If the coffee is running low on Monday morning, it is rarely the coffee machine to blame. Usually, the quantity was estimated too optimistically. This office coffee bean consumption example shows you how to realistically calculate your team's needs - so that espresso, café crème, and cappuccino are always available without too many bags piling up in storage.
Calculating office coffee bean consumption: The simple formula
For an initial plan, you only need three values: the number of people, the average number of coffees per person per workday, and the bean consumption per drink. The calculation is:
Employees × Cups per day × Workdays × Grams per cup = Bean requirement in grams
For an espresso, you usually calculate with 7 to 9 grams of beans. On a fully automatic machine, the standard setting is often around 8 grams. A café crème or a large coffee often requires 9 to 12 grams depending on the machine and desired strength. So, it is not only important how many people work in the office, but also what they actually drink.
As a practical guideline, 8 grams per serving is suitable if the team mainly drinks espresso, lungo, and café crème from the fully automatic machine. For a very strong setting or many large drinks, it is better to plan with 9 to 10 grams.
Office coffee bean consumption example for a team of 10 people
Let's take an office with ten employees. On average, each person drinks two coffees per workday. The team works 22 days a month, and the machine is set to 8 grams of beans per serving.
10 people × 2 cups × 22 workdays × 8 grams equals 3520 grams. So the office needs around 3.5 kilograms of coffee beans per month.
In reality, it is worth not ordering exactly 3.5 kilograms. Visitors, meetings, an extra afternoon coffee, or individual heavy drinkers quickly change the requirements. With a reserve of 15 to 20 percent, the calculation becomes a sensible monthly order of 4 to 4.5 kilograms. With 1-kg bags, five bags would be a relaxed supply.
This is particularly practical if the beans are not only intended for the daily round at the workplace, but also for customer appointments and meetings. An empty bean container just before the meeting does not leave a good impression.
How much does that cost per month?
The costs depend on the brand, variety, and package size. With an attractive price per kilogram of, for example, 18 to 24 CHF for five kilograms, calculate around 90 to 120 CHF per month. This corresponds to approximately 20 to 27 cents per coffee in the example with 440 servings - still without milk.
Especially in the office, the advantage of whole beans shows itself: The coffee remains aromatic, the selection is large, and the price per cup is significantly more predictable than with many single portions. Those who order regularly can additionally calculate better with larger package quantities, sets, or a coffee subscription.
Three typical office sizes compared
A small team of five people, two cups per day, and 21 workdays consumes about 1.7 kilograms per month at 8 grams per cup. With a reserve, 2 to 2.5 kilograms are suitable.
With 15 people and an average of 2.5 cups per day, 22 workdays already add up to 6.6 kilograms. Here, eight kilograms per month is a realistic order value, provided that visits or meetings also take place.
An office with 30 people and three cups daily needs almost 16 kilograms per month with the same calculation. At this size, consumption should not be estimated, but regularly documented. Even a small deviation in the number of cups makes several kilograms over the month.
Not everyone drinks the same amount
The formula provides a solid basis, but it does not replace observation. In some offices, half the team only drinks a coffee in the morning, while a few colleagues make four or five servings per day. The way of working also plays a role: On days with a lot of home office, consumption decreases, while presence days, workshops, and training days increase it.
That is why an average of two cups per person is a good starting value, but not a law. When you plan anew, it is better to order slightly generously in the first month and note the actual consumption. After two to three orders, you will know the rhythm of your team much more precisely.
A simple process is enough: Note the date on which a new kilogram is opened, and count the workdays until the next package. This way you can see whether your machine, your settings, and your team are more at 1.5 or at three cups per person.
The bean quantity also depends on the machine
A fully automatic machine usually dispenses evenly, as long as the settings are not constantly changed. This makes planning easy. With filter holder machines, consumption can fluctuate more because different people dose differently and because some coffee is lost when setting the grind level.
The drink selection also counts. A double espresso needs approximately double the coffee quantity of a single espresso. Milk drinks like cappuccino or latte macchiato may look larger, but do not automatically require more beans - the deciding factor is whether the machine makes a single or double serving for this.
If the machine allows an aroma strength, check the settings. A very high level can consume one to two grams more beans per cup. At 500 servings per month, that quickly adds up to an extra kilogram. More beans do not automatically mean better coffee, however. The right variety, a clean grind level, and a correct machine setting often bring more than maximum dosing.
What reserve is sensible?
For small offices, one to two unopened kilograms are usually sufficient as a reserve. Larger teams should have at least one week's consumption in stock. Those who need five kilograms per month are well protected with one to two additional packages. At 15 kilograms per month, the reserve may be correspondingly larger.
But too much stock is also not ideal. Whole beans retain their quality well in the unopened original packaging, but coffee should not sit unnecessarily long. Therefore, it is better to order regularly and according to the actual consumption, instead of stocking up for a year. After opening, the beans belong in a tightly closing container, protected from heat, light, and moisture. The refrigerator is not a good solution for this, because moisture and foreign odors can damage the aroma.
Selecting the right variety for the office
In the office, coffee must appeal to many tastes and work reliably. Italian blends with a balanced ratio of Arabica and Robusta are often a safe choice: They deliver a dense crema, enough body for milk drinks, and a strong character for espresso.
For teams that prefer a soft café crème, a milder roast or a higher Arabica content is suitable. For the classic, intense Italian espresso, the Robusta content may be higher. The machine is also important: Very oily beans are not ideal for every fully automatic machine. A properly roasted, high-quality bean supports both taste and machine maintenance.
If different preferences meet in the team, it does not necessarily have to be a single variety. A main variety for everyday use and a smaller package of decaffeinated beans are often the most uncomplicated solution. For larger quantities or an individual composition, a personal inquiry helps.
Organizing reorders without rush
Set a clear reorder point. With a consumption of five kilograms per month and two kilograms of reserve, you order as soon as the second reserve kilogram is opened. This leaves enough time for delivery without having to check quantities every week.
For regular office orders, larger units are particularly sensible. At Baristacoffeeshop, delivery within Switzerland usually arrives in 2-3 workdays, and from 70 CHF it is free. Those who know their monthly requirement can bundle the order accordingly or organize it recurringly with a subscription. This saves effort and reduces the risk that someone in the office spontaneously buys some replacement coffee.
A good office coffee does not need complicated procurement. Measure your consumption properly once, plan a small reserve, and adjust the quantity after the first few months. Then the focus remains where it belongs: on a good cup of coffee at the right time.