Water Machines for the Office

Water is one of the most basic workplace essentials, yet the way companies deliver it has changed dramatically over the years. What was once a simple bottled cooler tucked in a corner is now a centerpiece of the office beverage station, designed to support productivity, foster connection, and reflect company values. 

Do offices still have water  coolers?

Yes, but they look a lot different from how they did in decades past. The first office watercooler showed up in 1939 and quickly became more than just a place to fill a cup. It was where quick chats turned into ideas, where new hires met veteran team members, and where small talk built big connections.

While the culture around the watercooler has stayed the same, the machines themselves have evolved. Today’s water stations are designed to be a feature that offers more:  

• More Customization: Employees can choose their preferred temperature, add carbonation, or infuse flavors to match their tastes.
• More Value: Machines can reflect company values, supporting sustainability goals by reducing single-use plastics and creating a central space that encourages connection and collaboration.

The water station within your office pantry is likely the most visited spot in the office. Employees stop by several times a day, and that frequent use is a clear sign it’s a meaningful part of their daily compensation. Instead of spending time and money to grab tea, sparkling water, flavored water, or a fountain soda with nugget ice, they have it all within steps of their desk.

"If an employee were to spend $5 a day on snacks and drinks out-of-pocket, they’d have to earn closer to $8 (after taxes) to do so,” says Cam Lawrence, Crafty CFO. "But if the company provides these items directly, as part of a benefit package, the employee receives that value tax-free. It’s like giving someone a raise without increasing payroll.”

What are the options for water in the office?

Every office has unique needs when it comes to keeping employees hydrated. Some teams value variety, others prioritize capacity, and some want a showpiece in their office beverage station that draws people in. The good news? There’s a water solution for every workplace.

Here are the most common options and why they might be right for your team:

• Water Machines: Deliver chilled or ambient still water on demand. These are ideal for offices looking for a simple, space-efficient hydration solution that keeps lines moving.
• Sparkling Water Machines for the Office: Deliver chilled still or sparkling water on demand. These sparkling water machines for the office are ideal for offices that want to add a premium perk, encourage hydration, and offer employees an alternative to soda or canned beverages.
• Ice + Water Combos: Provide refreshing, chewable ice along with cold water. These are perfect for offices that want to level up their beverage program without adding a standalone ice machine.

What are the benefits of having a water machine in the office? 

Water for the office is more than just a place to refill a cup. It supports employee performance, strengthens workplace culture, and advances sustainability goals.

• Sharper focus and productivity: Even mild dehydration can lead to measurable drops in concentration, reaction time, and accuracy. Studies show that just a 1–2% drop in hydration can impair cognitive performance and decision-making. Keeping water within steps of an employee’s desk supports consistent hydration and sharper output throughout the day.
• Stronger collaboration and innovation: Research on “watercooler culture” shows that informal chats in shared hydration spaces can shift workplace behavior toward greater collaboration and more innovative problem-solving, especially when they create regular points of connection across teams.
• Visible sustainability impact: A single Bevi unit can save more than 50,000 plastic bottles or cans each year while giving employees on-demand access to still, sparkling, and flavored water. That real-time sustainability metric turns every refill into a shared win for company ESG goals and a daily reminder of the organization’s values.

Where should I keep water in the office?

It sounds crazy, but a poorly placed water machine can slow down your entire workspace. Put it in the wrong spot, and you’re either creating traffic jams that delay everyone or sending employees on mini field trips that pull them away from their work. Office kitchen layout, including your water machines, is about keeping your office running smoothly.

Crafty’s Equipment Layout Tips:

• Follow the kitchen triangle: Position the water machine in balance with other high-use stations like the coffee bar and snack area, keeping four to nine feet between each to maintain smooth traffic flow and prevent crowding.
• Avoid choke points: Never place the dispenser in narrow walkways or directly in front of doorways. Employees should be able to fill up without blocking access to other kitchen areas.
• Leave room for multiple users: Keep at least 24 inches of space on either side so two or more people can use the machine at once without jostling for position.
• Zone for efficiency: Place the water machine near complementary items such as cups, straws, and a quick snack so employees can grab everything they need in one stop.
• Create space for quick connections: Situate the dispenser where people can pause for conversation without disrupting the main kitchen flow, turning hydration breaks into moments of connection.

What should I factor in when choosing a water machine for my office?

The best fit depends on how your team uses the space, when peak demand happens, and what infrastructure is in place. A small countertop model may suit a 20-person office with steady use but frustrate a 150-person team during back-to-back meetings. Likewise, a high-volume sparkling unit is wasted in a low-traffic corner with no water line. Match capacity, features, and placement to the realities of your space and people, then use this checklist to narrow your options.

• Capacity: How much water or ice can be stored or delivered. 
• Ideal Headcount: Which office size does the machine serve best
• Budget Constraints: Affordable, moderate, premium
• Dimensions (WxDxH): Fit for your available space
• Fits Under Cabinets: For countertop placement
• Infrastructure Needs: Voltage, water line, and drainage
• Temperature Options: Cold, hot, or ambient
• Carbonation Options: Sparkling or still
• Flavor Options: Flavoring options available

What are the top water machines for the office in 2025?

3. Natural Choice ION TS400

• Capacity: Hot Tank 2 gal/hour, Cold Tank 8 gal/hour
• Ideal Headcount: 0–50 people
• Budget Constraints: Affordable
• Dimensions (WxDxH): 13.6 x 20.6 x 16.2 inches (countertop)
• Fits Under Cabinets: Yes (countertop model)
• Infrastructure Needs: Outlet and water line required; no countertop hole needed if using matching stand
• Temperature Options: Hot, Cold
• Carbonation Options: Sparkling, Still
• Flavor Options: No flavoring
• Highlights from Crafty Experts:
  • Compact design: Fits easily on counters or an optional stand without requiring a drilled hole.
  • Multiple water types: Hot, cold, still, and sparkling water from one unit.
  • Modern filtration: Delivers fresh-tasting water while reducing single-use bottle waste.

4. Bevi 2.0

• Capacity: 
  • 1 Bevi recommended for 100 people. 
  • Can accommodate 5lb, 10lb, and 20lb CO2 tanks.
• Ideal Headcount: 51–200 people
• Budget Constraints: Premium
• Dimensions (WxDxH): 15 x 21 x 65 inches
• Fits Under Cabinets: No (floor-standing model)
• Infrastructure Needs: GFCi Outlet and water line required
• Temperature Options: Cold, Ambient, Hot
• Carbonation Options: Sparkling, Still
• Flavor Options: Flavoring available
• Highlights from Crafty Experts:
  • Customizable hydration: Offers still, sparkling, and flavored water to suit every taste.
  • Eco-friendly solution: Reduces single-use bottles and tracks how many you save.
  • High-capacity performance: Perfect for busy offices with 50–200 people.

How often should office water machines be maintained?

Preventive maintenance is essential to keeping your water machines clean, safe, and running efficiently. While exact schedules vary by model, most office water machines should receive service at least twice a year, and high-use units may need quarterly visits.

What typically happens during these visits?

• Filter replacements: Ensures clean, great-tasting water and optimal flow.
• Sanitization of water lines and tanks: Removes mineral build-up, bacteria, and other contaminants.
• Inspection of temperature controls: Verifies that hot water is hot, cold water is cold, and sparkling systems are carbonating properly.
• Check and clean nozzles and drip trays: Maintains hygiene and prevents clogging.
• Ice system maintenance (if applicable): Cleans ice makers, checks for scale build-up, and ensures proper nugget ice production.
• Review and test all functions: Confirms that all settings, displays, and touchless features are working correctly.

Regular maintenance not only extends the life of the machine but also prevents common issues like slow pours, temperature loss, or low water flow before they interrupt your team’s day.

How do I troubleshoot common water machine issues?

Conclusion

The office water cooler may have started as a basic utility, but now it’s a strategic part of workplace culture and operations. From placement that avoids bottlenecks to preventative maintenance that keeps performance consistent, every detail matters in getting the most from your office beverage station. Whether you choose a compact countertop model, a sparkling water upgrade, or a high-capacity system, Crafty helps you match the right machine to your team, your space, and your goals. With the right setup, you can turn everyday hydration into one of the most valuable benefits in the office.