Managed Print Services vs. Traditional Print Management: Making the Right Choice

Print management is a critical aspect of any business’s operations, impacting productivity, costs, and environmental sustainability. As technology continues to evolve, businesses face the decision between traditional print management and the more advanced approach of managed print services (MPS). In this blog post, we will compare MPS and traditional print management, highlighting the benefits and helping businesses make an informed decision to choose the right print management solution for their specific needs.


Comprehensive Print Infrastructure Management

Managed Print Services (MPS) offer a holistic approach to print infrastructure management. With MPS, businesses partner with a print service provider to streamline and optimise their entire print environment. This includes managing and maintaining hardware, software, supplies, and support services. In contrast, traditional print management typically involves managing individual printers and supplies independently. By adopting MPS, businesses can consolidate their print infrastructure, gain better visibility and control, and achieve greater efficiency across the entire printing ecosystem.


Proactive Monitoring and Maintenance

One of the key advantages of MPS is its proactive approach to print infrastructure monitoring and maintenance. MPS providers utilise advanced software and monitoring tools to proactively identify and address potential issues before they disrupt operations. This includes automated supply replenishment, remote diagnostics, and preventive maintenance. Traditional print management, on the other hand, relies on reactive measures where issues are addressed after they occur. The proactive nature of MPS helps businesses reduce downtime, optimise printer performance, and enhance overall productivity.


Cost Reduction and Predictability

Managed Print Services offer businesses significant cost savings and predictability in print-related expenses. MPS providers assess current print usage, optimise print fleet placement, and recommend efficient printing practices to reduce waste and control costs. With MPS, businesses can benefit from fixed monthly costs based on a per-page pricing model, eliminating the need for upfront investments in hardware and supplies. Traditional print management often involves unpredictable costs due to maintenance, supply replenishment, and hardware replacements. By embracing MPS, businesses can achieve cost reductions, better budgeting, and improved financial predictability.


Improved Security and Compliance

Print security is a growing concern for businesses, considering the sensitive information that can be exposed through unsecured printing practices. MPS providers prioritise print security by implementing measures such as user authentication, secure release printing, and data encryption. These features ensure that confidential information remains protected throughout the printing process. Traditional print management may lack robust security features, leaving businesses vulnerable to unauthorised access or data breaches. MPS provides businesses with enhanced security controls, reducing the risks associated with print-related security breaches and supporting compliance with data protection regulations.


Environmental Sustainability

Sustainability is a key consideration for businesses aiming to reduce their environmental footprint. MPS can contribute to environmental sustainability by optimising print infrastructure, implementing print policies to reduce paper waste, and promoting responsible disposal and recycling practices. Traditional print management often lacks the environmental focus and efficient resource utilisation offered by MPS. By adopting MPS, businesses can embrace eco-friendly print practices, minimise their impact on the environment, and demonstrate their commitment to sustainable operations.




At Blackbox Solutions, we understand the importance of effective cost-control without compromising on productivity. With our tailored MPS strategies, we cater to the needs of companies of all sizes, from small and medium enterprises to large corporations. Our MPS solutions empower you to monitor and manage printing across your business, resulting in substantial cost savings of up to 30%.


Moreover, adopting MPS goes beyond financial benefits. It also enables you to enhance environmental sustainability by reducing waste printing and promoting more responsible printing habits throughout your organisation. By making a conscious choice to implement MPS, you contribute to a greener future while optimising your printing processes.


As a trusted partner, we offer HP and Konica Minolta Managed Print Services (MPS) programs. These comprehensive solutions equip you with the necessary tools to optimise and manage your printer and copier fleets effectively. By leveraging these programs, you can lower operating costs, increase revenue, and boost profits, all while experiencing improved visibility and control over your printing infrastructure.


In a world where printing accounts for a significant portion of a company’s annual expenditure, the decision between managed print services and traditional print management is clear. Make the smart choice for your business’s efficiency, cost-effectiveness, and sustainability by embracing managed print services with Blackbox Solutions.