Selecting the right IT partner can be a challenging task due to the sheer number of options. This difficulty can lead to decision fatigue which increases your risk of partnering with a suboptimal provider. That’s why it’s important to know how to choose a managed services provider.
“Managed IT services can transform your business operations, but that’s only true if you pick the right partner for your organization.” – Duane Maas, Director at MC Services
One of the biggest challenges during this process is finding a provider that meets both your immediate needs and offers long-term value. The key to overcoming this challenge is to have a precise vision of what value means to your organization and how a managed service provider (MSP) can deliver it.
This article is here to help you determine exactly that. By using our handy guide, you can reduce your risk of choosing the wrong provider and avoid spending more on IT services than that partner is worth.
How to Determine Your Managed Services Vendor Selection Criteria
Understand Your Needs
Before diving into the selection process, it’s crucial to understand your business’s specific needs. Choosing an MSP that aligns with your business requirements is the best way to ensure you choose the right partner the first time. To determine this, think about why you want IT services. Are you interested in minimizing downtime? Enhancing data protection? etc.
Consider Technological Needs
Evaluate the specific technologies your business relies on and ensure that potential providers have expertise in these areas. Identify any specialized software, hardware, or platforms crucial to your operations, and ensure that your criteria include compatibility and support for these technologies.
Compare Costs & Service Value
51% of business owners cite cost savings as their reason for outsourcing. While cost is a significant factor, it shouldn’t be the only one. A comprehensive comparison of costs versus services provided is essential. Look beyond the base price to understand the value offered. Consider the efficiency and the potential long-term cost savings in this analysis.
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Establish Budget Parameters
Set a clear budget for managed services, including both initial and ongoing costs. Consider the total cost of ownership, including potential savings. Establishing budget parameters will help you filter providers that fit within your financial constraints while still meeting your service expectations.
Identify Key Performance Indicators (KPIs)
Determine which KPIs are most important for your business. Consider metrics such as uptime, response time, and customer satisfaction that will help you measure the effectiveness of a managed service provider. Clearly defining these indicators will ensure that you have concrete criteria to evaluate each potential MSP.
Outline Service Requirements
Define the services you expect from a managed services vendor, such as network management, cloud solutions, or cybersecurity. Clarify the scope and scale of the services you need to ensure they align with your business goals. Having a detailed outline of your service requirements will make it easier to compare potential providers based on their offerings.
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How to Evaluate an MSP’s Ability to Meet Your Needs
Evaluate Expertise & Experience
Finding an MSP with experience in your industry can be helpful. However, it need not be a make-or-break criteria. Be sure to focus on their technical expertise and willingness to learn about different standards. These factors will reflect their reliability more than which industries they have served.
Assess Scalability & Flexibility
American SMBs are continuing to grow. SMBs with in-store operations have an annual growth rate of 4% while those who operate online have a 13% annual growth rate. In either case, your business needs may change over time, so it’s important to choose an MSP that can scale its services accordingly.
Assess each provider’s ability to accommodate growth and adjust services to meet evolving demands. A flexible MSP can adapt to your changing needs without causing disruptions.
Review Security & Compliance Measures
Examine each provider’s security measures and their compliance with relevant industry standards and regulations. Ensure that they have robust measures in place to protect your data and that they stay updated with the latest security trends and threats.
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Evaluate Customer Support
Investigate the quality of each MSP’s customer support by considering their availability, response times, and communication channels. Assess whether they offer 24/7 support and if their service level agreements (SLAs) meet your expectations. Strong customer support ensures timely issue resolution and minimal disruption to your operations.
Review Service Offerings
Examine the range of services offered by the MSP to ensure they align with your outlined service requirements. Consider whether they provide comprehensive solutions, such as network management, cloud services, and cybersecurity, that match your business needs. A provider with a broad service portfolio can deliver a cohesive IT strategy tailored to your organization.
Check Reviews
Lastly, checking references and reviews can offer invaluable insights into the MSP’s reliability and service quality. Speak to their current clients to understand their experience, and look for case studies online. This step can help validate your choice.
Key Questions to Ask an MSP During Discovery Calls
| Question | What to Look For in Their Answer |
| What services do you offer? | Comprehensive service offerings that align with your business needs, such as cybersecurity, support, and cloud services. |
| How do you handle data security and compliance? | Clear protocols for data protection, compliance with industry standards, and a proactive approach to security threats. |
| What is your experience in our industry? | Relevant experience and case studies that demonstrate success in your specific industry or similar sectors. |
| How do you ensure high availability and reliability? | Proven strategies for minimizing downtime, robust disaster recovery plans, and redundancy measures. |
| What is your pricing structure? | Transparent pricing with a clear explanation of fees, service tiers, and any additional costs that might arise. |
| How do you support scalability as our business grows? | Flexible solutions that accommodate growth and technological changes without excessive cost or complexity. |
| Can you provide references or testimonials? | Positive feedback from current or past clients that reflect reliability, expertise, and strong customer relationships. |
| What is your response time for support requests? | A commitment to quick response times with specific metrics or service level agreements (SLAs) to back up their claims. |
| How do you measure customer satisfaction? | Methods for gathering and acting on customer feedback, such as surveys, regular check-ins, and performance reviews. |
| What training and resources do you offer clients? | Availability of training sessions, resources, and support materials to help your team effectively use their services. |
Reduce The Amount of Time It Takes to Find a Reliable Partner
CloudSecureTech notes that 78% of businesses around the world are facing a major tech skills shortage. Working with a good MSP is a great way to fill that gap without significant overhead costs. Still, finding a reliable one takes some time and effort.
Save your time by starting at MC Services. We’re a reliable Wisconsin-based MSP who offers a one-stop solution for all your IT needs. Our friendly, efficient team can provide you with:
Reach out today to find out more about how we can help you.
