How to choose a managed IT provider isn’t always a clear-cut process. Each managed services provider (MSP) offers their own unique services that may or may not align with your goals. That’s why it’s a good idea to create your own managed IT services checklist instead of relying on a standardized system.
“Your MSP’s service offerings must be ideal for your needs. If you don’t carefully select your partner, you may end up having to restart the process to find a new provider.” – Julio Aversa, Vice President of Operations, Tenecom.
Most MSPs will mention a standardized list of benefits. These benefits usually include fast response times, case studies, security measures, and other common areas. While these benefits can be important, you shouldn’t limit your search to this standard list.
That’s why this article is here to help you create a tailored checklist to help you choose an MSP that best fits your day-to-day operations. We’ll discuss how to zero-in on your specific needs and how to frame your managed IT services questionnaire in a way that addresses them.
Although you should tailor your managed IT checklist to your organization, there are certain criteria that every business should consider when choosing an MSP. Most providers will demonstrate these criteria, but it is still good to make note of them in case any MSP you evaluate cannot offer these services.
Here is an overview of what every business should ask of any MSP.
| Criteria | Why This Is Necessary for Everyone |
| Proactive System Monitoring | Early detection of issues prevents disruptions and ensures smooth business operations. |
| Disaster Recovery Planning | Ensures business continuity by preparing for unexpected events and minimizing downtime. |
| Strong Cybersecurity Measures | Protects sensitive data and systems from threats, reducing financial and reputational risks. |
| Regular Maintenance & Updates | Prevents system vulnerabilities and keeps technology running efficiently over time. |
Now, here is how you can determine your unique needs to ask for alongside the above criteria.
How to Determine Your Unique IT Needs
1. Evaluate Current IT Capabilities
Assess your infrastructure, software, and hardware to pinpoint where your technology might fall short. Look for outdated equipment or unsupported applications that limit scalability and performance. Note recurring IT challenges and explore how new technology could help resolve issues. 40% of leaders agree that enhancing technology will enhance operational efficiency.
2. Consider Industry-Specific Requirements
Review regulatory compliance requirements tied to your industry and determine whether specialized systems or applications are necessary. While an MSP does not need prior experience in your field, you should ask how their processes can adapt to meet your specific needs. This approach ensures your business adheres to industry regulations without limiting your options.
3. Analyze Internal Resources
CloudSecureTech reports that 75% of IT leaders report skill gaps in their teams. That’s why you should evaluate your in-house IT team’s skills and workload to understand where external support might help. Talk to your IT leaders to see if there are any skills gaps that you were not aware of. This analysis can guide decisions about which IT functions to outsource.
4. Consult Key Stakeholders
Involve leadership, department heads, and employees in discussions about IT improvements. Collect input on challenges and goals to create a comprehensive view of organizational needs. Make sure your chosen MSP aligns as a reliable service provider for your business by addressing diverse requirements.
5. Assess Possible Future Changes
Remember that you’re signing up for a long-term partnership, so you will need to be sure that your chosen partner can address both current and possible future needs. So, evaluate how your needs may change as your business evolves. Determine if potential partners offer scalable solutions for growth or flexible strategies to meet shifting demands.
6. Identify Operational Priorities
Rank your IT needs by urgency and importance. Differentiate between “must-have” services and “nice-to-have” services in case you are unable to find an MSP that completely fulfills your entire checklist.
A tool that you can use to help you with this task is an Eisenhower Matrix. While the Eisenhower Matrix is typically used to determine task prioritization, you can adapt it to categorizing your IT needs. Here’s what that might look like.
After you’ve chosen an MSP, you may also need assistance deciding which projects to prioritize with them. A Service Business Review (SBR) can assist in this process by assessing your current IT environment and identifying opportunities for improvement. Through this structured evaluation, you can gain insights into operational gaps and determine which projects will have the most significant impact.
How to Frame These Needs Into Managed Services Qualifying Questions
1. Think About Your Desired Outcomes
Look beyond simply what you need. Consider what the outcome of meeting that need may be. For example, if you need faster response times, define the level of responsiveness required (e.g., resolution timeframes, availability, etc.).
2. Determine The Expertise Required
Identify the technical and industry-specific knowledge your needs demand. This allows you to ask targeted questions about the MSP’s certifications, experience, and ability to meet unique challenges.
3. Tailor Questions to Outcomes
Frame questions to focus on how the MSP will deliver your desired results. Instead of asking if they can meet your needs, explore their methods and tools for achieving your desired outcomes as determined in step 1. This approach provides better insight into their problem-solving capabilities and value to your business.
| Learn More About Why You Should Work With an MSP |
4. Structure Open-Ended Questions
Develop questions that allow potential MSPs to explain their approach, capabilities, and past experiences in addressing similar needs. Avoid yes-or-no questions to encourage detailed responses.
5. Test Cultural & Strategic Fit
Evaluate how well the MSP’s approach aligns with your business’s culture and strategy. A strong cultural fit ensures smoother collaboration and long-term success. In fact, 45% of businesses attribute failed partnerships to cultural misalignment.
| Your Ideal MSP is Waiting For You in The GTA | ||||||
| Toronto | Etobicoke | North York | Markham | Mississauga | Vaughan | Las Vegas |
Already Know Which Managed Services Questions to Ask? Talk to Tenecom
If you already know what you need, it’s time to start your search for an MSP. Start your search by asking Tenecom’s dedicated account managers how our team can help you meet your unique requirements. We always take the time to get to know our clients so we can use our 36+ years of experience to tailor-fit the ideal IT solutions.
Reach out today for your consultation.