Even though 93% of businesses rely on technology to run operations, approximately 75% of leaders report skill gaps within their IT teams. That’s one of the many reasons why an increasing number of businesses are turning to managed IT services. However, you need to know exactly how to choose a managed IT service provider to make it worthwhile.
| “Choosing the wrong IT partner can be just as bad, if not worse, than not choosing anyone at all.” – Wayne Clements, President and CEO, Business Solutions With Integrity (BSWI) |
Managed IT services providers (MSPs) offer all of the advantages of IT professionals without the overhead costs. In most cases, they even offer a range of comprehensive services so that you don’t need to hire several professionals to cover all of your needs.
Still, like hiring a new job applicant, you need to choose an MSP who is the right fit for your business. The rest of this article will offer guidance on how to do that. We will cover what to look for based on your goals and the right questions to ask an MSP.
How to Determine Your Managed Services Vendor Selection Criteria
Before you begin your search, define exactly what you’re looking for. Having this list will make it easier for your team to pinpoint your perfect IT partner. It also promotes consistency if you have many team members working on the MSP vetting process.
1. Define Your Business Goals
Start by identifying what you want to achieve with an MSP. Whether it’s improving IT efficiency, strengthening cybersecurity, reducing costs, or meeting compliance requirements, your MSP should directly support your business objectives. Clear goals will help you focus on providers that align with your needs.
2. Set a Realistic Budget
Understand what you can spend and compare pricing models among MSPs. Some offer fixed monthly fees, while others use a tiered or usage-based model. Choose a provider that balances cost with the level of service your business requires.
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3. Determine Essential Services
List the services your business needs and which ones would simply be “nice to have.” Distinguishing between critical services and optional features helps you invest in an MSP that delivers real value. You can more easily choose an MSP based on essential services compared to an attractive option that may not offer what you really need.
4. Identify Your IT Challenges
Assess your current IT issues, such as frequent downtime, security risks, or limited internal IT resources. Knowing your pain points helps you prioritize the capabilities your MSP must offer to resolve these challenges.
5. Ensure Scalability For Growth
Your IT needs may change as your business grows. Additionally, modern technology usually needs an upgrade every 4 to 5 years. Look for an MSP that can scale services over time, whether by supporting more users, expanding security measures, or providing advanced cloud solutions.
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How to Choose a Managed IT Service Provider Based on Your Criteria
1. Filter MSPs Based on Your Essential Services
Search for providers that explicitly offer the services on your list. Eliminate those that lack key capabilities instead of settling for partial solutions. If an MSP doesn’t clearly state that they support your required services, request clarification before considering them further.
2. Look for Clear Service Descriptions
Review how each MSP presents its services. If their offerings are vague or do not align with your criteria, ask for clarification. A provider should be able to explain exactly how they support the areas you identified as priorities.
3. Ask for Concrete Examples of Their Experience
Rather than relying on general claims, request examples of how the MSP has supported businesses with similar needs. This can help you determine whether they have a proven ability to meet the requirements on your list.
| Discover What Else You Should Know Before Selecting an MSP |
4. Verify That the Provider Can Meet Your Operational Expectations
Assess whether the MSP’s approach to service delivery aligns with how your business operates. If there are gaps between their processes and your expectations, consider whether those differences would cause challenges in day-to-day support.
5. Determine Their Flexibility in Service Adjustments
Your IT needs may shift over time. Check whether the MSP allows modifications to your service plan without excessive fees or long contract lock-ins. A provider that can scale up or down based on business demand offers greater long-term value.
6. Compare Contract Terms to Your Expectations
Review how each MSP structures its contracts to see if they align with your preferred terms. Look at factors such as flexibility, pricing transparency, and the ability to make adjustments over time.
MSP Qualifying Questions to Ask During MSP Discovery Calls
Once you have narrowed down your shortlist, your next step is to book a discovery call with each MSP on your list. At this point, you should ask more technical questions for qualifying the MSP. Here are some examples.
| What to Ask | Why Ask It | What to Look For |
| What is your experience with businesses in my industry? | Industry experience helps the MSP understand compliance requirements and common challenges. | A clear explanation of how they support similar businesses, including specific examples. |
| How do you handle cybersecurity threats and incidents? | MSPs should have a proactive strategy for identifying and responding to threats. | A structured approach with real-world examples, incident response plans, and cybersecurity tools. |
| What is your approach to proactive maintenance and monitoring? | Regular maintenance reduces downtime and prevents issues before they impact operations. | Details on 24/7 monitoring, automated patching, and proactive system updates. |
| How do you support remote and hybrid workforces? | Many businesses operate remotely, so MSPs must provide secure and efficient solutions. | Solutions for secure remote access, endpoint protection, and collaboration tools. |
| What is included in your standard service agreement? | This clarifies service scope, response times, and potential hidden fees. | Transparent pricing, service level agreements (SLAs), and details on included vs. additional-cost services. |
| What is your process for onboarding new clients? | A structured onboarding process ensures a smooth transition without disrupting operations. | A detailed plan with timelines, steps, and a dedicated onboarding team. |
| What security frameworks and compliance standards do you align with? | Ensures the MSP follows recognized security best practices and regulatory requirements. | Mention of frameworks like NIST, CIS, ISO 27001, or compliance with HIPAA, SOC 2, or GDPR if applicable. |
| What is your approach to patch management and software updates? | Ensures business-critical systems remain secure and up to date. | Automated patch deployment, regular vulnerability assessments, and prioritization based on risk level. |
| What scalability options do you provide for network and cloud infrastructure? | Ensures IT services can grow with the business without bottlenecks. | Flexible cloud and hybrid solutions, software-defined networking (SDN), auto-scaling, and cost-optimized resource management. |
Find Out If BSWI Meets Your Managed Services Selection Criteria
Once you know what you want from a managed services provider (MSP), your next step is to use your criteria to find your ideal solution.
Reach out to us today to see how we compare to your criteria.
