Cutting Through the Print Jargon
Let’s face it—navigating the world of business printing can feel like decoding a foreign language. Terms like “Managed Print Services” and “Print Management Solutions” sound similar but serve distinct purposes. If you’re trying to optimize your print environment, this breakdown will help you make the right choice—without the buzzwords and confusion.
What Is Managed Print?
Managed Print Services (MPS) refers to a comprehensive print solution managed by a third-party provider. It’s a full-service approach: from assessing your current print infrastructure and automating supply delivery to handling maintenance and support. MPS is about taking printing off your plate so your team can focus on strategic initiatives—not tracking toner levels.
What Is Print Management?
Print Management Solutions are typically software-based tools that provide oversight and control over your print environment. These platforms allow IT and operations teams to monitor usage, restrict certain functions (like color printing), enforce print policies, and enhance security with features like secure print release.
Think of it as a smart dashboard—providing data, insights, and tools, while keeping control in your hands.
Key Differences at a Glance
1. Control and Ownership
- Managed Print: Print management is outsourced and hands-free.
- Print Management: Managed internally—your team stays in the driver’s seat.
2. Support and Service
- Managed Print: Proactive service and maintenance included.
- Print Management: Your IT team maintains the fleet; support is software-specific.
3. Cost Structure
- Managed Print: Predictable monthly costs and potential operational savings.
- Print Management: Lower upfront cost but requires internal resources for long-term maintenance and oversight.
4. Flexibility and Insight
- Managed Print: Ideal for large, decentralized environments with minimal oversight required.
- Print Management: Best for centralized, cost-conscious teams who want granular control.
Why the Confusion?
Both aim to streamline print environments, reduce costs, and improve efficiency. And sometimes, they coexist—MPS providers often bundle print management software with their services. The key distinction? It’s about your team’s capacity and how much control (or delegation) you want.
When Managed Print Makes Sense
You might lean toward MPS if:
- Your IT team is overloaded or resource-constrained.
- You have a large or decentralized printer fleet.
- You need reliable supply delivery and device uptime.
- You want simple, predictable budgeting.
When Print Management Shines
Print management software is a smart choice when:
- Your IT team thrives on data and control.
- You want visibility into print habits across departments.
- Your print needs are moderate and centralized.
- You value customizable policies and user access controls.
Making the Right Call
Choosing between Managed Print and Print Management isn’t about which is “better”—it’s about what fits your structure, team bandwidth, and goals.
- MPS is like hiring a full-service pit crew for your print environment.
- Print Management is like investing in high-performance tools your own team knows how to use.
The key is understanding where your organization stands today—and where you want to go.
Ready for Clarity?
Whether you’re leaning toward full-service support or want more control with smarter tools, the best next step is understanding your current print environment.
Request a free print assessment—we’ll map out your devices, analyze usage, and help you uncover opportunities to cut costs, improve efficiency, and simplify support.
Let our experts in Michigan, Indiana, Ohio, and Tampa, Florida help make printing one less thing to worry about.