It’s not always clear how to choose a managed IT service provider. MSPs offer a wide range of services to cater to a wide range of businesses. So, it’s a good idea to proactively create a managed IT service checklist to ensure alignment with your business goals.
“It’s tempting to choose an MSP based on simple factors such as cost or the number of services they offer. It’s better to choose an MSP based on a vetted list of qualifiers specific to your needs.” – Chris Power, CEO of Power Consulting.
It’s also worth remembering that your checklist may require adjustments as your business grows. For that reason, regularly review your managed IT questionnaire. Even if you already work with an MSP, it’s good to have a refresher on how managed services help your organization. These reviews may also help you renegotiate contracts with current providers if needed.
If you don’t have an MSP checklist yet, this article will help you get started. We’ll explore how to determine what you should include, how to create one, and how to use it to help your team choose the right managed services questions to ask.
Why Use a Managed IT Services Checklist?
Using a managed IT services checklist helps you stay organized and focused on what’s most important for your business. This strategic focus makes it simpler to choose an MSP who will provide long-term results throughout your relationship.
It’s also helpful if you have multiple team members working on the MSP vetting process. Having a clear checklist that explicitly shows what you want from an MSP will keep everyone involved in the search process on the same page.
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How to Determine What You Need on Your Managed IT Checklist
1. Assess Your Current IT Infrastructure
Begin by reviewing the components of your current IT environment. This includes hardware, software, networks, and cloud resources. Identify any aging equipment, unsupported software, or limitations within your infrastructure that may impact performance or security.
Understanding the condition and capability of each part will clarify whether upgrades, replacements, or enhancements are necessary. If any are needed, you can add the ability to perform these upgrades to your checklist.
2. Identify Your Specific Business Goals
Consider how your business goals influence your IT requirements. For example, if you plan to expand operations or adopt new technologies, your IT systems must align with these objectives.
By outlining your goals clearly, you can determine which IT services are essential to drive growth, enhance productivity, or improve customer satisfaction. Knowing where you’re headed will help in identifying MSP services that best support your vision.
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3. Evaluate Your Current Pain Points & Risks
Pinpoint specific challenges and risks in your existing IT setup. Analyzing these areas can guide you in choosing solutions that address immediate issues while also mitigating potential future risks. For example, if one of your pain points is that you’re spending too much on your IT tools, the right MSP can reduce these expenses by 25% to 45%.
4. Determine Your IT Support & Staffing Requirements
Consider the capacity and skill set of your in-house IT team if you have one. Determine if your team can handle routine maintenance, troubleshooting, and strategic IT initiatives or if you’ll need additional support. Understanding your staffing limitations helps you select MSP services that complement your team’s strengths and address gaps.
5. Understand Your Budget Constraints
Outline a realistic budget that aligns with the value you expect IT services to bring to your business. While budget limitations are natural, prioritize solutions that support long-term growth, security, and operational efficiency rather than opting for low-cost options that provide minimal coverage. Ironically, a cheap MSP with poor service could be more expensive in the long run.
6. Prioritize Your IT Needs Based on Business Impact
Once you’ve assessed your requirements, prioritize them based on how much each item affects your business operations. Consider both immediate needs and longer-term goals, as well as potential benefits to productivity, security, and scalability.
Organizing your needs based on priority gives you a clear view of essential versus flexible items on your checklist. Therefore, if you find a great MSP who doesn’t meet all of your checklist criteria, you will be able to determine where you can make exceptions.
Key Criteria That Every Checklist Should Include
Even though every business will have unique requirements, there are certain criteria that you should include on your checklist, no matter what your unique needs are. Here are the criteria you should always include.
1. Strong Security Measures
Security should be non-negotiable on your checklist. Every MSP you consider should demonstrate robust security protocols, including advanced firewalls, multi-factor authentication, and regular security audits.
Furthermore, you should ask them about how they will protect their own networks, not just how they will protect yours. 29% of cyber breaches begin with a weakness in a connected third-party’s security measures. Be certain that your MSP won’t be a risk.
2. Demonstrated Dedication to Customer Service
Consistent, responsive customer service is vital. Look for an MSP with a proven track record of timely response times, effective support, and accessible communication channels.
They should offer various methods to reach their team—such as phone, email, and a support portal—to resolve issues quickly and minimize downtime. A dedicated customer service approach ensures that you have a partner who can address your needs promptly.
3. Transparent Pricing Structure
Clear, transparent pricing is crucial when choosing an MSP. Look for providers who offer a straightforward breakdown of costs so you understand what you’re paying for and avoid unexpected expenses. An MSP with a transparent pricing structure helps you prioritize services based on actual value without worrying about hidden fees or vague terms.
If you want to know how you can gauge transparency, here are a few indicators.
| Transparent | Mostly Transparent | Not Transparent | |
| Cost Breakdown | Detailed list of all services and associated costs | General categories with some details | Lumped costs with minimal detail |
| Upfront Fees | Clearly specified, with no surprises | Some upfront fees are noted, others hidden | Not disclosed, often leading to surprise costs |
| Variable Costs | Clear explanation of any variable costs (e.g., usage-based charges) | Some clarity, but details may be vague | No explanation, unexpected changes common |
| Pricing Model | Easy-to-understand model (e.g., per user, per device) | Described but may lack clarity | Unclear or complex, difficult to interpret |
| Service-Level Agreement (SLA) Costs | Costs related to SLA are disclosed | Some SLA costs noted, others vague | No SLA costs are specified |
| Hidden Fees | No hidden fees, all costs disclosed | Some hidden fees that could arise | Hidden fees are common and undisclosed |
| Contract Flexibility | Option to adjust services and costs flexibly | Limited flexibility | Rigid contract, no flexibility on costs |
4. Disaster Recovery Planning
Preventing data loss incidents is your top priority, but you also need a solid recovery plan ready if you need it. 140,000 hard drives in the United States experience data loss every week so it’s important to know how to minimize damage if yours becomes one of them.
Ensure that any MSP you consider has well-defined disaster recovery protocols that include regular data backups, offsite storage, and a clear process for restoring operations. This capability helps minimize downtime and data loss.
5. Ability to Scale With Your Business Operations
Your MSP should have the capacity to grow alongside your business. Look for providers with scalable solutions that adapt to changes in your operations, whether it’s expanding your user base, adding new locations, or adopting emerging technologies. Choosing an MSP with scalable offerings ensures that your IT infrastructure can support your growth.
How to Use Your Checklist to Create Managed Services Qualifying Questions
Your managed IT services checklist can help you identify which providers to consider for a discovery call. It can also serve as the foundation for a structured questionnaire to use during the call.
For each item on your checklist, try rephrasing it as a question to focus on key information. For instance, if your checklist includes “data backup and recovery,” you could ask, “Can you walk me through your process for data recovery in case of an unexpected outage?”
This method turns your checklist into specific questions that uncover how well each provider’s approach meets your needs.
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Compare Your Managed IT Checklist to Power Consulting’s Services
If you’re ready to start your MSP search, Power Consulting’s expert team would be glad to listen to your needs. Our goal is to help you enhance your competitive advantage through the power of technology. We would love to listen to your ideas and provide our recommendations on how IT can help you meet your goals.
See how we compare to your MSP checklist by contacting us for your consultation.
