UK Aqua Ltd

Maintenance Tips for Water Coolers and Dispensers

Your water cooler is a well designed piece of equipment that
has few moving parts and is unlikely to go wrong and let you down. But, like
many appliances, it will need some maintenance and servicing to keep it in
optimum condition. After all, you bought it so that you could have the best
possible quality drinking water. Regular maintenance and servicing will ensure
that that clean, fresh, properly filtered water is what you always get.

Because water coolers are sturdy appliances with few moving
parts, there’s not a great deal that can go wrong with them. One of the most
important maintenance and servicing tasks is to ensure that the filter or
filters (depending on the model) are changed at regular intervals. Most
manufacturers recommend a filter change twice a year.

Whether you have a bottled water cooler or a plumbed in
model, to keep bacterial contamination at bay you will also need to clean the
tank and/or chiller reservoir and flush the system out with sanitising
fluid approximately three times a year.

A sanitisation kit will provide you with all the equipment
you need if you’ve chosen to do the maintenance of your water cooler yourself.
It’s not difficult and it won’t take you long to do it. Alternatively, a
maintenance contract with your supplier will take the burden off you. You won’t
even have to make a note of when a service and clean is due.

If you’re doing it yourself there are some basics to
remember when cleaning and maintaining your water cooler. Check out the
manufacturer’s instructions carefully and follow them to the letter. Short cuts
aren’t worth it if you want to maintain the quality of your water supply.

Remember to unplug your water cooler before draining and
servicing it. As we all know, water and
electricity don’t go together except under controlled conditions. If the
tank is empty at any time, switch it off.

If there is any ice in the chiller reservoir of your water
cooler, don’t chip it off. The best, and the easiest, thing to do is just to
let it melt. It shouldn’t take too long.

Keep an eye on dust. If your water cooler is in a dusty
environment, you shouldn’t have a problem with it contaminating the interior,
but it’s obviously a good idea to keep the external cabinet clean. Avoid
abrasive detergents. Keep an eye on the tap and the drip tray, which can also
be simply cleaned, using dishwashing liquid and a soft cloth. Proprietary
products to deal with limescale can be used as required.

Maintaining your water cooler isn’t that much more
complicated than maintaining your fridge. Simply servicing it regularly and
keeping it dust free will make sure that your water cooler continues to serve
your hydration needs for years to come.

Water Cooler Features and Accessories
You may think a water cooler is just like a kettle, but in
reverse – it cools water instead of boiling it. In fact, water coolers are a
bit more complicated. For one thing, you have many more choices, with many
different models available, with different features and capacities.

Your first step is to decide on the type of water cooler you
want. Do you want it freestanding, under the sink or on a table top? Do you
want to use bottled water or is a plumbed in water cooler best for your
needs?  Once you’ve narrowed this choice
down, you still have other options to choose from.

One of the decisions you’ll need to make is the type of  water
cooler filter you want. The best type to choose will depend on your needs
and the quality of the water you are using, whether that is bottled or from the
mains supply. If your tap water smells of chlorine, a basic filter can help
eliminate that. If you need top level filtration (for example, if you want
ultra-clean water for an aquarium) there’s a filter that will do the job. Some
systems use only one filter, while others use a combination for maximum
filtration efficiency.

Carbon filters (carbon block or gas activated carbon
filters) will do most of the work you want your water cooler to do. These will
remove particles, odours and other contaminants. Carbon block filters are more
effective than gas activated types. A ceramic filter similarly filters water
through small pores. The Rolls Royce of filters is a reverse osmosis filter,
which will remove pollutants that other filter types generally cannot, however
this is very wasteful (almost 2/3 rd of the water is discarded) and totally unnatural.
Humans have been drinking water with plenty of other attributes and
constituents other than pure water since evolution began!

You may not realise that there are water coolers that will
produce hot as well as cold water for your home or workplace. Most models don’t
heat water to the temperature required for tea or coffee, but there are some
chiller/boiler combo models available. Others provide water to temperatures
that are more than adequate for washing up and similar tasks.

You will also have the option of buying various water cooler
accessories. If you’ve bought your water cooler outright or don’t have a
service contract, you can buy a service kit. This will contain all the things
you need to service your water cooler yourself, from sanitisation fluid to
brushes and gloves. It’s not complicated, and may be the right option for you.
Other accessories include cup dispensers, suitable for storing around fifty disposable
cups – perfect for the workplace.

A feature of contemporary water coolers is a wide design
range. You can choose from highly styled models for public-facing
areas, or basic design models for the back rooms. There’s plenty of choice and
you’ll have no trouble finding a water cooler that’s perfect for your
requirements.

How to Clean Your
Water Cooler

If you’ve installed a water cooler in your office or home,
or are thinking about it, then the question of cleaning and maintenance is
something you’ll need to consider. If you want pure, clean water, you have to
make sure that its coming from a clean machine. Fortunately, cleaning and
maintenance of water coolers isn’t complicated. Water cooler
servicing kits are readily available.

When you acquire your water cooler you will have two options. If you’ve rented a water cooler then it will typically include some kind of maintenance and service contract. That lets you off the hook when it comes to keeping your cooler in tip-top running order. Your contractor will deal with the cleaning for you, on a regular basis.

Your other option is to undertaking the cleaning of your
water cooler yourself. It’s a straightforward process that requires little
technical know-how – just some common sense. Your water cooler will come with a
manual and instructions on any specific features peculiar to your model of
machine.

There are some differences between cleaning bottle-fed and
plumbed in water coolers, and those that both heat and chill water, but the
basic process is the same. In either kind of water cooler, you will need to
clean or occasionally replace the filter, no matter what type of filter it is
fitted with. If your cooler has a filtration system that uses several filters
(some have two or three), then you will need to attend to all of them at
regular intervals – twice a year is about standard for filter replacement.
Sanitising to remove any bacterial presence is best down about three times a
year.

Luckily it’s no sweat! They are designed for easy servicing
and cleaning and service packs will contain all the kit you need. Apart from
replacing the filters the other key tasks are flushing the system out with
sanitising fluid, and giving it a bit of a brush where any debris has
accumulated. If there is a drip tray you will need to give that a regular wipe,
along with running a wet cloth over the outside. You may need to use lime de-scaler
if you have a lime scale problem with the water in your area.

Before you start, there are some basic but important things
to remember! First of all, wash your hands
with anti-bacterial soap, or use a clean pair of latex gloves. Obviously you
don’t want to introduce any extras into your water.

Second, make sure you’ve unplugged and switched the water
off, if you have a mains-fed (plumbed in) water cooler. It sounds obvious, but
it’s worth making a note of this vital step in the proceedings! Then make sure
that you’ve emptied out any water remaining in the cooler tank.

Then, give the tank and baffle plate a good but
gentle scrub with a nylon brush. Then add sanitising fluid. The amount you need
to use will vary depending on the tank size and the make and model of your
cooler. Check the manufacturer’s instructions. Switch the water back on to
ensure that the sanitising fluid penetrates throughout the system. After about
five minutes (for typical brands of sanitising liquid) you can flush the system
through with clean water. You’ll need to do this about three times.

You’re then ready to reassemble your cooler, fill the tank from
the mains or replace the water bottle, as applicable. The whole process
shouldn’t take you too long, and very soon you’ll be up and running, enjoying your
refreshing, clean, filtered water once again.

If you are unsure then get a professional to do it for you, since they do it daily its probably a better use of your time and money!

How to Choose the Right Location for your Water
Cooler or Dispenser

 
Everyone needs access to fresh drinking water. It is healthy, refreshing and satisfies your thirst. In your business,
employees will thank you for caring about their wellbeing. But, where do you put that water cooler or dispenser you want to buy?

Location, Location, Location!

It’s an important part of business. You wouldn’t station your office in the middle of nowhere to attract clients would
you? In the same way, you also wouldn’t position things around your office place that weren’t convenient to your staff.

Choosing and then buying a water cooler is the first but not the last decision you have to make. Where will you place it?
Here are some things to take into account as you make that decision.

1. Size of the office – We are referring to the number of staff in the office in question. There are water
   coolers that can provide fresh drinking water for 40 and also 80 or more people
   on a regular basis. You wouldn’t buy a small table cooler for 120 people. The
   models of coolers/dispensers you need depending on the number of people.
2. Shape of the office – If your office space is a square with one way in and one way out, a central location
   for the water cooler is ideal. Desks are probably going to be about equidistant
   from all points so one person doesn’t have to walk farther than the rest to
   reach fresh drinking water.
3. Position of the mains – This is a key consideration for plumbed in water coolers. Each water cooler comes with
   a flexible hose that allows you to station your cooler up to 15 metres away from the water source. So, if you don’t want a table top model in the kitchen area of the office, you have the option of using the stand-alone model in anearby alcove or central location that provides easy access for all staff. Even within the eating staff area, a free-standing cooler can be placed across the
   room to eliminate use of precious counter space and also increase sanitation.
4. Layout of the office – We have talked about the staff area but what about your customers? If you run a
   business where daily customer contact is a must, placing a cooler in the reception area is also a key to attracting more business. You are not required
   to offer customers fresh drinking water but it can be a deciding factor on whether they stay with your services. In this case, purchasing a reception area water cooler may prove quite cost effective.

Are you considering a water cooler for your business
space? Where you choose to place the cooler within the office is just as
important as deciding which model of cooler to buy.

Water Coolers on a Budget

A water cooler in your office, school or home isn’t a huge luxury. For a workplace, a supply of clean, potable drinking water is a legal requirement – and it helps a lot if it’s chilled and easily accessible for anyone needing to slake their thirst.

If you think a water cooler is an expense that you can do without, think again. We’ve become aware that water is the healthy option, rather than caffeine-laden hot refreshments or sugar-filled fizzy drinks. Water coolers are standard equipment in many thousands of offices – and given their affordability, it’s surprising that they aren’t almost as common as kettles.

The most economical option for anyone wanting to install a water cooler in their premises is definitely a plumbed in system. This means that the system uses your regular mains water supply. With a mains fed water cooler system your water costs are the lowest you can get.

You won’t have a problem with quality. After all, investigations into pricey bottled waters in the past have shown that sometimes this ‘designer’ water comes from the tap, too. The magic is in the branding and the trendiness of bottled water.

If you aren’t happy with the quality of your mains water supply, then a plumbed in water cooler system that uses mains water is the budget solution for getting better quality drinking water without resorting to buying in bottled water.

How’s that? Most water coolers have highly effective filter systems that will deal with any problems you may have with the water that comes out of the tap.  Filters (of various kinds, including carbon and UV) will effectively filter out particles and unwanted substances, including excess fluoride and even help reduce traces of lead, if you still have lead pipes. 

The costs of a water cooler system will obviously vary according to how many people will be using it, the heat and dryness in your workplace or premises and the amount of physical activity that people are engaged in.

You may find that a water cooler system with chilled water on tap is a more economical alternative to kettles constantly being boiled for tea and coffee. Water coolers aren’t huge energy consumers, but it’s worth looking out for the most energy-efficient model – you can save substantially in the long run if you do. Also make sure you choose one that is not too big for your actual needs. A table top model with smaller capacity could be perfect for your home or smaller office.

The decision about whether to rent or buy is something to consider when you’re working out how a water cooler will fit into your budget. Depending on your needs, it may be more economical for you to rent, with a contract that covers maintenance and servicing (such as filter cleaning and changing, typically about every 3-4 months) and repairs. Remember too that if you need two water coolers in different locations, it won’t necessarily be double the cost.

Alternatively you may save money by maintaining your system yourself. It isn’t hard to do with a water cooler service kit. Water coolers don’t have lots of moving parts or delicate elements, so you are unlikely to have breakdowns that require you to shell out for replacement components. If you buy your water cooler outright, regular self-servicing and simple care will make sure your water cooler lasts for many years. 

Water coolers come in a range of stylish designs that make them look more expensive than they are. In fact, you can save money with the right model of water cooler for your requirements. It’s the simple way to refresh.

Workplace Water Coolers

 Water dispensers of various kinds are perfect for all sorts of environments, but they really come into their own in the workplace. Installing a workplace water cooler system is the easy way to provide any office with a supply of cool, clean water – for instant refreshment – for you and hardworking staff.

 It’s the small things that make a workplace a happy place. Thirsty workers aren’t happy workers and since many employers no longer provide free tea and coffee, the least that people expect is chilled, portable water to sip during the day.

 Where can you put your office water cooler? There are plenty of possibilities. You will need to think about practicalities, especially if you’ve chosen a mains-fed, plumbed in water cooler. And you may want to consider maximum convenience and how your workplace functions as a total space.

 If you simply want instant chilled water available to staff from the workplace kitchen, then you might consider a model that sits on the countertop or can be plumbed in underneath the sink. You can also install plumbed in water coolers up to 15 meters away from the connection point. People won’t have to walk further than necessary for an invigorating drink. Plumbed in models are cheaper to run and this option will reduce your carbon footprint. 

If this is a concern for you, note that you will be able to find energy-efficient models that will also help cut down on your energy bills, on top of the savings you’ll get from a mains fed system. The plumbed in option is typically at least 50% cheaper than buying bottles and could save you more over time. If you currently rely on deliveries, the cost of converting from bottled water to a mains-fed supply is negligible compared to the savings and, for 85% of workplaces, it’s simple to complete the procedure.  

The legend of the water cooler is that it’s a focus for staff to meet and chat, even briefly.

But a water cooler isn’t just an office accessory for the back room. In your reception area or meeting room, your clients and visitors may enjoy a glass of water, too.  Office water coolers come in all sorts of styles and can be good-looking and trendy installations that complement the image of the modern workspace. Many contemporary models are cool to look at, as well as supplying cool refreshment.

 Office water coolers that rely on deliveries of five gallon bottles instead of mains water have one advantage: you can source water, such as spring water, that some say tastes the best and has health-giving benefits. Designer water has its charms, but tap water can be just as good. Bottled water will need to be consumed fairly soon after purchase since there is a risk of bacterial growth inside the bottles.

 Most models of plumbed-in office water cooler have built-in filter systems, of various kinds, so you can be sure you’re getting the purest product possible. Additional filtration will ensure that your chilled water is free from any particles or contaminants and smells and tastes like good water should – just fresh. That’s exactly what nature intended, and you and your staff deserve nothing less.

 Office water coolers offer more than meets the eye, even apart from ensuring hassle-free water availability. If you need hot water too, water dispensers can do this, though the water temperatures aren’t high enough for making tea and coffee. Still, this can be useful in some building workplace. Also, if you prefer your water at room temperature, you can forego the chiller option when necessary. 

Your water cooler will become quite popular in a hot summer, or in any warm workplace. But it’s not just about chilling out in the heat. It can be indispensable in winter too, when heating systems keep the office cosy but can also create a dry and thirst-inducing atmosphere. Water coolers are for all seasons and are a real benefit in almost any work environment.

Your Legal Obligations

 You owe a duty of care to anyone who might use a water dispenser that you make available, such as to your staff, customers and visitors. You should ensure your bottled/ plumbed in dispenser produces wholesome hygienic water normally by implementing a proper routine of sanitisation (internal sterilisation and cleaning in accordance with the water dispenser specification) and, for a plumbed in water dispenser, ensure filters are changed according to their specification.

EU Drinking Water Directive 98/83, states “It shall be the duty of every employer to ensure that an adequate supply of wholesome drinking water is provided and maintained at suitable points conveniently accessible to all employed persons”.

 Should an office water dispenser be cleaned?

As stated  Employers have a duty of care to ensure every filtered water dispenser provided produces  wholesome hygienic drinking water.  The bottles in bottled drinking water dispensers need to be changed regularly to ensure their contents remain free of bacterial growth. In addition thorough cleaning should take place.

Both a bottle and bottle less water dispenser require sansitisation (professional sterilisation and cleaning in accordance with manufacturers specification).  Best practice is to fully sanitise a water dispenser internally four times yearly supplemented by daily emptying of drip trays and regular wiping down of the exterior to keep a high standard of hygiene especially around the hot and cold taps. 

  In short this is advanced common sense! If you provide a water cooler great! If you provide one and do not maintain it , not so great! you leave your self open to recourse should someone claim to  become ill from drinking water from your cooelr.

This is a synopsis of our understanding and by know means a text book guide to full legal compliance, for the latter we suggest you consult a qualified solicitor.

Types of Water Filters

 What are the different types of filters used in water dispensers?

 Many plumbed in water dispensers found in shops and offices contain low cost/ low quality ’25 micron’ or ’10 micron’ carbon filters without a ‘carbon block’ (although the cost savings taken by the supplier without the customers knowledge will not normally be passed on to the customer).  These carbon filters may improve water taste but do not sift out particles smaller than ‘25 or ‘10 micron which can found in drinking tap water.

Active Carbon block Water Filters : 

Tiny flakes of carbon constantly break away from standard carbon filters. An Active  carbon block does not produce these flakes. A single gram of activated carbon can have a surface area in excess of 500 m², for comparison, a tennis tennis court is about 260 m².

Activated carbon surface properties are both hydrophobic and oleophilic; that is, they “hate” water but “love” oil. When conditions of flow are suitable, chemicals dissolved in water that flow over the carbon surface “stick”  in a thin film while the filtered purified water passes on.

This process described above is called adsorption. This process of adsorption means  activated carbon is an effective method of removing chlorine,  it’s by-products (TTHM’s) and volatile organic compounds. Good Quality active Carbon Filters therefore help remove natural and man made impurities including among others:

Pre-filter:

A pre-filter of a dispenser may be installed upstream of a high quality main filter.  The pre-filter is essentially provided as a fine sieve to reduce fine particles that would otherwise rapidly clog the main filter. 

UV Drinking filters:

UV water filters  reduce live bacteria in water by killing them.  Typically UV filters are only fitted to the cold water outlet of a dispenser.  An effective alternative to UV filters are quality 1.0 micron carbon block filters which can reduce bacteria over 1 micron in size by removing them physically them from the water.

Whilst possible on nearly all coolers the fitting of a UV filters to water dispensers is not generally necessary as treatment by the local water authority will mean that water should be drinking water standard. UV filters may be recommended if you have your own water supply (well / spa etc) in which case please seek advise from your local water authority.

Ceramic Filters:

These sift out particles typically as small as 1 micron but do not include a carbon filter so do not reduce chemical impurities or improve the taste of water.  A pre-filter to prevent rapid clogging is advisable if ceramic is to be used.

Reverse Osmosis Filtration:

The likelihood is that reverse osmosis is not required. It is rather like employing a JCB to crack a single hazel nut ie a significant amount of effort to produce a simple result..

Reverse Osmosis  provides the purest  filtration and is used for medical needs (e.g. in dialysis machines).  They are more common place for household and office drinking water in the USA but fall under restrictive regulation in the UK.  The main limitation of these filters is the flow rate and maintaining hygiene. There is also a significant amount of waste water which does not make it overly environmentally friendly.

Plumbed in Water Coolers

 All the experts agree: Plumbed in water coolers that are mains fed by a connection to your normal main water supply are the best option. But, does a plumbed-in water cooler sound ominous? Does it summon up images of expensive plumbers ripping off your skirting boards, welding and soldering, dirtying your carpets and making irreversible changes to your home or workplace?

Don’t panic. Installation is quick, clean and easy, in nearly nine out of ten situations.  Very few properties (only around 15%) are not suitable for a mains-fed water cooler system. Plumbing in a water cooler isn’t a big deal. We’re not talking about installing a shower. It’s only a bit more complicated than attaching a washing machine hose or hooking up a dishwasher. 

You may be thinking that it sounds a bit too permanent. After all, a freestanding water cooler that uses bottled water is a flexible solution. You can move it around if you rearrange the office. If you move premises, you can pick it up, pack it and relocate with the minimum of effort.

In fact, plumbed-in water coolers are almost as simple to disconnect and reconnect as a fridge or washing machine. Minor inconveniences, that might not even happen anyway, shouldn’t put you off. They are also low maintenance, when looked after, and won’t demand any more of your precious time. The reality is that plumbed in water coolers are the way to go if you want to save money and supply high quality water to your office or home.

Unless there’s a massive drought, which is highly unlikely here in the UK, a plumbed-in water cooler has the advantage of always being online. There’s no messing around with huge, heavy bottles of water, or places to store them till you need them. A constant supply of clean, fresh water is as simple as flicking a switch – or should that be turning on a tap.

It may be true that the ordinary old H²0 that comes out of the tap isn’t very glamorous. It doesn’t have the mystique of water naturally filtered through volcanic rock or infused with life-enhancing mineral traces. That doesn’t mean that tap water won’t taste just fine and it certainly doesn’t mean that it’s somehow less healthy for you.

UK tap water is clean and cheap. Not only do suppliers have legal responsibilities to make sure that our tap water is of a high standard, but quality levels are monitored by an independent body. For a fraction of the price of bottled water you can have almost the same thing in your water cooler system. You’d have to have a very highly developed palate to taste the difference.

If you’re in any doubt, make sure you get a plumbed in water cooler that has an additional, in-built filter system.  Carbon filters make sure there aren’t any unwanted physical or chemical extras in your drinking water, and will neutralise and eliminate any lingering smells, like chlorine. Plain and pure – that’s the kind of water that a plumbed in water cooler can provide you with. After all, that’s the hallmark of ‘good’ water – there’s nothing added, and anything even vaguely nasty has been effectively removed.

Plumbed-in water coolers tick all the boxes. They are economical to run and deliver a dependable supply that you don’t have to order or track. If you have any remaining doubts about going for a plumbed in water cooler, think green. The boffins all agree that this option is more environmentally friendly than those bulky plastic bottles.

Ask the experts on plumbed in water coolers for all the details and the benefits that a mains-fed systems can offer. This is the simple and intelligent choice for a refreshed and refreshing workplace.

"London needing Water on a hot day"

Choosing an Office Water Cooler

No office can run smoothly if the staff members who make it tick are dehydrated and shrivelling under pressure. Cool, fresh water is the healthy alternative to endless cups of tea and coffee. For sedentary workers, a long glass of refreshing water is the best way to recharge during the day.

As an employer you also have to take on board the Health and Safety Executive’s rules on this. Here’s what they say. You have to provide drinking water that is:

-  ‘Free from contamination and is preferably from the public water supply.’

- ‘Easily accessible by all employees’.

You also have to make sure that there are:

-  ‘Adequate supplies taking into consideration the temperature of the working environment and types of work activity.’

-  ‘Cups or a drinking fountain are provided.’ Buying in bottles is okay, but note the spec that ‘bottled water dispensers are acceptable as a secondary supply.’

If you’re sighing and shaking your head about all the red tape that you have to deal with, you can relax. Don’t sweat – after all, that’s a waste of water, and water is precious stuff. You can easily comply with employee welfare rules and regulations with a water cooler system. Our watchword is this: it’s refreshingly simple.

In fact, the most difficult thing you’ll have to deal with is making the right choice. You have plenty of options when it comes to selecting an office water cooler, so really it’s primarily a matter of equipping yourself with the info on what is most suitable for your workplace. We will spend as much time as you need advising you and answering all of your questions about the models available. The more you know about what’s possible, the easier the ultimate decision will be. 

Here’s how to start in your quest to find the ideal office water cooler for you. Go through this basic checklist:

1. Do you want to rent your office water cooler? Or are you looking to buy one – or more, if you need them? You’ll need to calculate this, so on to key question 2…
2. How many people’s thirst are you seeking to satisfy?
3. How much water does your staff need? Are they running around, doing really thirsty work? How hot is your workplace space? Is the aircon drying them out and turning them into jerky?
4. Do you want an office water-cooler that’s plumbed in? Do you want a mains fed cooler? Or do you want deliveries of bottled water, including specially sourced mineral waters (bearing in mind that this may qualify as a ‘secondary supply’)?
5. What are your space and architectural constraints? Do you want a freestanding model, in an accessible public space in your office? Or do you want an office water cooler that can be placed on or beneath a counter top – perhaps in the office kitchen or tea room, or in a corner of the office?
6. In practical terms, what’s possible and what’s the easiest for your circumstances? It’s easy to install plumbed-in office water coolers, but you will need to take a look at your premises and do a bit of forward thinking.
7. Which office water cooler is the most cost-effective choice for your budget?  
8. Do you want hot water as well as cold? Some models will give you both.
9. Are you willing to pay a little extra for elegant design and colour coordination, or is functionality your number one priority?

Once you’ve answered these questions you’ll be able to narrow down what choice to make, leaving yourself with a defined range to select from. Take a look at the office water coolers we supply to see what catches your eye. Weigh up the pros and cons of the different models we have to offer you, and if you have any questions remaining, ask us for expert input.