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*Gasp* It's Time to Change our IT Provider

Image of handing off the baton

For many organizations, the IT infrastructure is the backbone of their operations. It supports day-to-day activities, secures sensitive information, and enables growth. Therefore, the decision to change IT providers, whether from an in-house team to an external one or from one external provider to another, is monumental.

Such a shift usually stems from significant events like security breaches, substantial service failures, or organizational changes like mergers and acquisitions. If you find your organization needing a new provider, this article can guides you through this critical process, ensuring a smooth transition and a fruitful partnership with a new IT partner.

Identifying the Need for Change

The first step is recognizing the need for a new IT provider. This realization often comes after recurring issues that the current setup cannot resolve, such as repeated downtime, security vulnerabilities, or inadequate support that hinders business operations. It's essential to conduct a thorough review of the current IT services, identifying specific problems and assessing the impact on your business.

Defining Your Requirements and Budget

Understanding what you need from your IT support is crucial. Are you looking for more robust cybersecurity measures, better customer service, or more comprehensive IT solutions? Clearly defining your requirements will help you find a provider that aligns with your business goals. Additionally, establish a budget for IT services. This budget should reflect the value of these services to your business operations, considering both the immediate costs and the potential long-term savings from improved efficiency and security.

Researching and Shortlisting Providers

With your requirements and budget in hand, research potential IT providers. Look for providers with experience in your industry and a track record of reliability and innovation. Consider the range of services they offer, their approach to customer service, and their adaptability to changing technology trends. From this research, establish a shortlist of candidates and reach out to them to initiate discussions.

Engaging in the Sales Process

Engage with each candidate on your shortlist through their sales process. This engagement will give you a sense of their responsiveness, customer service quality, and the suitability of their solutions to your needs. It's a good opportunity to ask detailed questions about their service offerings, support structures, and how they handle transitions from other providers.

Selecting a New Partner

After thorough evaluation, select the IT provider that best matches your requirements and budget. This decision should be based not only on the cost and services offered but also on the provider's reliability, customer service quality, and compatibility with your business culture and values.

Notifying Your Existing Provider

Once you've selected a new IT provider, plan the transition. The timing and manner of notifying your existing provider are critical and highly dependent on your current situation and contractual obligations.

Review your contract with your current provider to understand any terms related to termination of services, including required notice periods and any potential penalties.

Transitioning and Onboarding

A smooth transition is essential to minimize downtime and disruption. Work closely with your new IT provider to develop a detailed transition plan. This plan should include data migration, setting up new systems, and training your team on new processes and tools.

Effective communication and a clear timeline are crucial during this phase to ensure a seamless shift.

Ongoing Evaluation

After transitioning to the new IT provider, it's vital to continuously evaluate their performance against the agreed-upon benchmarks and expectations. Regularly assess whether they are meeting your needs, holding to their promises, and supporting your business's growth. Open communication with your provider is key to resolving any issues promptly and adapting to changing business needs.


Changing IT providers is a significant decision for any small business, driven by the need for improved services, enhanced security, or better alignment with business goals. By carefully assessing your needs, researching potential providers, and managing the transition effectively, you can ensure a successful partnership with your new IT provider. Remember, the goal is to enhance your IT infrastructure in a way that supports your business's growth and success, making the process of changing providers well worth the effort.



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