15 Key questions to ask before choosing an office water dispenser

Choosing a water dispenser or boiling tap involves more than just picking a model you like. Use these questions to make sure you choose the right solution for your team.

1. What’s the daily capacity of the machine?

Clarify how much the machine can dispense. Capacity depends on the size of the tank (if it has one) and pressure. This helps you select the right dispenser for your team. Compare machine capacity to current usage to make sure it keeps up.

2. What options are available with the water?

Does it dispense hot, cold, or sparkling water? Check that the dispenser suits the team’s preferences.

3. How much space does it need?

Assess whether you have the right countertop footprint. A countertop water dispenser requires space cut into the surface and a connection to mains water.

4. What’s the total cost of ownership?

Factor in rental or purchase price, service plans, filters, CO₂, electricity usage and cleaning products when comparing options.

5. How easy is it to clean and maintain?

Find out how often the system needs cleaning and the schedule for filter replacements. Premium service plans usually include filters, but they are also easy to replace yourself if needed.

6. Is there a service plan available?

Ask what is included and how quickly issues are resolved if the dispenser goes down. Find out how often routine visits occur, whether emergency callouts cost extra and if parts such as filters or sensors are covered.

Discover more: Pros and cons of a service contract for water taps

7. What’s the expected lifespan?

The lifespan usually exceeds your contract length, but it is worth asking about termination terms so you know what to expect at the end of the agreement.

8. What safety features are on offer?

Ask what features reduce the risk of burns from hot water, such as safety locks or cool-touch taps.

9. Can it grow with the business?

Check whether your contract allows you to scale up or down. This lets you upgrade to a higher capacity dispenser as your team grows.

10. What support and training is provided?

Confirm whether staff receive onboarding, cleaning routine training and a clear contact for support.

11. What’s the energy and water usage?

Request the average energy and water usage to help assess running costs and sustainability impact.

12. What are other customers saying?

Case studies or testimonials give confidence in the supplier’s service. Check review platforms such as Trustpilot or Reviews.io.

13. Are there inclusive features available?

Ask what the supplier can do to support accessibility needs. Water dispenser suppliers should offer a range of options that are accessible and DDA compliant to help you cater for all users.

14. What after sales support is available?

Find out how to access maintenance, whether there is a customer service phone number and if online resources exist for troubleshooting.

15. What’s the customer journey like?

Understand what happens at each stage of the customer journey. Knowing this in advance helps you plan resources, set timelines and keep operations running smoothly.