The Difference Between Buying a Printer off the Shelf vs. Opting for a Managed Print Services Contract for Home and Hybrid Workers

Flexible working is a part of everyday life now, and home offices and hybrid workers are now the norm – alongside this printing is still an essential function for many businesses. Whether it’s contracts, reports or sensitive documents, having a reliable printer at home is important.

However, you may be wondering why you wouldn’t just order a printer from an online retailer – why would you opt for one that’s part of a Managed Print Service – let’s have a look at the differences.

At Parallel, we know how the right print setup can make a big difference – not just in cost savings but in security, efficiency and overall peace of mind.

Buying a printer from a retailer is often seen as the quickest and easiest solution for home or hybrid workers – you walk into a store, choose your model and set it up in your home office. However, the long-term reality of owning an off-the-shelf printer isn’t necessarily so straightforward: –

Initial Cost v Long Term Expense – while these printers may have a lower upfront cost, ongoing expenses for ink, toner, and maintenance can quickly add up. Many off-the-shelf printers are designed for low-volume printing and can become unreliable under heavier workloads
Security Risks – home printers typically don’t have robust security features. Sensitive documents printed at home can become a significant GDPR compliance risk if the printer lacks encryption or secure access controls
No Monitoring or Support – if your printer breaks down, you’re often left on your own to troubleshoot or deal with expensive/ineffective repair services – there is no remote monitoring or proactive maintenance, which can lead to unexpected downtime.

For occasional or low-volume home printing, then off-the-shelf printers can work – however, for hybrid or remote workers dealing with sensitive information using off-the-shelf units can be both costly and risky.

In contrast, a Managed Print Services contract offers a tailored solution for remote and hybrid workers – it’s a combination of convenience, efficiency and, more importantly, security – let’s look at why MPS is becoming the preferred choice for so many businesses.

Cost Efficiency – with an MPS contract, you will benefit from predictable monthly costs and reduced waste. The total cost of ownership is typically much lower compared to buying and maintaining a printer independently
Proactive Monitoring and Support – remote monitoring ensures that your printer is always in working condition – toner and consumables are automatically ordered and delivered, and any maintenance issues are identified and resolved before they escalate
Improved Security – this is where the MPS really shines – with a Managed Print Service contract in place, businesses can lock down and trace printing on home devices, ensuring GDPR compliance and a secure audit trail – if sensitive information is printed at home, you’ll know exactly who printed it and what was printed. Encryption and secure pull-printing can further protect data.
Customisation and Scalability – with an MPS contract, your printing set-up is designed to fit your specific needs – whether you’re a single remote worker or part of a larger team, you can scale your print set-up as you evolve and grow.

The layer of added security provided by Managed Print Services ensures that documents remain protected – even in home office environments where traditional IT safeguards might not seem as important.

This is so important for businesses operating under the GDPR regulations as every printed document carries potential risks if not handled correctly. An off-the-shelf printer provides minimal visibility into print activity – on the other hand, an MPS printer allows comprehensive audit trails, giving businesses full visibility over who printed what and when.

If a data breach occurs or confidential documents are mishandled, then having a paper tail from your MPS set-up can make a big difference – you can even lock down printing on home devices to ensure that sensitive files are never accidentally printed in unsecured environments.

Which Option is Right for You?

When deciding between an off-the-shelf printer and one managed through a managed print service, it’s important to look at the bigger picture:-

Are your print requirements high volume?
Are you printing sensitive or confidential documents?
Do you need ongoing support, monitoring and maintenance?
Are you looking for a predictable monthly cost structure?

If the answer to any of these questions is yes, then a Managed Print Service is likely to be the best choice – whilst off-the-shelf printers may offer quick convenience, they often lack the longer-term benefits that an MPS delivers in terms of cost-efficiency, security and reliability.

At Parallel, we specialise in designing Managed Print Services that include home and hybrid teams – our solutions ensure:-

Secure printing environments for GDPR compliance
Proactive monitoring and maintenance to reduce downtime
Cost predictability with flexible plans
Seamless integration with your company’s broader IT infrastructure

Are you ready to find out how Managed Print Services can transform your remote or hybrid print set-up – get in touch with us today, and we can help you to build a smarter and safer print environment for your team.

Parallel offers nationwide Managed Print Services. We are providers in Uxbridge (HO), Camberley, Kent, Wolverhampton, Cardiff, Manchester, and Edinburgh, committed to propelling your business forward through tailor-made print solutions.

Read our blog on hybrid working