if you want to make some savings and bean coffee machines if you can pay a little more and want higher quality drinks.

Remember, you can buy two table top machines for the same price as one large free standing coffee vending machine...and this allows you to place them where your staff are. If you have a canteen...a large free standing machine may make more sense because you can load around 300-400 drinks per fill.

The smaller domestic type automatic coffee machines like Saeco and Jura, that use fresh milk, are great for home use, showrooms and boardrooms and the 1-10 person office. You'll find the lower usage matching the lower cost of such a machine. Pod and capsule machines also fit this segment. Seeing the gap, some manufacturers have developed a range of smaller machines to hold hot chocolate and sugar...and these then provide a range of high quality drinks using fresh milk...but are more expensive.

Finally, find a trusted supplier. These are companies that have been offering domestic coffee machines and office coffee vending machines for some time and have proven that they understand what works best in different situations. Don't be afraid to ask for details and references and don't put a small coffee machine in an office where a coffee vending machine is needed!

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