How Should HR Handle Employee Coffee Limits When Workload Causes Headaches?

I work for a private company as an HR Executive. Recently, we purchased a Coffee Day coffee machine after comparing the budget with the coffee/tea consumption of the employees. Now, employees are consuming more coffee/tea because the coffee machine prepares tasty beverages. As the expenses are exceeding the estimated budget, we have restricted the coffee intake to 2 cups per day. However, employees work diligently and often experience headaches due to the workload, prompting requests for additional coffee to manage work pressure.

As an HR professional, considering the safety and well-being of the employees, I raised this issue with my senior. Unfortunately, I was informed in no uncertain terms that we cannot provide extra coffee regardless of the circumstances.

Please share your thoughts on this matter.

Regards,
Chaithra D C

It's good if you can ask the employees to pay and have the coffee after their two cups. Fix a certain amount for the coffee, as most employees tend to reduce their coffee consumption. Otherwise, consider changing the coffee vending machine.

This is a classic example of Murphy's Law: "The 'wants' of a person graduate to the level of the available resources."

Regarding your remark, "employees work so hard and get headaches and ask for extra coffee to control the work pressure," are you sure this could be true? How did the employees handle this pressure earlier when the coffee intake was lesser?

Indira Somala's suggestion about charging for the extra cups sounds good, but you could add in terms of the logistics involved, like assigning someone to handle the cash payments and later accounting, etc.

Another way to handle the situation could be to do away with the present vending machine and install a coin-operated vending machine. Every cup would then be payment-related. Accounting for the coin-box collections would be easier this way.

The amount you plan to spend on coffee per employee can be reimbursed monthly along with the salaries, as, for example, Coffee/Refreshments Allowance or any similar name. Whether the employees wish to spend the full, partial, or extra amount on their coffees is then up to them.

Regards,
TS

Establishing Rules Before Implementation

It happens in all organizations. It is always wise to lay down the rules before the game begins. Even before installing the vending machine, you should have had a brainstorming session with your group of people or with representatives of each department, discussed the topic thoroughly, come to an understanding, and received acceptance from all employees, and then installed the machine.

Now the game has started, and you find people are playing a foul game, and now you want to amend the rules as the game is progressing! Hahahaha.

Considering Changes to the Vending Machine

Well, as our friends have suggested above, you can consider changing the vending machine, provided you have not paid upfront for the cost of the machine, or if it is on lease, in which case, you can consider swapping. But, this step, I am sure, will again draw criticism and unpleasant comments from the same employees regarding the quality of coffee since you have already pampered and spoiled them with better-tasting coffee!

Revisiting the Decision with Employees

So, call the department representatives, brainstorm the topic again, debate it, and from your side, explain the cost involved and then come to a conclusion, either to issue tokens and for extra cups for extra tokens on a payment basis or any other option which is feasible. You have to make it very clear, without mincing words, the cost factor and the impact on the budget for the expenses on a cumulative, annual basis.

But never think of changing the game rules while the game is on! That sets a wrong precedent.

Future Considerations for HR Executives

In the future also, as an HR executive, before implementing something, talk to the people in a formal manner, assess the pros and cons of the initiative that you are planning to implement, and then choose the best option available and then take management approval or blessing for the same.

This way, your headache will be much less!

Best wishes

Most of the replies would be helpful. I would suggest starting a token system for tea/coffee and conducting training on the impact of excessive consumption of such beverages. Additionally, to keep the employees motivated and prevent misuse of these facilities, consider introducing a "Happy Day" every week, like declaring Happy Friday where they can have two extra cups. This approach will contribute to their happiness.

Approximately 90% of employees would be satisfied with this initiative, and for the remaining 10%, it's not guaranteed they will never be.

Regards,
Sachin Gupta

Normally, people never prefer coffee prepared by machines unless there is no other choice. Your case is funny. The very point of providing coffee through vending machines is not to make employees go out and waste their productive time. It's really amusing to see in your case, employees drinking more coffee than usual because the coffee is either too tasty or too good to resist. Please try these funny captions:

Drinking more coffee can make one nervous or affect their blood pressure. You may also add this, "Too much coffee makes a person too active and may harm their nervous system in the long run." When you introduce a system or rule, ensure that it emphasizes the benefits for the consumers or stakeholders, and try to highlight the positive aspects to encourage acceptance of this change with little resistance.

Best of luck,

In most cases, and also from experience in my organization, I can tell you that the novelty factor wears away soon, and staff members will go back to their routine of having two cups a day. You can reinforce this limit by putting up apt posters across the pantry area. However, if the consumption of coffee continues to be on the rise, you can think of alternatives as suggested by the other members of this forum.

If you restrict the employees from drinking coffee inside the office, there is a possibility that they would step out of the office (normally it is in a group) to a coffee shop or vendor, thereby wasting valuable time. We have noticed that it is more economical to provide additional coffee as compared to the loss of working time.

Worst case scenario - install a CCTV camera in the pantry to identify regular offenders and speak to them in private.

All the best,

Yoganand

I think you are worrying too much about this simple thing. First of all, whenever something new is introduced, there is always a tendency for excess indulgence. But this is not going to last long. Over a period of time, you will notice that consumption is going to come down gradually and return to near normal.

Secondly, the vending machines use milk powder, which may lead to gastric problems in some persons, and this may also result in a gradual reduction in consumption.

Lastly, I think you should not withdraw the privilege extended to them, which may demotivate employees. Instead, take statistics and find out how many take one cup, two cups, 1/2 cup, do not take tea at all, and then arrive at a suitable conclusion. For all you may see, this may not extend the total eligibility of all employees.

Regards,
S. Sudhakar

Find out how much overboard your coffee expense is, and consider sending out a circular stating that you will collect Rs 'x' from all employees for the excess coffee every month. This may be an unpopular approach, but it could be workable. Are they using these breaks to catch up? Consider keeping the machine off for a few hours every day!

Considering you can't spend on another machine or employ someone to check for tokens/coupons, etc., I believe implementing blackouts and brownouts—i.e., limiting the coffee powder loaded in the machine to a specific ration every day—would help regulate consumption, much like our power grids.

Regards,
Rukmani

Impact of Coffee Overconsumption on Employee Health

If the coffee culture grows beyond a limit, your employees may start developing high blood pressure, creating additional problems for you. Clearly, put an end to the overconsumption of coffee. Coffee has an intriguing effect on people, making them more addicted to it. May your company grow better and not just rely on coffee. There are other areas for coffee to expand. All the best.

Regards