The ultimate guide to setting up a coffee station in your office

Let’s face it, the coffee station is the beating heart of every office. It’s where we go to fuel up for the day, catch a moment to ourselves, or spark conversations that lead to brilliant ideas. It’s more than just a place to get your caffeine fix. It’s a space that reflects how much your business values its people.

However, how you set your coffee station up can affect how your workplace flows and feels and flows. Get it right, and it becomes a welcoming hub of energy and connection. Get it wrong, and it can feel like an afterthought.

But how do you create a winning coffee station? From choosing the right location to making it a design feature, here are essential coffee station ideas for the office to help you build a space that brings people together.

Choose the right coffee machine

You can’t have a coffee station without a coffee machine. But with so many types out there, it’s important to choose one that suits your team’s habits, space, and budget. Here is a breakdown of the most popular office coffee machines to help you make the right call.

• Bean-to-Cup Coffee Machines: As the name suggests, they freshly grind beans for every cup, providing barista-style drinks at the press of a button. Each drink is usually ready in under 60 seconds, making it much quicker than a trip to the coffee shop or even boiling the kettle. These machines bring the taste and experience of a café into the workplace without the wait or the walk
• Pod Coffee Machines: These machines are quick and easy to use, leaving behind virtually no mess. Plus, they allow you to make a range of drinks, from Americanos to hot chocolate

• Flavia & Incup Vending Machines: These machines use sachets to make consistently good brews with minimal fuss. From Yorkshire Tea to frothy cappuccinos, there’s something to suit every taste. Plus, their user-friendly and compact design makes them perfect for small office environments
• Fresh Milk Coffee Machines: These machines combine premium quality with advanced hygiene features, allowing you to get barista-quality drinks with real milk for a truly authentic taste
• Barista Coffee Machines: Built with advanced technology and Italian craftsmanship, these machines are designed for serious coffee lovers who expect café-standard results every time

Choosing the right location

Where you put your coffee station matters just as much as the machine you choose.


Office design expert Lee Gill at Flow Office, who specialises in workplace planning and layout, says:

“The best coffee stations are in high-traffic areas, but positioned to one side so they don’t block the flow. After all, you don’t want people bumping into each other or the furniture. 

“A good coffee station should feel like a destination, but not a bottleneck. Avoid placing it in narrow walkways or right next to desks where noise could disturb people working.”
Lee also stresses the importance of considering how many people use your office at peak times.

“Make sure there’s enough room for more than one person at a time and that the area doesn’t clash with meeting room doors or reception spaces,” he says.

“If you’re tight on space, a slimline machine on a corner unit or tucked into a breakout space could be ideal.”

Equally, it’s important to think about the practical side, especially when it comes to power and plumbing. You don’t want extension leads trailing across the floor or plug sockets overloaded with multiple machines. Not only does it look untidy, but it’s also a trip hazard and a safety issue. 

Lee advises planning ahead during your office fit-out or refresh: “Make sure your coffee station is positioned near enough to power sources, and if your machine requires plumbing, consider how this will be integrated without disrupting the layout.

“Many offices now include built-in units with concealed sockets and cable management systems to keep everything neat. For plumbed-in machines, a nearby water supply and waste outlet will be needed – something that’s easier to manage if planned from the start. If that’s not possible, tank-fed machines offer flexibility without needing plumbing.”

Design for functionality

Don’t hide the coffee station in a back corridor. Give it pride of place in a breakout zone, shared kitchen or open plan space. Lee adds, “Your coffee area says a lot about your workplace culture. When it’s well designed and on show, it signals that you value downtime and connection.

“Use lighting, shelving, or splashback panels to help it stand out and feel more like a feature than an appliance.”

Other things to think about
include:

* Condiment Units – neatly store sugar, stirrers, cups, and lids to keep the area tidy

* Recycling Bins – encourage sustainability by separating cups and general waste

* Water Stations – placing these nearby makes the space multifunctional and encourages hydration

* Breakout Areas – if space allows, include seating or nearby tables so people can pause, relax, or chat

Lastly, make sure the style and materials match your overall office design, so everything feels cohesive.

Making it appealing

A coffee station shouldn’t just be functional, it should feel inviting. Styling it in a way that reflects your brand or company culture helps it feel like a natural part of your workspace.

Whether you’re creating a cosy kitchen-style nook or going for a clean, modern look, it’s a good idea to add aesthetic touches like plants, small artworks, or even floating shelves to make the space feel intentional.

Don’t forget the practical extras either, such as a tidy condiment tray, storage for mugs and sachets, and even a recycling bin to keep the space clutter-free. You can also use signage to guide people.

Encourage use and enjoyment

It also makes sense to think about how your team will use the space. Is there room for a couple of bar stools, a standing ledge, or a nearby table? Even a small perch can encourage quick chats and spontaneous moments of connection.

A few minutes over coffee can help build relationships, spark creative ideas, or simply give someone a well-earned break.

Get the right coffee machine for your business

Here at Coinadrink, we believe a great coffee experience can do more than just pick you up. It can enhance workplace culture, boost morale, and support productivity throughout the day.

With decades of experience supplying businesses across the West Midlands, we provide a wide range of commercial coffee machines to suit every need. From fresh milk and bean-to-cup models to simple in-cup systems, we’ll help you find the perfect fit.

Get in touch with our friendly team today to explore your options and discover how the right coffee setup can transform your office environment. From machine recommendations to layout ideas, we’re here to help you build a better workplace – one cup at a time.