What's the best water dispenser for your office?

Choosing the Best Water Dispenser for Office Use

If you're running an office, you'll likely want a reliable water dispenser. The best office water cooler offers more than a professional look; you’ll need to consider factors such as capacity, usability, and output. For example, Jim Van Vleet, representative at PMR, explains, “operators want dispensers that are easy to clean and service. The easier it is to maintain, the less downtime they’ll face.” Not only can finding the right water cooler can improve employee efficiency and comfort, providing potable water is also an OSHA workplace requirement.1

Considerations for Purchasing an Office Water Dispenser

Before you decide on a water cooler for your office, think about the following factors:

  • Budget
  • Installation requirements
  • Energy efficiency
  • Long-term maintenance costs
  • Estimated daily usage
  • Water hardness
  • Available office space

The Best Water Dispensers for Office Use

Jeff Biel, Vice President of Marketing and Product Development at Scotsman, says that water dispensers are critical to keeping people hydrated in the workspace. “We see them in break rooms, healthcare waiting areas, and staff lounges.” Below is a list of the most popular water dispenser styles to help you choose the right one for your workplace.

Bottled vs. Mains-Fed: Which is Right for You?

Although not a technical name, "water cooler" usually refers to upright stands that hold a 5-gallon jug and include a spigot for dispensing water. Their simple construction makes them economical and flexible. They also have the benefit of providing specialty waters, such as spring water or distilled water, that you can’t get from tap. Refills typically range between $2 and $20 per bottle.

Mains-fed (or bottleless) options have a much higher initial cost but don't require bottle replacement. Since they provide a faster output, you'll need less of them, and they also often include options for ice dispensing.

Popular Water Dispenser Brands for Office Use

Office water dispenser brands
  • Manitowoc Ice offers large, freestanding dispensers with high ice outputs. They're great for those needing lots of cold drinks.
  • Scotsman specializes in countertop and wall-mounted dispensers with stylish exteriors that are ideal for medical offices. Scotsman’s HID series of ice and water dispensers offer both water and chewable nugget ice. Biel points out that Scotsman coats all its internal components with Aegion, which is an antimicrobial substance. This antimicrobial coating enhances office hygiene.
  • Hoshizaki provides durable, hygienic countertop models for any setting.
  • Follett features a broad range of dispensers with special features like internal UV lighting to reduce mold development.

Key Features of Office Water Dispensers

Selecting the right dispenser for your office depends on following factors:

  • Capacity: Bottled water coolers have limited capacities and need frequent refills in high-traffic areas. Most in-line dispensers have a relatively similar water output, but their ice capacity varies. Consider purchasing a standalone model with a large ice bin if you expect high demand. Otherwise, a countertop model should meet the needs of most offices.
  • Temperature and water settings: Some models provide only cool or room-temperature water, but others offer both hot and cold water, and some also provide sparkling water. Make sure you know which type will best suit your office.
  • Filter and cleaning needs: Most water dispensers come with replaceable filters and require regular cleaning. While maintenance varies by model, most coolers need preventative maintenance about every six months.
  • Touch-Free vs. Push Button: Touch-free dispensing, which uses infrared sensors to detect a hand or container, is the gold standard for environments that require minimized contact. However, in most office environments, push-button dispensers remain popular for ease of use.
  • Multi-functionality and beverage options: If your office prefers variety, look for dispensers that offer still, sparkling, or chilled water. “There’s more interest in dispensers that can handle both still and sparkling water. Operators want more versatility out of fewer machines,” explains Jim Van Vleet.

Why It’s Important to Have a Water Cooler at Work

Water dispensers help promote hydration, which is essential for employee wellbeing and productivity. Although office workers won't drink as much water as athletes, they need it just as much. Even a 1- to 2-percent loss in body water can impair cognitive performance.2 Providing an office water dispenser will help create a comfortable work environment and reduce waste from plastic bottles.

Find the Best Office Water Dispenser at KaTom

Water dispensers for work are worthwhile investments for your office and will help improve your environment. Whether you need ice, hot water, or filtered drinking water, KaTom offers numerous leading water dispenser brands such as Follett, Hoshizaki, Scotsman, and Manitowoc Ice, so you can choose the best water dispenser for your office.

References

  1. General Environment Controls. OSHA. Accessed April 2025.
  2. The Hydration Equation: Update on Water Balance and Cognitive Performance. National Library of Medicine. Accessed April 2025.