When a workplace can be anything from an office to a factory to a construction site, a ‘one-size-fits-all’ hydration solution is not going to cut it. So what should employers consider when choosing a water dispensing system for a workplace setting? Refreshment's Bryony Andrews spoke to a number of specialists in water filtration to find out.

Adequate water intake is crucial for productivity at work. It supports cognitive functions like concentration and memory, as well as boosting mood and morale. Conversely, dehydration can reduce focus, alertness and energy, potentially leading to decreased work performance and increased fatigue and brain fog.

Providing accessible and enjoyable water to encourage regular consumption should be a priority for employers who want to maximise the productivity of their teams – especially as workers start to spend more days in the office.

So what are the best water dispense solutions for employers and workplaces, and what nonnegotiable features should managers look for in their choice of supplier?

Bottled vs POU dispensing

The filtration specialists we spoke to all almost all advocated for Point-of-Use (POU) water dispense systems over bottled, for a variety of reasons. POU systems are connected directly to the mains supply, and, when properly installed and filtered, offer a continuous and unlimited supply of consistently high-quality fresh water.

Bottled dispensers, meanwhile, can add invisible labour to workplace maintenance, such as tracking usage; managing returns and refills; storing replacement bottles; physically replacing the heavy water jugs and more. POU systems avoid these logistical, hygienic and environmental issues, minimising the need for transport, storage and, crucially, the risk of stagnation at quiet times for the business.

“Bottled dispensers usually require replacement every 19 litres and involve hidden costs for bottle delivery, storage and disposal,” warned Debora Screpanti, marketing manager at manufacturer of watercoolers and dispensers Blupura. According to Screpanti, they also rely on exposed taps and open reservoirs and are prone to mould, contamination and stagnant water.

Blupura’s POUs, however, operate in a closed-circuit system with no reservoir, certified filtration and no exposed tap, providing a more hygienic solution. This design, Screpanti claimed, guarantees maximum hygiene with minimal waste – a double win, as this also aligns with modern workplace sustainability goals. She added that POU systems also eliminate the need for storage space and reduce monthly operational costs.

Manufacturer of UVC (ultraviolet-C) LED disinfectants, Crystal IS, strongly advocates for POU systems because of their solid sustainability credentials. “[POU systems] provide on-demand disinfection and dispensing of safe water without the logistics, waste and emissions associated with bottled water and its supply chain,” said Patrick Aigeldinger, director of global product management at the firm.

Jeff Price, VP product marketing at Quench USA, cited an “often under-recognised sustainability benefit” of installing a bottle-less water system: “It frees up storage space typically taken by bulky jugs, thus allowing our customers to be more efficient with their office space”.

All this said, bottled water dispensers can be a great solution for locations without a potable water source.

“POU is the ideal solution whenever there is access to the mains water supply and the water quality is reasonably good,” said Paz Ausin, export manager at European watercooler manufacturer Canaletas. “However, in locations where there is no plumbing access or where water quality is very poor, a bottled water dispenser may be more appropriate.”

Key considerations

Ultimately, budget and specific workplace needs will guide an employer’s choice of water

dispense system for their business premises, but evaluating all the contributing factors can

be far from simple.

“It is important to balance practicality, cost and the specific needs of the business when choosing a filter,” said Emma Redford, marketing director at water filtration H2O Direct. She identified “number of users, water usage volume, cost, certification/compliance, availability and maintenance” as key considerations for employers.

Blupura’s Screpanti added “water quality” and “available space” to this list.

Screpanti continued: “Other important factors include addressing specific contaminants. For example, chlorine, bacteria, microplastics, heavy metals and PFAS,. Blupura’s Blutron range is specifically designed to meet diverse filtration needs – such as Blutron Shield and Ultra for microplastics and bacteria; Blutron Hero for heavy metals and PFAS; and Blutron Ionic for reducing water hardness.”

A concern highlighted by all the specialists that we spoke to was the importance of specifying a filtration system based on real, site-specific water issues – not as a ‘one-sizefits-all’ solution.

Antonio Zerilli, managing director at Zerica, a producer of chilled, ambient and sparkling water coolers and drinks dispensers, told Refreshment that the firm has seen many cases of excessive or unnecessary treatments being applied, often driven by a misunderstanding of actual water quality needs.

“Over-filtration can not only be wasteful but also alter the water’s natural characteristics,” he said. “Zerica promotes a targeted approach: analysing the incoming water, identifying actual contaminants or taste issues and then recommending the most appropriate filtration solution – no more, no less. This ensures optimal performance, lower running costs and a better user experience.”

Canaletas’ Ausin agreed that the most important factor to consider when choosing a filtration system for a workplace is the quality of the local water supply.

“In some cases, no filtration may be needed at all, or a simple filter that improves taste and reduces chlorine may be enough,” she explained. “In other cases, such as when sediment levels are high or the water is poorly controlled, additional filtration – like sediment filters, activated carbon filters, UV sterilisers, ultrafiltration or reverse osmosis systems – may be recommended.”

For Ted Hertz, VP product management at water filtration specialist Quench USA, the primary goal of filtration is simple: “To focus on aesthetic effects that make the water taste great”. When water tastes and smells good, employees are naturally more likely to stay hydrated. Hertz also noted the positive effect of showing employees that they are valued, by providing filtration that makes water healthier through reducing impurities such as lead, cysts, chlorine, PFAS and microplastics.

However, Hertz said, choosing water filtration systems that have achieved certification from authorised third party test laboratories is essential, particularly for a corporate setting.

“These certifications show that the product has been tested and meets strict safety and performance criteria. Without them, it’s hard to know whether a system truly works as advertised,” he pointed out.

Looking beyond filtration, some workplaces may choose to include an UV treatment to ensure microbiological safety for their water dispensers. Crystal IS’ Aigeldinger advised that when considering a solution with integrated UV, companies should consider the UV source and its impact on maintenance and ESG compliance.

He said: “Selecting a system using LEDs for the UV treatment source, as opposed to a traditional mercury lamp, can extend maintenance cycles as LEDs reduce or eliminate the need for recurring light source replacements and the disposal of hazardous materials. Selecting a system with UVC LED-based treatment can be particularly attractive for multinational corporations as non-mercury based systems help ensure compliance with future environmental regulations.”

Sustainable solutions

Simply by their nature, POU water dispensers are a sustainable option. As well as freshness and safety, filtering at the moment of dispensing means a dramatically reduced carbon footprint.

“From a sustainability standpoint, POUs drastically reduce carbon dioxide emissions by eliminating transport and plastic production,” Blupura’s Screpanti shared. “With zero-mile water and no single-use bottles involved, they offer a clear environmental advantage for any company looking to improve its ESG credentials.”

According to Quench USA’s Price, a single, bottle-free water cooler will prevent up to 7,000 single-use plastic bottles from entering the waste stream every year.

However, even an inherently sustainable water dispensing system can be improved, and the environmental impact of individual systems should be examined by employers hoping to minimise their environmental footprint.

So what are some examples of workplace filtration solutions that support customers in improving their sustainability credentials?

Auxilia, Zerica’s proprietary cloud-based portal, makes a concrete contribution to reducing the environmental footprint of workplace hydration by optimising maintenance through data driven decisions.

MD Zerilli said: “Developed entirely in-house, Auxilia gives facility managers and end-users real-time access to system performance, water quality data and maintenance records. Thanks to integrated Wi-Fi and SIM card connectivity, the system is always online – ensuring continuous monitoring and allowing for rapid intervention when needed, regardless of the location. This connectivity minimises downtime, avoids unnecessary on-site visits and ensures that every action taken is both timely and efficient.”

At Canaletas, meanwhile, dispensers are manufactured using durable, recyclable materials like stainless steel, and products are built to last over 25 years, which significantly reduces waste over the years and helps employers plan for the long term.

“We also help clients make informed decisions about the type of filtration they really need, avoiding unnecessary systems that increase water or energy consumption,” added Ausin. “This combination of technical advice, eco-conscious design and long-term durability allows our clients to strengthen their sustainability strategies while ensuring high-quality water for their employees.”

Quench USA’s Price highlighted how the company’s workplace hydration solutions help to reduce delivery truck emissions by reducing the frequency of deliveries. Culligan Quench offers a wide variety of hydration solutions, including still water, sparkling water and flavoured water with caffeine additives.

H2O Direct’s Redford recommends looking at the supplier’s environmental footprint as a whole when deciding on a system. She shared the example of a supplier that recycles its filters for use in the production of new products, such as playground equipment, and also takes part in a tree planting scheme. “This provides customers with a well-rounded package of sustainability efforts,” she said.

Maintenance challenges

The specialists we consulted identified a number of maintenance challenges associated with water filtration systems, some unique to a workplace setting.

A major workplace dispensing challenge is making sure a product is properly sized for the number of users and their consumption patterns, said Quench USA’s Hertz. “An underspecified product can be the greatest reason for service calls, so we should start by educating customers at the time of purchase.”

The importance of customer education was similarly stressed by Blupura’s Screpanti, who believes that “the main risks come from incorrect or incomplete installation, which can affect performance or hygiene over time”.

To prevent this, Blupura offers comprehensive technical training for installers and service partners, ensuring proper set up and long-term reliability. “We also provide detailed manuals, training videos and support materials on our digital platforms,” Screpanti added.

For Zerica’s Zerilli, one of the most common challenges he has noted in workplace environments is how to maintain high hygiene standards without increasing the operational workload or requiring frequent servicing. Zerica addresses this with its patented Silver Turbo Clean system.

“The technology ensures internal hygiene and consistent water quality without the need for special maintenance procedures,” explained Zerilli. “In many cases, no routine internal cleaning is required, even with heavy usage. Furthermore, optional accessories and system add-ons can elevate hygiene standards even further, all while keeping intervention to a minimum. With smart design and cutting-edge engineering, we help our customers maintain top-tier performance with minimal effort.”

Crystal IS’ Aigeldinger noted that workplaces typically struggle with filter replacement tracking and labour scheduling, as well as service disruption or downtime due to unplanned maintenance. “Systems with UVC LEDs often provide options for real-time diagnostics and predictive alerts when

performance declines,” he told Refreshment.

Canatelas’s Ausin added: “For workplace settings, regular maintenance, particularly periodical filter replacement, is crucial for optimal performance and hygiene”. However, she understands that this maintenance schedule must be tempered by other considerations, such as time, cost and availability. “We advise all our customers on how to perform efficient maintenance to achieve the best water quality, striking the right balance between budget and optimal quality.”

There are many factors to consider when specifying a water dispensing system for the workplace, but the key to demystifying these is in your choice of supply partner. From analysing your local mains water, to considering your environmental footprint, to scheduling regular servicing: the right partner will support you not only through installation, but for the the whole lifespan of your water dispenser.