Office Tea Dilemma: How Do You Ensure Fair Use Without Waste?

Does anyone have ideas for efficiently supplying tea to staff during working hours? We currently leave tea, milk, and sugar in the lunchroom but suspect the facility is being abused.

Thanks

Please use the tea/coffee machine; it will surely minimize the cost. Use milk powder instead of milk and sugar pouches instead of sugar. This option is cheaper and easier to serve. Please hire an office boy. He will ensure the optimal usage of tea and coffee materials, reducing wastage.

Regards,
Vipin:icon1:

I go with Mr. Vipin's views, and this is the practice in my office too.

A small correction: Instead of hiring an office boy, you can hire a coffee/tea/milk boy to do the same based on timings. He can come at that time, serve it, and leave the office, and at times in the evening too.

Regards,
Prince

Hi,

Simply put a vending machine for easy use as per employee requirements and load tea and milk once in the morning.

Regds,
C. Bhushan Sharma

If your office is planning to reduce consumption, please consider reducing the number of office tea services. Specify the number of people to be served. You can also mention the serving times - 10:30 AM in the morning and 3:30 PM post-lunch. If people can have tea when needed, opt for tea bags. Additionally, as Vipin suggested, consider using milk powder (available in pouches/sachets) and sugar sachets. Thank you.

I guess there are some vending machines that have the facility to operate through coupons. You may issue two coupons to your employees, which they can use whenever they want in a day.

Regards,
Pratibha Uniyal

Such a foolish post over a cup of tea. Do whatever you wish. I DON'T CARE.

Ravi,

Please understand that this is a forum, and don't comment on other's posts so rudely. We don't mind whether you care or not. If you can help others, please go forward or please quit.

Regards,
G

Yes, Ravi...

You have no clue - HR people are questioned if the tea is disappearing and even if water supply is not there in the restroom. And all these assignments will be forwarded only by people who we report to... they say - we execute!

Hi,

- Have a separate pantry.
- Fix the timings.
- You can serve tea to individuals at their cabin/seat. If someone missed it, don't offer again. If you do, then you have to serve people the whole day.
- Men can make good tea/coffee according to the individual's requirements.
- Vending machines can only give you the same taste.

Regards,
:icon1:

Dear Friends,

My suggestion:

1. Please don't go for any vending machine (Powder-based), as it may affect the employees' health in the long run (not hygienic or easy to maintain).
2. You may choose a vending machine that does not use powders.
3. There is no substitute for natural methods – creating a small pantry with specific timings is more economical and beneficial for both employees and employers. The same office boy can handle courier distribution, document movements, visitor arrangements, senior executives' requirements, etc.

Note:

Please refrain from commenting on other colleagues' requests or assistance. HR is a noble profession and we have the opportunity to help employees. Employees seek solutions from us because they know that we are the only department concerned about their welfare in the organization and we are the ones who can assist them.

Our outlook should shift towards aiding our employees:

a. By providing top-quality service, employees' health can be maintained and improved, leading to reduced absenteeism, minimal health issues, and lower turnover rates.
b. Addressing minor issues promptly can prevent major problems in the future.
c. If some employees complain that the tea or coffee is not good, upon analysis, most of their complaints may be interconnected. They might be using this as a way to express their feelings or their preferences may be specific (e.g., not liking powder-based coffee).

Each problem presents an opportunity. We should inspire others and set an example. Let's maintain a positive outlook on every issue.

Let's avoid blaming our colleagues who seek help from this forum.

Friends,

First of all, I don't agree with Mr. Ravi. No post is foolish or irrelevant. If you look at the current scenario, people are sticking to their jobs just because of the current economic downturn. Such minor things really impact employee satisfaction. I don't feel you should limit the number of times tea is served. I believe it's the responsibility of every organization to serve the basic needs of employees. By restricting the number of times tea is served, it will create a negative image of cost optimization initiatives of the organization. I feel you should prepare a list of some of such tiny issues and then call for a town hall kind of employee speak meet and take their suggestions. This will give them a sense that their opinion does matter and even if you take any harsh step for such a small issue, it will be a joint decision of the management as well as the employees.

Regards, Ritu

Friends,

I agree with Ritu. If we are restricting this type of activity in our organization, it will definitely affect employee satisfaction levels. We can create a control mechanism through the vending machine itself, i.e., we can fix the quantity of milk, beans, etc. For cost-saving purposes, we can introduce self-service instead of deputing an office boy. Also, if we are using paper cups, please avoid that as well.

Thanks,
Anoop

Dear,

I agree, my cousin runs his own business. They serve tea and coffee two times a day: in the morning and after lunch around 3-4 p.m. There is a chaiwala located nearby his factory. That's it.

Regards,

Vipin 🌟

Dear all,

From my point of view, in a big organization, it is better to install the machine or outsource (not with milk powder). Also, employees will choose their taste because if the office boy supplies the tea/coffee, it's not possible to supply it on time.

If it's a small organization, there is no issue; the office boy will do all these things whatever mentioned by V. Jagan.

Dear all,

Please don't blame anyone. As HR professionals, we should not consider someone as the wrong person based on one-time communication; just advise them to change. HR should have a non-judgmental attitude.

Regards,
Santhosh

Hi,

I totally agree with G... Ravi, don't misuse this forum and don't be so rude to anyone, as you too might need help from this forum. Some people can also comment on you, so just a request for you to think twice before commenting on others.

Suggestions:

1. There are tea/coffee suppliers from outside who come during fixed times and serve it in the office premises. You may take their help.
2. Keep a vending machine. I am not too sure as to what type of misuse your people are into. If it is that they take home sugar or coffee/tea powder, both options will help. If the misuse is about the increased number of coffee/tea, you may use a token system. Distribute coupons at the rate of two coupons a day for the respective working days in the month beginning itself. This needs a person to monitor. But watch out... the morale will also be affected. That will become your worry.

In case you think some more discussion is needed on this, you may email me at hr.robert@gmail.com or call me at 9900548622.

Dear K Ravi,

It seems you are not an HR person; otherwise, you would have understood the importance of a cup of tea.

I am happy to be a part of the forum because of the help we receive. No matter what the issue/problem is, there are people to guide you. People take time off to pen down their suggestions. We are really helping each other, and the help is always so great that it reduces our turn-around time so much. I feel that in a short while we can get a diversified view on things. So, I request people not to be rude to others. If they don't feel a particular post to be important, they can just ignore it. It takes less time compared to writing that it is bad.

Nope, Ravi is not an HR person.

Anyone other than the HR department will think it does not make sense, and if he/she does not have tea/coffee/cookies, they will be the one telling everyone else in the organization, "The HR can't even take care of their people and support their employees."

It may look simple. HR is not just taking care of one person - it's the whole group.

That's why I say - HR is a thankless job; people take it for granted. If you do something, they think it's something they ought to have. If you don't do it, they say, "What an HR? Can't even take care of tea and coffee."

And it's because of them and their misuse that we HRs have to think even about basic things! And finally, they say during a survey that they were not able to perform because they were stressed due to the tight work schedule and they did not have anything for refreshment.

My previous company, "A WORLD WIDE RECOGNIZED" engineering company, has its employees complaining about mosquitoes and HR not supplying All Out!! So, they cannot work after 6:00 PM if they have project work pending (the windows are all closed and the room is air-conditioned).

A boy was worried because on his day one, we did not give him a notepad and stationery. He was irritated because of the delay and formed a group to discuss it.

These are things that I could mention here...others are too childish.

People who complained are not kids but graduates who have passed out of good engineering colleges and with at least 2-4 years of experience.

What do you say?

Suggest adding a vending machine to your office canteen facility. This will allow the employees to have the required amount of tea.

---

Thank you for your suggestion. Adding a vending machine to the office canteen would indeed provide employees with convenient access to tea throughout the day. This small addition could contribute to improving the overall experience for employees during their work hours.

Hi,

Just hire someone who can prepare tea and coffee for the staff. The same thing is being followed in my office.

Hi Meghana,

You can probably have an office boy who is supposed to serve tea/coffee to employees at their desks. The employees need not go to the lunchroom to have tea/coffee. Alternatively, having a tea/coffee machine would be a good suggestion.

Thank you.

Elsewhere, I was looking for material on Transaction Analysis (TA). I am getting many practical case studies right here! Lots of parents, adults, and children. Fascinating!

Raj

Hi,

I have reviewed all the solutions, and I believe the best option would be to consider using vending machines. They would provide faster service and could also help in reducing costs.

Mr. K. Ravi,

The same words from my end also, kindly take care when you are going to comment on others' posts. This is a forum where people can share their problems, and it is the best way to get solutions. We do not mind whatever you feel. Mind it.

Warm Regards,
Srihari

Hi,

This forum is for respecting each other and solving each other's problems, not for being rude. If you can't reply, at least don't display a bad attitude here.

Every issue discussed here is related to the HR field and not meant for jokes. It's the collective experience we are all sharing.

Hi,

The best way is to cut costs and be free of all these activities of taking stock of tea, milk, etc. by outsourcing the entire activity to a service provider. There are companies like ISS Facility Services that take care of the same.

See, Mr. Ravi,

You do not need to comment on this issue. If you remain quiet, that's enough, instead of treating this issue as a silly thing. Management means management. We should manage everything, including tea, sweepers, office boys, attenders....

Ok.

Thanks & Regards,
Rafi - Warangal

Keep the supplies in a visible area. People tend to hesitate misusing them when they know others are watching. The idea of having an office or tea boy adds to costs, and unless the culture is altered, the facility will continue to be abused. Vending machines do not generally provide as good quality.

I commend you for raising what some may consider a trivial issue. In a recession, only those who take care of minute details will survive.

People, please be kind and empathetic to others' problems. What may seem trivial to you could be important enough for someone to raise the issue here. Please help if you can; otherwise, refrain from being judgmental. Just as you find others' judgments amusing, others may view yours the same way!

Dear friend Ritu18,

Your comment is about Mr. Ravi, right? How light is commenting about this issue (tea), surprised at his comment. Job means job.

Thanks & Reg.,
Rafi-Warangal
AP

We have a tea machine, and to handle this, we also have an office boy. However, I want to implement a self-service option for all staff because it could be convenient for everyone. I need a kind notice on this. Can you help me out?

Installing a Vending Machine

Installing a vending machine would be the best option. This will eliminate the wastage of ingredients.

The underlying assumption is that employees drinking three cups of tea instead of two would not constitute misuse of the "Tea policy"!