What to Expect When We Install a Coffee Machine in Your Workplace

Choosing a coffee machine is only part of the process. Once you have found the right option for your workplace, the next questions are usually practical ones.

Where will the machine go? Does it need a water connection? How much space is required? Who sets it up, and will your team be shown how to use it?

We take care of the installation from the initial site assessment through to setup and staff training, so there is very little for your team to manage. Here is what you can expect before, during and after your new coffee machine is installed.

We Start by Looking at Your Workplace

Before recommending one of our commercial coffee machines, we need to know how the machine will fit into the way your workplace actually operates.

Headcount gives us a useful starting point, but it does not tell us everything. A workplace where people make coffee steadily throughout the day can have very different requirements from one where most of the team heads for a drink during the same morning break.

The space itself matters too. We look at where the machine could go, how people use that part of the workplace and what is available around it.

That includes:

• • • How many people are likely to use the machine
    • Roughly how many drinks will be made each day
    • Whether there are particularly busy periods
    • The amount of counter space available
    • Access to a suitable electricity supply
    • Whether a mains water connection is available
    • Where the machine will sit within the workplace

None of these necessarily means the machine needs replacing.

Sometimes changing stock levels, reconsidering where a machine is positioned or spreading demand across the site is enough.

We also offer a free one week trial, giving your team the chance to see how a machine performs in your own workplace before making a decision.

For a shift based site, it makes sense to test it during the periods that matter. A quiet afternoon will tell you very little if the real test comes when an early shift takes its morning break or two teams cross over later in the day.

Looking at these details first means we can recommend a setup based on how the workplace functions, rather than simply matching a machine to the number of employees.

What if There Is No Mains Water Connection?

A lack of mains water beside the preferred coffee area does not necessarily mean you need to rethink the whole location.

We offer both mains fed and tank options, depending on the machine and the workplace setup. The right choice will depend on expected usage, where the machine will be positioned and whether a mains water connection is available.

A mains fed machine removes the need to keep refilling an internal water tank, which can be useful in a busy workplace. A tank option gives more flexibility where plumbing is not available in the most practical position.

We check what is required before the installation is arranged, so there should be no surprises when the machine arrives.

If you are planning the wider coffee area at the same time, our guide to setting up an office tea and coffee station covers other practical considerations around space, access and where the machine should sit.

Try the Machine in Your Own Workplace

Machine specifications are useful, but they cannot show you exactly how a machine will fit into a normal working day.

That is one reason we offer a free one week trial. Your team can use the machine in the workplace, try the drinks and see what happens when the coffee area is genuinely busy.

It gives you the chance to notice things that can be difficult to judge beforehand. Is the machine in a convenient position? Does it cope comfortably when several people want coffee at once? Which drinks are people actually choosing?

You may also find that the trial confirms the setup is right from the start.

Either way, a week of normal use gives you a much clearer picture before you make a decision.

What Happens on Installation Day?

Once you are happy with the machine and the final setup has been agreed, we arrange the installation.

Our team delivers the machine, installs it and commissions it so everything is working as it should. By the time the installation is complete, the machine is ready for your team to use.

You are not left with equipment in a box and a manual to work through.

We take care of the setup, check that everything is operating properly and then spend time with the people who will be using the machine.

That makes the handover much easier, especially for workplaces moving from a kettle, pod machine or an older commercial setup to a bean to cup machine for the first time.

We Show Your Team How Everything Works

Most people do not need much instruction to make a coffee from a modern bean to cup machine. The day to day controls are straightforward, but there are still a few simple jobs worth knowing from the beginning.

During the handover, we show your team how to use the machine and explain the basic tasks that may be needed between our visits.

These include topping up the bean hopper, emptying the grounds container and emptying the drip tray.

We keep the practical side simple. Your team does not need to take responsibility for the technical maintenance of the machine or learn how to service it themselves.

The aim is simply to make sure the people using it feel comfortable from the first day and know what to do when one of those basic jobs needs attention.

What Happens After Installation?

A coffee machine may be installed in a day, but the service around it continues for as long as it is in your workplace.

Our coffee machine servicing includes weekly visits from our Quality Team. During those visits, we clean and check the machine and restock your coffee supplies.

That regular contact is particularly useful because commercial coffee machines tend to become part of the daily routine very quickly. Once people are used to having coffee available at work, the last thing an office manager or facilities team wants is another piece of equipment creating extra jobs.

Your team handles the few simple tasks we show them at installation. We take care of the wider servicing.

It keeps the division of responsibilities clear and makes the coffee setup easier to manage from week to week.

From Installation to Everyday Use

Getting a workplace coffee machine installed should feel straightforward.

We start by looking at the space and how your team is likely to use the machine. You can then try it in your own workplace before making a decision. Once you are happy to go ahead, we take care of the installation and show your team how everything works. From there, our weekly servicing keeps the machine looked after.

If you are considering a new coffee machine for your workplace, get in touch and we can look at your space, team size and expected usage before recommending a suitable setup.