Commercial Air Conditioning Buying Guide

Maintaining a comfortable indoor temperature isn’t just about comfort; it’s a workplace necessity. Effective air conditioning supports employee wellbeing, boosts productivity, and provides long-term energy savings, particularly during the hot summer months. Under the Workplace (Health, Safety and Welfare) Regulations 1992, UK employers should ensure a ‘reasonable’ working temperature, typically at least 16°C, or 13°C for more physically demanding roles. As outdoor temperatures rise, a reliable cooling system becomes essential for staying compliant and keeping your team performing at their best.

At Akehurst, our REFCOM-certified air conditioning contractors work in commercial and industrial premises across various industries, repairing, providing maintenance, and installing air conditioning systems. We ensure professional installation and adhere to the highest safety standards.

In this guide, we’ll explain how the right air conditioning system can increase workplace comfort, meet UK guidelines, and reduce long-term energy costs.

How to Choose the Right Air Conditioning System

There are several key factors to consider when thinking about air conditioning for your workplace, including:

Room Size

Firstly, assess the size of the space you need to cool. As a general guide, a standard office will require approximately 60–125 watts per square metre, depending on occupancy, heat-generating equipment, and insulation quality.

A unit that’s too small will struggle to regulate the temperature, while an oversized system can lead to energy wastage and uneven cooling. Choosing a unit that suits your room size will prevent unnecessary energy expenditure and ensure comfort.

British Thermal Units (BTU)

British Thermal Unit (BTU) measures heat, referring to the amount of heat the air conditioner can remove. The higher the BTU rating, the more powerful the system. As a rule, multiply the room’s square footage by 25 when calculating your required BTU.

Consider factors such as window condition, wall and ceiling insulation, and the number of occupants to help you find the most appropriate air conditioner for your space.

We offer free, no-obligation site visits to assess your property and advise on the most practical solution. Find out more about our air conditioning installation service.

Energy Efficiency

Air conditioners have efficiency ratings (such as SEER or EER). Higher efficiency units use less electricity for the same cooling output, which lowers running costs and supports sustainability initiatives

Energy labels: Opt for A++ or A+++ ratings
Inverter technology: Maintains consistent temperatures using less energy
Eco or sleep modes: Lower energy consumption during off-peak hours

Noise Levels

Noise is a significant consideration in quiet settings like offices or meeting rooms. Choose systems with low decibel (dB) ratings to minimise disruption, ideally under 50 dB for indoor units. Ducted and split systems are quieter than portable or window units, as the noisiest components are usually placed outside or concealed.

Smart Features

Modern air conditioning systems often have smart thermostats, programmable timers, sleep modes, and Wi-Fi/app controls. These features allow you to fine-tune schedules, set different temperatures by zone, and sometimes integrate with building management systems.

Smart controls can improve comfort and avoid wasting energy by cooling unused areas. These features add an element of flexibility and control, helping you manage cooling even when you’re off-site.

Installation and Maintenance

Finally, think about the practicalities of installing and maintaining the system. Ensure you have the necessary space and permissions (especially in shared or rented premises) for the type of system chosen. Opting for a system that can be easily serviced and for which parts are more readily available will make life easier in the long run.

Air Conditioning System Types

There are four main types of air conditioning systems, each suited to different building sizes and cooling needs:

Split Systems

Best for: Small offices, meeting rooms, and server rooms

Split systems consist of one indoor unit and one outdoor compressor. They’re quiet, energy efficient, and easy to install with minimal disruption.

Pros: Low installation cost, reliable cooling, minimal noise
Cons: One outdoor unit per indoor unit

Multi-Split Systems

Best for: Medium-sized offices and buildings with multiple rooms

Multi-split systems allow several indoor units to connect to a single outdoor compressor, offering more flexible cooling across multiple zones.

Pros: Saves space outside, controls different rooms individually
Cons: More complex installation, higher upfront cost

Ducted Systems

Best for: Larger commercial properties or open-plan environments

These systems distribute air through ducts hidden in ceilings or walls, providing a minimal and discreet solution.

Pros: Seamless aesthetics, consistent cooling
Cons: Higher installation costs, best suited to new builds or major renovation projects

Commercial Units

Best for: Industrial facilities, retail spaces, restaurants, and large-scale operations

Heavy-duty systems, such as VRF (Variable Refrigerant Flow) and rooftop units, are designed to handle complex or high-demand environments.

Pros: Scalable, efficient for large premises, advanced control options
Cons: Higher installation and maintenance requirements

The Importance of Air Conditioning Servicing and Maintenance

Whilst it’s important to ensure that you opt for the right air conditioner, regular servicing is key to ensuring long-term performance. Without proper upkeep and care, systems can lose efficiency, consume more energy, and be prone to breakdowns.

Routine maintenance typically includes:

Filter cleaning or replacement
Refrigerant gas pressure checks
Leak detection
Electrical component testing
Performance assessment

We recommend servicing your system at least once a year, or more frequently for high-usage environments.

We offer an air conditioning maintenance service, which our REFCOM-certified engineers undertake, so you can be assured your system is in good hands. For peace of mind, our planned preventative maintenance (PPM) contracts help to keep your air conditioning units running safely and smoothly year-round, helping to diagnose and repair issues before they become bigger problems.

Conclusion

Choosing the right air conditioning system isn’t just about comfort; it’s about performance, compliance, and ensuring long-term energy efficiency. By understanding your space and selecting the best option, you’ll ensure a cooler, more productive environment year-round.

With decades of experience and a team of REFCOM-certified technicians, Akehurst delivers a complete air conditioning service, from first consultation to final installation. Contact us to arrange a free, no-obligation site visit and quote for your commercial property.