How to Choose the Right Coffee Equipment for Your Office Size

Creating a great office beverage experience involves more than choosing a coffee machine. Depending on the size of your workplace and your employees’ preferences, your breakroom may need a combination of coffee brewers, espresso machines, cold brew equipment, tea options, filtered water systems, and other beverage equipment.

The right setup should make it easy for employees to get the drinks they enjoy without creating long lines, unnecessary maintenance, or equipment that takes up valuable breakroom space.

Whether you’re planning a breakroom for 20 employees or a workplace serving hundreds, evaluating your office size, beverage consumption, available space, and employee preferences can help you create an office beverage program that works for your team.

What Office Beverage Equipment Does Your Workplace Need?

Most offices should start by considering a commercial coffee brewer and filtered water solution, then add equipment based on employee preferences and workplace size. Larger offices may benefit from multiple coffee stations, bean-to-cup or espresso equipment, cold brew systems, and dedicated tea solutions.

The ideal setup depends on:

• Number of employees
• Daily coffee and beverage consumption
• Peak breakroom traffic
• Employee beverage preferences
• Available counter and floor space
• Access to plumbing and electrical connections
• Cleaning and maintenance requirements
• Budget

Instead of selecting each piece of equipment separately, think about how your entire office beverage station will work together.

Plan Your Beverage Equipment Around Office Size

The current article recommends specific coffee machines for small, medium, and large offices. Instead, broaden the discussion to show what a complete beverage equipment setup might look like at each size.

Small Offices: 1–20 Employees

Smaller workplaces usually don’t need multiple high-capacity machines. Focus on equipment that provides variety without taking up too much space.

A typical small-office setup might include:

• Freshcup fresh-brew coffee system for offices that want freshly brewed coffee with a compact footprint and compostable coffee pods
• Compact single-serve coffee or espresso machine
• Traditional coffee brewer for offices with consistent coffee consumption
• Countertop filtered water dispenser
• Electric hot water dispenser for tea and other hot beverages
• Countertop cold brew system if cold coffee is popular

Single-serve systems such as Nespresso, Keurig, or Lavazza can be especially convenient for smaller teams because employees can prepare individual beverages without brewing an entire pot. Freshcup is another option for smaller offices that want freshly brewed coffee in a compact system.

Planning Tip: In a small breakroom, counter space is valuable. Prioritize multipurpose equipment and consider how much room will also be needed for cups, coffee, tea, creamers, sweeteners, and snacks.

Medium Offices: 21–50 Employees

As your workforce grows, capacity and speed become more important. A single machine may still work, but you’ll need to consider how quickly it can serve employees during busy periods.

A medium-sized office might consider:

• Higher-capacity coffee brewer or bean-to-cup system
• Single-serve or specialty beverage machine
• Filtered water cooler
• Cold brew dispenser or kegerator
• Hot water dispenser or tea brewer

Offering both traditional coffee and specialty beverages can provide variety while ensuring employees aren’t waiting for individual drinks during peak periods.

Planning Tip: Think about when employees use the breakroom. If 30 people arrive between 8:30 and 9:00 each morning, brewing speed may matter just as much as total daily beverage consumption.

Large Offices: 51–100+ Employees

Large offices need to think beyond individual machines and consider beverage stations, capacity, and traffic flow.

Depending on your office layout, a larger workplace might need:

• Multiple commercial coffee brewers
• High-capacity bean-to-cup equipment
• Espresso or specialty beverage machines
• Multiple filtered water dispensers
• Cold brew kegerators
• Dedicated tea and hot water equipment
• Multiple beverage stations throughout the workplace

Rather than requiring everyone to visit one central breakroom, larger offices may benefit from beverage stations on different floors or in different departments.

Planning Tip: Evaluate both employee count and physical office layout. One high-capacity machine may technically produce enough coffee for 100 employees, but it won’t necessarily prevent a line when everyone wants coffee at the same time.

Office Beverage Equipment to Consider

Office beverage programs can include much more than traditional drip coffee. Understanding the purpose of each equipment category makes it easier to build a system around your workplace. BostonbeaN offers equipment from a range of recognized brands, including Nespresso, de Jong Duke, Cafection, Bevi, and ION, allowing the equipment mix to be tailored to the size and beverage preferences of each office.

Coffee Brewers

Traditional commercial coffee brewers remain an excellent choice for offices that consume large amounts of coffee.

Batch brewing allows multiple servings to be prepared at once, making it especially effective during busy morning periods and meetings. Coffee can be served from glass pots, thermal servers, or insulated airpots depending on the system.

Best for: Offices with predictable, high-volume coffee consumption.

Bean-to-Cup Coffee Machines

Bean-to-cup machines grind whole coffee beans and prepare beverages on demand. They combine convenience with a fresher coffee experience and may offer multiple beverage selections from one piece of equipment. Our bean-to-cup options include equipment from brands such as de Jong Duke and Cafection, including:

• Vareo Bean-to-Cup
• Emblem Bean to Cup Coffee Brewer
• Virtu Bean-to-Cup

Depending on office size and beverage needs, BostonbeaN can recommend bean-to-cup equipment from manufacturers such as de Jong Duke and Cafection.

Best for: Offices that want freshly ground coffee, convenience, and a more premium breakroom experience.

Single-Serve Coffee Systems

Single-serve equipment allows each employee to prepare an individual beverage. Depending on the system, options may include coffee, espresso, tea, hot chocolate, cappuccino, and other specialty drinks. Nespresso is one option for offices looking to offer convenient, individually prepared coffee and espresso beverages.

Best for: Workplaces where beverage variety is more important than high-volume batch brewing.

Espresso Machines

Espresso equipment can elevate an office beverage program by giving employees access to espresso and café-style drinks without leaving the workplace.

Depending on the equipment selected, employees may be able to prepare espresso, americanos, cappuccinos, lattes, and other specialty beverages.

Best for: Offices looking to provide a premium employee perk or workplaces where espresso drinks are particularly popular.

Cold Brew Systems

Cold brew has become an increasingly popular workplace beverage, particularly for employees who prefer cold coffee year-round.

Countertop cold brew dispensers can work well for smaller workplaces, while offices with greater demand may benefit from a cold brew kegerator or larger dispensing system.

Best for: Offices with strong demand for iced and cold coffee beverages.

Water Coolers and Filtered Water Systems

Water should be part of the beverage equipment conversation from the beginning, not an afterthought.

Filtered water systems provide employees with convenient access to drinking water while also supporting better-tasting coffee and tea. Depending on your workplace, options can include bottleless water coolers and systems that dispense still, sparkling, or flavored water. Bevi and ION are examples of water systems that can help offices expand their hydration options beyond a traditional water cooler.

Best for: Every office, regardless of size.

Tea Brewers and Hot Water Equipment

Coffee isn’t everyone’s beverage of choice. Providing dedicated hot water or tea brewing equipment makes it easier to offer black, green, herbal, and specialty teas.

A hot water dispenser can also support other breakroom options, including hot chocolate and instant beverages.

Best for: Offices looking to provide an inclusive beverage selection beyond coffee.

Office Beverage Equipment Comparison Chart

Consider Your Employees’ Beverage Preferences

The best office beverage equipment isn’t necessarily the machine with the most features. It’s the equipment your employees will actually use.

Before finalizing your setup, consider surveying employees about their beverage preferences.

Ask about:

• Traditional coffee
• Espresso
• Cappuccinos and lattes
• Decaf
• Tea
• Hot chocolate
• Cold brew
• Iced coffee
• Still water
• Sparkling or flavored water

Understanding these preferences can prevent you from investing in equipment that receives little use while helping you prioritize the options employees value most.

Variety

If your team has diverse tastes, consider combining equipment rather than expecting one machine to satisfy everyone. A traditional brewer might handle morning coffee demand while a specialty machine provides espresso drinks and a filtered water system handles hydration throughout the day.

Customization

Some equipment allows employees to customize beverage strength, cup size, milk options, and other settings. These features can provide a more personalized experience without requiring employees to leave the office for café-style beverages.

Sustainability

Sustainability can also influence equipment decisions. Bottleless water systems, reusable drinkware, energy-efficient equipment, and solutions that reduce single-use packaging can help offices reduce waste. You can also consider enrolling in our Black Earth Compost Program.

Additional Coffee Supplies for Your Office

Quality Coffee Beans

BostonbeaN’s premium beans are freshly roasted, delivering a rich coffee experience in a variety of blends.

Teas and Hot Beverages

Non-coffee drinkers will appreciate a selection of herbal, black and green teas.

Coffee Accessories & Accompaniments

Stock items like cups, stir sticks, fresh dairy and a variety of sweeteners to enhance the breakroom.

Don’t Forget That Water Affects Your Coffee Equipment

Water quality affects both beverage taste and equipment performance.

Coffee and tea are primarily water, so filtered water can contribute to a more consistent beverage experience. Proper water treatment can also help protect equipment from mineral buildup.

When planning a new beverage station, determine whether the equipment requires:

• A direct water connection
• Water filtration
• Drainage
• Dedicated electrical outlets
• Specific counter clearance or ventilation

Evaluating these requirements before installation can help prevent expensive changes later.

Plan for Cleaning, Maintenance and Service

Equipment selection shouldn’t end with features and capacity. Consider what will happen after the equipment is installed.

Ask:

• How often does the equipment need to be cleaned?
• Who will refill ingredients and supplies?
• Does the machine include automated cleaning functions?
• How quickly can it be serviced if something goes wrong?
• Are replacement parts readily available?
• Who is responsible for preventative maintenance?

BostonbeaN provides equipment support and service to help keep office beverage equipment operating properly, so your employees aren’t responsible for troubleshooting commercial machines during the workday.

Plan Your Complete Office Beverage Program with BostonbeaN

Choosing office beverage equipment is easier when you look at the complete picture rather than selecting one machine at a time.

BostonbeaN Coffee Company can help evaluate your office size, employee beverage preferences, available space, expected consumption, and equipment requirements to develop a beverage program designed around your workplace.

From commercial coffee brewers and bean-to-cup systems to espresso, cold brew, filtered water, tea, and other breakroom solutions, our team can help determine which combination of equipment makes sense for your office.

Contact BostonbeaN today to schedule a consultation and start planning the right beverage equipment setup for your workplace.

Frequently Asked Questions About Office Beverage Equipment