An office coffee machine is more than just a perk – it’s a daily staple, a source of morale, and often the unsung hero of workplace productivity. But like any hardworking piece of equipment, it needs regular care to keep running smoothly.
So how often should you be servicing your office coffee machine? The answer depends on several factors – including usage levels, machine type, and the quality of water being used. In this post, we’ll break down what you need to know to keep your coffee machine in top condition, avoid unnecessary breakdowns, and ensure your brews remain consistently brilliant.
Why Regular Servicing Matters
Office coffee machines can be subjected to heavy daily use – often serving dozens (or even hundreds) of drinks each day. Without regular maintenance, they can become less efficient, produce lower-quality coffee, and eventually break down.
Common issues caused by neglect:
-
Limescale build-up, particularly in hard water areas
-
Blocked pipes or clogged milk lines
-
Inconsistent water temperature
-
Deterioration of seals and brewing components
-
Unpleasant taste or odours in drinks
By keeping your machine regularly serviced, you not only ensure a better-tasting brew but also extend the lifespan of the machine itself – saving money and hassle in the long run.
General Servicing Guidelines
While each machine will vary slightly depending on make and model, here are some general guidelines:
Daily or Weekly Tasks (In-House):
-
Empty and clean the drip tray and waste container
-
Wipe down external surfaces
-
Rinse or clean milk frothing components (essential for hygiene)
-
Flush brewing systems with water (some machines do this automatically)
Monthly Maintenance (Light Service):
-
Clean internal components if accessible
-
Run cleaning cycles using recommended cleaning tablets or powders
-
Check for limescale and descale as needed (especially in hard water areas)
Professional Servicing (Every 6–12 Months):
A full service from a qualified technician should be carried out at least once a year – and more frequently for machines with heavy use (e.g. in larger offices or shared workspaces).
This will usually include:
-
Full internal inspection
-
Replacing worn parts (seals, valves, filters)
-
Limescale removal and deep clean
-
Calibration and performance testing
-
Firmware updates if applicable
Factors That Affect Service Frequency
-
Usage Volume
High-traffic offices may need servicing every 3–6 months. Smaller teams might manage well with annual check-ups.
-
Type of Machine
Bean-to-cup machines tend to require more upkeep than simpler pod or filter machines, due to their internal grinders and milk systems.
-
Water Quality
Hard water significantly increases limescale build-up. If your office is in a hard water area, consider installing a water filter and increasing descaling frequency.
-
Milk Usage
Machines that froth fresh milk need more regular cleaning to prevent build-up and bacterial contamination – ideally cleaned daily with appropriate milk line cleaners.
Signs Your Machine Needs Servicing
Watch out for:
-
Slower brewing times
-
Lukewarm drinks
-
Strange noises
-
Milk frother issues
-
Coffee tasting burnt, weak, or sour
If you notice any of these signs, don’t wait – book a service promptly to prevent bigger issues developing.
The Bottom Line
Servicing your office coffee machine isn’t just about maintenance – it’s about making sure your staff always have access to the high-quality coffee they’ve come to rely on. By staying on top of cleaning and scheduling regular professional servicing, you’ll maximise the life of your machine, minimise downtime, and keep the workplace caffeinated and happy.