Business.com
Guide to Workplace
Water Solutions
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Contents
Facts About Workplace Water Solutions
4
Bottled Workplace Water Systems 6
Jugged Workplace Water Systems 8
Filtered Workplace Water Systems
10
Choosing a Workplace Water System
12
Pricing Workplace Water Solutions
17
Advanced Features of Workplace Water Systems
19
Top Tips for Workplace Water Solutions
20
Business.com Checklist for Workplace Water Solutions
21
Glossary24
Facts About Workplace
Water Solutions
I
t’s not known exactly when people started gathering around the workplace
water cooler to exchange gossip, but an educated guess is not too long
after the water cooler was invented by Halsey Willard Taylor and Luther
Haws in 1906. At the time, one of the leading causes of sickness, even
death, was contaminated water. It was the death of Haws’ father due to
drinking water contaminated by typhoid that became the impetus for his
invention, the “purified water dispenser,” or water cooler.
Today, we expect our tap water to be safe – to look clean, and to taste fresh. The
National Resources Defense Council reports that “one in three gastrointestinal
illnesses - often chalked up to stomach flu - [is] caused by drinking water
contaminated with microorganisms.” So if you’re thinking of providing water to
your employees, it’s important to ensure the water is safe and sanitized.
Water makes up about 60% of body weight. Most adults should drink at least
eight 8-ounce glasses of water daily, though that will vary according to age,
weather conditions, and levels of physical activity.
4
Many studies indicate that drinking at least five glasses of water daily can
decrease the risk of colon, bladder, and breast cancer. Drinking water regularly
also helps suppress appetite and is an important part of any weight-loss
program. People who drink water regularly tend to have healthier skin, increased
levels of concentration, and fewer headaches and infections. A healthier
employee means less of a headache for you.
According to a survey by ARAMARK Refreshment Services, a vendor of office
water filtration systems, “nearly 70 percent of workplaces offer free [...] water
to employees and visitors - making free water service second only to free hot
coffee” in terms of the percentage of firms that offer it.
People who drink water regularly tend to have healthier
skin, increased levels of concentration, and fewer
headaches and infections. A healthier employee means
less of a headache for you.
5
Bottled Workplace
Water Systems
M
any offices stock individual bottles of water and workers continue to
literally drink them up. The advantages of a bottled water system are
that you buy what you need when you need it; there is no machinery
to break down or to clean, so it’s easy.
However, there are many disadvantages to a bottled water system for the office
or workplace. First is the expense. Bottled water will set you back about 50%
more than 5-gallon container water. The bottle costs more than the water in it.
The second problem is the weight. A 24-pack of bottled water weighs about 24
lbs. It can get tiring lugging that to the car, to the workplace, to the storage area
and to the break area. A 5-gallon jug weighs over 40 pounds, but they’re usually
delivered to your workplace storage area for you.
The advantages of a bottled water system are that
you buy what you need when you need it; there is no
machinery to break down or to clean, so it’s easy.
6
Perhaps the main reason to avoid using a bottled workplace water system is the
damaging environmental impact. According to a report by The Pacific Institute:
“Bottled water production also consumes water itself:
to produce one liter of bottled water, one must use up to
three liters of tap water... [F]rom start to finish bottled water
consumes between 1100 and 2000 times more energy than
tap water... [S]ixty million plastic bottles end up in American
landfills daily... [L]ess than five percent of [plastic bottles are]
recycled... Producing the bottles for American consumption
requires the equivalent of more than 17 million barrels of oil, not
including the energy for transportation.”
Given that plastic water bottles are expensive, heavy, result in waste and may be
seen as contrary to a company’s commitment to “green” principles, the two best
choices for workplace water solutions are:
¾¾ Jugged Workplace Water System
¾¾ Filtered Workplace Water System
7
Jugged Workplace
Water Systems
J
ugged is most common type of water system found in the workplace
and is probably the type of water system that comes to most people’s
minds when they think of a workplace water cooler. It’s a large jug,
usually 5 gallons in size (although smaller 3-gallon and 2-gallon jugs may
be an option for small spaces), that sits upon either a floor stand or a
counter stand.
The floor stand takes up about one square foot of floor space. Counter stands
are more suitable for small kitchens and break rooms. They are both usually
available in white or black plastic, with optional stainless steel and aluminum
models available as an upgrade. Floor-standing models are larger and therefore
more expensive than countertops.
Jugged water coolers depend on gravity for the water to travel from the jug to
a dispensing spigot, although usually there is a compressor to cool the water
and an electric heating element to warm it. Most workplace water dispensers
have two dispensing levers: one for cold water, the other for hot water. Some
models offer a third lever to dispense room-temperature water. Water coolers with
compressors to chill the water can be noisy and may not be suited to workplaces
where noise is a problem.
8
Typically a dispenser of small disposable paper or Styrofoam cups is provided
for individual use. However, many companies encourage employees to use their
own cups to cut down on the creation of waste.
One 5-gallon jug is equal to about 38 single-serve (16.9 oz.) plastic bottles and
weighs about 42 pounds. A big disadvantage of the jug system is handling those
heavy 5-gallon containers. In some cases, workplace water companies will not
only deliver the water but replace near-empty jugs with full ones. The empty
or near-empty jug is lifted off the stand, automatically sealing itself to prevent
leakage. A full jug is then placed on the stand, and the seal is opened to allow
the water to flow.
Jugs are usually filled with natural spring water, although most services offer the
additional options of distilled, demineralized, or fluoridated.
The water cooler service sets up the initial installation and then schedules
regular delivery to pick up empty jugs and replace them with filled jugs. Used
jugs are cleaned and sanitized before they are refilled. Jugs are usually retired
after about 50 uses and recycled.
Jugs are usually filled with natural spring water,
although most services offer the additional options of
distilled, demineralized, or fluoridated.
9
Filtered Workplace
Water Systems
F
iltered water systems literally tap into your regular water system and
filter your own water. This eliminates the need for jugs, although most
filtered water systems still feature a receptacle for filtered water that
sits on your countertop or stands on the floor.
The filters remove impurities from municipal or well water and must be changed
regularly. The filter typically is a carbon cartridge that traps minerals and other
contaminants. It will only work for so long before becoming overloaded and
ceasing to remove contaminants.
A filtered water system can also slow the rate of flow as the water is processed
through the filter. Some models contain more than one filter for extra purification
and there are also optional “specialty” filters designed to protect against specific
contaminants such as perchlorate and VOCs (volatile organic compounds).
Like jugged water coolers, filtered water cooler stands usually offer a choice of
cold and hot water. Stands are usually black-and-white plastic, with stainless
steel as an upgrade option. Floor-standing models are usually more expensive
than countertops.
10
You can install a workplace water filtration system yourself, using systems such
as Pur or Britta that attach to the spigot and purify on demand. However, the
cost-per-gallon for this kind of system is quite high, compared with the cost of
using a workplace water service. And the quality depends on frequently replacing
the filters, something a service supplier can usually do for you.
Workplace water service companies hook the water filtration unit up to your
water line, schedule regular replacement of the filters, and schedule periodic
maintenance and sanitation of the unit. There may be rent-to-purchase
agreements as well as outright purchase agreements available.
Workplace water service companies hook the water
filtration unit up to your water line, schedule regular
replacement of the filters, and schedule periodic
maintenance and sanitation of the unit.
11
Choosing a Workplace
Water System
C
hoose the workplace water solution that best fits your situation. If you
think your employees will not be able to comfortably handle pickup
of the 42-lb., 5-gallon jugs of water maybe you should look into a
filtration solution.
Unused water bottles should be stored in a clean area that is cool and wellventilated. Do you have room to store enough 5-gallon jugs to last until the
next delivery date? If space is at a premium, a filtration system might work
better for you.
How many 5-gallon jugs will you need per week or per month? That depends on
the weather and the preferences of employees, but here are some good rules of
thumb. You’ll want at least one dispenser per 25 employees. You might need as
much as one gallon per week per employee. For five employees, that would be
20 gallons/month or four 5-gallon jugs per month.
12
Is it a problem keeping the water cold? Will the water cooler be placed in a warm
location? Larger floor-standing models have bigger compressors, and thus are
more likely to provide water at colder temperatures than countertop models.
Office water systems need to be kept clean. The need for regular cleaning
and maintenance will help you determine whether to hire a service or buy the
equipment you need and maintain it yourself. Keep the exterior clean; dust and dirt
that naturally accumulate on the outside surface can lead to mold growth. Empty
the drip tray (the shelf beneath the dispensing spigots that traps excess water
drops) regularly. Stagnant water that sits in the tray may be prone to mold creation.
While you could clean the internal parts of the unit yourself, an advantage of
leasing is that the water cooler provider will do that for you. If you’ve purchased
the unit and prefer to do your own cleaning, follow the manufacturer’s instruction
on how to properly sanitize the unit. If you are not mechanically inclined, or you
can’t designate a person in the office who is, then, again, it is best to leave this
task to the water cooler professionals.
Office water systems need to be kept clean. The
need for regular cleaning and maintenance will help
you determine whether to hire a service or buy the
equipment you need and maintain it yourself.
13
Are you renting your workplace space or do you own it? If you rent the space, you
might need permission from your landlord to install a water filtration system. If you
own your facilities, it might be a good investment to install a filtration system rather
than purchasing water in jugs, which is usually more expensive per gallon.
Are you in a secure facility, where water deliveries could be a security threat or
disruptive? Will water delivery service people have to sign in to gain access to
your storage area? Will their loads have to be inspected? Secure facilities may
want to purchase water in larger amounts to reduce the number of deliveries
required each month or year.
If you own your facilities, it might be a good investment
to install a filtration system rather than purchasing water
in jugs, which is usually more expensive per gallon.
14
Jugged water coolers might be best if:
¾¾ There is sufficient storage to keep extra jugs.
¾¾ One or more employees are capable of lifting filled jugs to replace
empty jugs and can perform some minimal maintenance.
¾¾ There is a special need for demineralized, distilled, or fluoridated water.
¾¾ The office or workspace is at a temporary location and/or does not have
easy access to water lines and/or electricity.
¾¾ Building owner does not permit plumbing modifications.
¾¾ Water usage doesn’t exceed 25 gallons a month (equivalent to five
5-gallon jugs) at a single location.
¾¾ The location of the water cooler is not permanent and likely to change,
or for any reason the simplicity of dispenser is preferred.
15
Filtered water coolers might be best if:
¾¾ Space is limited; there is little or no room to store extra jugs.
¾¾ Normal water usage exceeds 40 gallons a month.
¾¾ Easy access to water lines and electricity.
¾¾ Office or workspace is owned or under long-term lease.
¾¾ You wish to avoid making employees lift heavy jugs.
¾¾ Office or workspace easily disrupted by regular servicing visits.
¾¾ Hot tea/coffee service is also offered; filtered water units can be
connected directly to brewing machines to make coffee/tea with
upscale water filtration similar to leading marquee brands.
¾¾ Water cooler is located in a harsh environment; jugs can develop
pinhole leaks that not only lead to leakage, but let outside contaminants
in and pollute the drinking water, defeating the whole purpose of having
the water cooler.
16
Pricing Workplace
Water Solutions
P
ricing will vary depending on whether you prefer to lease or own your
water cooler and the services that support it. It’s not simply an issue
of which costs more, although that is certainly a consideration.
¾¾ Pricing Bottled Workplace Water Systems
You can always buy bottled water. Even though it is expensive
compared with other workplace water systems, the water is still
pretty cheap. You can buy 24-packs of water at a grocery store or
convenience store for as little as $5.00, or about $1.50/gallon.
When you price it, take into account your own time and labor buying the
water and transporting the water. If your time is valuable - or your back
is weak - you might want to hire a service to help you.
17
¾¾ Pricing Jugged Workplace Water Systems
The price depends on the number of jugs and frequency of servicing,
but contracts can start as low as $9.95 a month for three jugs, including
initial installation of the water cooler. That’s about 66 cents per gallon less than half the cost of bottled water.
Some companies offer the option of buying the cooler stand itself, and
they merely supply the jugs as needed. In most cases, the number of
jugs, as well as delivery frequency, can be adjusted as needed.
¾¾ Pricing Filtered Workplace Water Systems
The common starting point for monthly rental rates, not including
installation, is around $30 a month. That includes cleaning the system
and replacing the filters for one cooler. If you’re using 40 gallons or
more of jugged water per month, you’ll likely benefit cost-wise by
installing a filtered water system.
18
Advanced Features of
Workplace Water Systems
B
eyond basic hot and cold water dispensing,
there is a number of advanced options to
consider, such as:
¾¾ variable temperature controls
¾¾ filter-change warning lights
¾¾ integrated cup dispensers
¾¾ designer decor models
¾¾ changeable panels to fit changing color schemes
¾¾ connection to coffee and tea brewing systems
Of course, added features mean added costs. If the water cooler is in a
reception area, then looks are important. You might also want to offer guests and
customers some added conveniences. On the other hand, if the water cooler
is back in a storage room in which your employees are typically in and out of
quickly, then paying extra for a designer look wouldn’t make much sense.
19
Top Tips for Workplace
Water Solutions
¾¾ If you aren’t certain what you need, then lease the service and make
sure you aren’t locked into a specific contract length. Once you find
something that works best for your office, consider whether or not it’s
better to purchase a unit or continue a lease arrangement.
¾¾ Keep a record of your supplier’s maintenance activities attached to the
back of the water cooler. This not only ensures the necessary work is
being done, but if a problem does arise you might need to provide a
maintenance record to ensure warranty coverage.
¾¾ Promote use of the water cooler. It’s a healthy break for your employees,
and healthier employees are more productive employees. Plus, in this
day of email and social networking, the time-honored notion of the
“water cooler conversation” could help encourage worker interaction.
20
Business.com Checklist for
Workplace Water Solutions
My Needs
Vendor 1 Vendor 2
My Water Needs
Number of employees
Number of floor-stand dispensers
Number of counter-stand dispensers
- Heat and cool
- Cool only
- No heating or cooling
Filter existing water system
Integrate with coffee/tea system
Frequency of delivery
21
Frequency of cleanings
Frequency of filter changes
Noise of unit is a consideration
Sign-in required for security
Inspection required for security
Special water (fluoride, mineral, etc.)
Jugged Workplace Water System
Purchase price per cooler
Lease price per cooler
Number of jugs used per month
Cost of jugs used per month
Cost of space required to store jugs
Includes cup dispenser
Price of cups per month
Additional service expenses
Energy efficiency rating
Floor-standing or countertop
Plastic, stainless steel, or aluminum base
22
Filtered Workplace Water System
Purchase price per cooler
Lease price per cooler
Cost of equipment space for equipment
Installation charges
Cost to replace filters
Frequency of replacing filters
Includes cup dispenser
Price of cups per month
Additional service expenses
Energy efficiency rating
Floor-standing or countertop
Plastic, stainless steel, or aluminum base
Customer service
Will deliver jugs to workplace
Will replace jugs when needed
Clean/sanitize/service schedule
Warranty length
23
Glossary
Acidic: Water that contains a sufficient amount of acid substances to lower the
pH below 7.0.
Activated Carbon: Adsorptive granules of carbon (obtained by heating) that
remove certain trace and soluble materials from water.
Alkaline: The presence of salts (primarily sodium, potassium, magnesium, and
calcium) that raise pH levels above 7.0. These salts are added to counteract high
water acidity (pH below 7.0) to neutralize water.
Aqueous: Something made up of water.
Calcium Carbonate: Commonly called “scale,” it’s a white precipitate that forms
on water lines to indicate the presence of hard water.
Chlorine: Added to disinfect water, high concentrations of chlorine in drinking
water will leave an aftertaste.
Distilled Water: Water that has been boiled and condensed to remove solids,
inorganics, and some organic chemicals.
Fluoridation: Added to drinking water systems to protect against tooth decay.
24
Hard Water: Contains high levels of magnesium and calcium salts such as
bicarbonate, carbonate, sulfate, chloride, and nitrate. Excessive hardness causes
objectionable taste in drinking water.
Inorganic: Minerals.
Organic: Substances of plant or animal origin; always contain carbon.
Osmosis: Passage of liquid through a semi-permeable membrane that allows
passage of water, but stops dissolved solids.
PCBs: Polychlorinated Biphenyls, a banned substance once used in the
manufacture of plastics.
pH: Measure of acid or basic (alkaline) conditions in water, on a scale of 0 to
14. The neutral point is halfway between those numbers at 7.0. Levels below 7
indicate acidity and levels above indicate alkalines (bases).
Potable: Safe water.
Precipitate: A solid, such as iron, present in the water.
Soft Water: Contains few or no dissolved minerals.
Spring Water: Water that “springs” from a natural fountain or other body of water
in the earth.
25