Finding the Best Coffee Brewers for your Breakroom or Waiting Room.

A Staples Business Advantage® Expert Solutions Guide.

Michele Greenberg

Breakroom Marketing Manager

As an office manager, you know the importance of providing a comfortable and welcoming work environment for your employees and visitors.

And when it comes to creating that perfect atmosphere, few things are as universally beloved as a well-stocked breakroom and a fresh cup of coffee. Whether it's the fuel that kickstarts your team's day or the enticing aroma that helps to transform first-time visitors into returning customers, coffee plays a vital role.

In this guide, we'll explore how to determine the amount of coffee you'll need for your breakroom/waiting room, as well as the best type of coffee brewers for your particular needs.


Step #1:

Figure out your total office coffee consumption. It's difficult to provide amazing coffee if you don't know how much you'll need on a daily basis, so let's start there.

There are two ways to get a fairly accurate estimate of the amount of coffee your employees consume:

1. Use this formula:

Consumption equals number of employees multiplied by the number of coffee servings.

A standard coffee pot usually holds about 12 cups or 84 ounces. Two full pots each day equals 168 ounces consumed. With single-cup machines, you'll have to count each pod or K-cup used.

2. Send your employees a coffee survey.

Ask your employees how much coffee they drink. While you're at it, ask them what kind of coffee they consume: hot, cold, flavored, specialty, etc. It's information you'll need when you get to step #two.

Step #2:

Choose the ideal coffee maker(s) for your space.

The best method for delivering the coffee to your employees will depend on a few factors:

  1. The counter space in your breakroom or waiting room
  2. The number of employees and customers/visitors it will service
  3. The number of different coffee preferences
  4. Your budget dollars

Here's a look at brewer types and what they're best for:

Single-Serve Brewers

Do you want to provide a variety of specialty coffee flavors and brew-over-ice options at the touch of a button in one convenient, easy-to-clean, hygienic brewer?

Single-serve coffee makers do exactly that, ensuring a fresh cup of coffee every time. Because they are single serve, there's no need to empty them at the end of the day and no wasted product.

Depending on the model, they can cater to groups with different coffee and beverage preferences. And single-serve brewers dramatically cut down on the amount of spilled water or coffee grounds compared to traditional brewers.

Some of these brewers also enable you to easily track usage patterns. Imagine a coffee maker that can tell you the times of day your employees take coffee breaks and even which flavors and styles of coffee they most prefer! This data helps you manage inventory efficiently and will save some of your budget dollars.

What about all those plastic pods? To address environmental concerns, most single-serve manufacturers have launched recycling/composting programs. Just toss the used pods into a bin (provided by the manufacturer). When the bin is full, simply ship it back using a prepaid shipping label.

Batch Brewers

While drip coffee makers are a staple in homes, batch brewers dominate in the office environment, thanks to their amplified features and impressive coffee-making capacity.

Designed to keep your coffee hot and delicious for extended periods of time, many of these brewer types feature three burners for multiple pots, which means you can include a decaf option.

Also, economies of scale come into play with batch brewing. The more cups you brew, the lower the cost per cup. Bulk coffee, purchased in larger quantities, is often significantly cheaper than its individually packaged counterparts.

So, if you want efficiency and economy without sacrificing quality, a batch brewer is the way to go.

Specialty Brewer Machines

Specialty brewers have innovated the coffee-making process, offering a variety of coffee drinks and flavor mixes. Given the fact that coffee specialty drinks account for half of all retail coffee shop orders,1 it's exciting to see coffee trends and coffee technology so in sync.

These machines have become the choice of coffee aficionados for their ability to churn out a perfect cup of coffee at the touch of a button. These all-in-one marvels handle every step of the coffee-making process, from grinding fresh beans to frothing milk for lattes and cappuccinos.

Newer models of traditional espresso machines offer modern features like automatic tamping and precise water temperature control, enabling a more consistent shot with less reliance on individual skill.

Advancements don't stop with the bean. Filtered water systems, bean grinders and even coffee decanters are blending seamlessly into the workplace kitchen.

For office managers looking to enhance their hospitality and provide a better work-life balance for their teams, investing in the latest coffee technology is a smart move.

Step #3:

Consider subscribing to a coffee brewer program.

Full-service coffee brewer programs are gaining traction for the many advantages they offer. No longer just about convenience, these coffee brewer programs align cost efficiency with quality and a much-needed dose of simplicity.

Comprehensive programs often include high-quality coffee machines at little to no upfront cost. They also typically include the delivery, installation and regular maintenance of the coffee brewers.

When you subscribe to a coffee brewer program, you're offered a selection of coffee and essential supplies that match the needs and volume of your office, so you'll usually avoid the challenges of running out of coffee or even being overstocked.

And the available coffee drink options go far beyond the standard brew. With a coffee brewer program, you can introduce the likes of lattes, cappuccinos and even hot chocolate to your breakroom coffee repertoire.

The Key Takeaway.

Whether you're a business, healthcare facility, educational institution or government office, there's a simple way to get coffee to your employees and visitors.

By determining how much coffee is needed and then choosing the perfect brewers for your space, you can elevate the beverage experience. Being mindful of how your employees and visitors take their coffee not only shows that you care about their well-being, it also adds an element of convenience and satisfaction to their daily routine.

And if you want to lift a logistical burden from your shoulders while still enhancing the daily experience of your staff, consider a comprehensive coffee brewer program that does it all for you. These programs can be a happy harmony of cost and convenience.

Either way, finding the right coffee solution is crucial for maintaining happy employees and boosting overall morale in the workplace.

Total Coffee Brewer Program

Sources

1 National Coffee Data Trends Specialty Coffee Report, 2021.