How to switch Managed IT Service Providers – without the risk.

June 2, 2021

Switching your Managed IT provider can feel like a risky necessity.  The good news is that the process of switching service provider doesn’t have to be painful or daunting if you use the right approach.

Your Managed Service Provider (MSP) is one of your most important mechanisms for protecting your IT and data – the backbone & lifeblood of your organisation. If you aren’t happy with the service or support you get from your Managed IT service – then you really should consider switching Service Provider. There are a number of things you should consider before going ahead, so ask yourself these questions first:

  1. Are you happy with the service levels & the partnership you have with your existing managed IT provider? – if not, what are the specific gaps and your requirements?
  2. Have you engaged with your existing Managed Service Provider about your concerns and the gaps? Any good Managed Service Provider should respond to this escalations.
  3. How much does a new alternative managed IT provider cost? And how do they compare to your existing service?
  4. Will a new managed IT provider resolve your existing struggles? Will it improve the support & protection your business needs?
  5. How long will switching provider take and will it impact the productivity and continuity of your business?

Here are 6 factors you should consider when choosing your managed IT provider. If you have already made the decision to switch to a new supplier, it is important to follow a structured approach to ensure a smooth transition & minimal risk to your operations.

What are the steps to switch to a new Managed IT Provider?

  • 1

    An audit of your existing IT environment

    90% of our customers don’t know the true state of their IT. It is important to complete an audit of assets and the state of IT before agreeing to switch. This is in the best interest of the customer and also the provider because services and service levels can’t be delivered based on an unknown. If a provider attempts to transition without an audit it should raise alarm bells. The process involves identifying and checking the state all hardware, software and cloud environments that are to be quoted for as part of the managed service. It is also helps the Managed Service provider identify any IT or data risks that need to be address ASAP.

  • 2

    Transitioning between MSP’s – communication with current provider and staff.

    Before leaving your existing MSP check your notice period or get out clause this way you can line up the new MSP to take over at the right time and have a smoother transition. Introduce both MSP’s so they can handle the handover easier. Also communicate to staff to what is happening and how this may affect their day to day use of IT.

  • 3

    Offboarding your old IT Partner

    Generally your existing MSP would work with you happily on anything to help you however you may find some friction during the offboarding process. The key is communication ensure both parties understand when the service will end and when the new service will start. Ensure that you are given all the administrative credentials and information needed to hand over to the new MSP. During the offboarding the process the old MSP may need to attend sites to remove hardware and software they own so the new MSP can put in their hardware and software as required.

  • 4

    Your new IT Partner takes control

    During this time the new MSP will change any admin logins to lock out the old MSP and any other routes of access. They will also carry out a full check on the network to ensure it is secure. During this stage the new MSP may have a permanent onsite presence for a week or two to familiarise themselves with the business, and for the staff to be aware of the new support routes and who they are dealing with.

  • 5

    Support is provided by your new IT Partner

    At this stage your new MSP is embedded into the day to day running of your IT to ensure the smooth running of your IT operations.

Some tips to make switching IT service provider easier & safer

  • Know the contract terms of your IT partner – once you know your notice period you can then determine the timeline for the switch.
  • Engage with any discovery assessment process –  Any managed service provider that isn’t interested in the detail of our IT should be treated with caution. How can you support something if you dont know what it is and what state it is in.  So engage with the assessment process to ensure the Managed Service Provider and yourself have the complete picture of your IT health – existing state, gaps and what is required to be supported.
  • Ask questions, share your business requirements  – It is good to ask questions and share your challenges and requirements with a Managed Service Provider. It helps them understand you and your organisation but also you get an idea of how they will support you.

Want to know more?

Book a consultation with an IT expert here, or alternatively contact us on or 01962 835053.

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