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

Glossary 24

4

Facts About Workplace Water Solutions

It’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.

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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.

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Bottled Workplace Water Systems

Many 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.

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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:

¾ Jugged Workplace Water System

¾ Filtered Workplace Water System

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Jugged Workplace Water Systems

Jugged 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.

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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.

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Filtered Workplace Water Systems

Filtered 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.

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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.

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Choosing a Workplace Water System

Choose 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 well-ventilated. 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.

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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.

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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.

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Jugged water coolers might be best if:

¾ There is sufficient storage to keep extra jugs.

¾ One or more employees are capable of lifting filled jugs to replace empty jugs and can perform some minimal maintenance.

¾ There is a special need for demineralized, distilled, or fluoridated water.

¾ The office or workspace is at a temporary location and/or does not have easy access to water lines and/or electricity.

¾ Building owner does not permit plumbing modifications.

¾ Water usage doesn’t exceed 25 gallons a month (equivalent to five 5-gallon jugs) at a single location.

¾ The location of the water cooler is not permanent and likely to change, or for any reason the simplicity of dispenser is preferred.

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Filtered water coolers might be best if:

¾ Space is limited; there is little or no room to store extra jugs.

¾ Normal water usage exceeds 40 gallons a month.

¾ Easy access to water lines and electricity.

¾ Office or workspace is owned or under long-term lease.

¾ You wish to avoid making employees lift heavy jugs.

¾ Office or workspace easily disrupted by regular servicing visits.

¾ 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.

¾ 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.

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Pricing Workplace Water Solutions

Pricing 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.

¾ 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.

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¾ 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.

¾ 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.

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Advanced Features of Workplace Water Systems

Beyond basic hot and cold water dispensing, there is a number of advanced options to consider, such as:

¾ variable temperature controls

¾ filter-change warning lights

¾ integrated cup dispensers

¾ designer decor models

¾ changeable panels to fit changing color schemes

¾ 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.

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Top Tips for Workplace Water Solutions

¾ 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.

¾ 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.

¾ 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.

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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

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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

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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

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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.

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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.