Choosing the right Managed Service Provider (MSP) is an important IT decision for many businesses. The expectation of an MSP is often more than just providing outsourced IT support, they are a technology partner with access to systems, data, and users.
Businesses explore switching MSPs for numerous reasons. Sometimes it’s because they’ve outgrown their current provider, or service levels aren’t meeting expectations or the relationship has soured. Other times it’s simply that business needs have changed and no longer align with the MSP’s offerings.
Whatever your reasons, running a structured MSP selection process helps to avoid security risks, service disruption, and hidden costs. Having supported many businesses through MSP procurement, tendering, and transition, this article explores the common risks and challenges associated with selecting a Managed Service Provider and outlines best-practice approaches to achieving a secure, controlled, and successful outcome.
#Why Selecting the Right Managed Service Provider Is Important
With many, if not most, organisations relying heavily on their IT, the impact of an MSP on a business can be significant. Most MSPs are responsible for providing business-critical services, including:
- IT service desk and user support
- Cyber security monitoring and protection
- Microsoft 365 and cloud platform management
- Backup, disaster recovery, and business continuity
- Network and Internet connectivity
When these services are delivered well, they are largely invisible. When they fail, the impact is immediate. A strong MSP relationship delivers:
- Reliable, responsive IT support
- Clear accountability and governance
- Reduced cyber security risk
- Strategic guidance as well as day-to-day support
Whereas poor MSP selection process can leave organisations locked into complicated contracts, with unclear ownership of services, service levels, and significant exit risk.
#Common Challenges When Choosing a Managed Service Provider
Selecting an MSP can be more complex than anticipated, especially for organisations without a senior IT leader. This is because, as the saying goes, ‘you don’t know what you don’t know.’ Other common challenges include:
#Poor Visibility of the Existing IT Environment
Many organisations lack a clear understanding of:
- Which IT services are owned internally vs by the MSP
- Where business, commercial and staff data is stored
- Who holds administrative access
- What happens to services at contract termination
This lack of visibility frequently hides risk, particularly when changing IT support providers or exiting an existing MSP agreement.
#Underestimating MSP Transition and Exit Risk
Changing Managed Service Providers is not a simple supplier swap. The MSP is likely responsible for core services such as Microsoft 365 (or similar), email security, backups, and Internet services which are often tightly integrated into the outgoing MSP’s environment.
The transfer of services needs to be properly considered, otherwise you may experience issues such as:
- Services can be withdrawn before replacements are ready
- Data access can be restricted
- Hardware may be removed with limited notice
- Business operations may be disrupted
MSP exit planning is one of the most overlooked, and highest-risk, aspects of IT outsourcing.
#Difficulty Comparing Managed Service Provider Proposals
MSP proposals are rarely consistent. There are often differences in scope, inclusions, exclusions, service levels, and assumptions make it difficult to compare providers fairly.
By using a structured MSP evaluation framework, it enables the business to define what is important across many different facets of MSP service delivery and consistently score each of your prospective MSPs against your needs.
#Identifying Broader IT Capability, Not Just Support
Many organisations want more than reactive IT support. They need an MSP that can:
- Work alongside an in-house IT team
- Support cloud and digital transformation
- Improve cyber security maturity
- Deliver IT projects and change effectively
Not all Managed Service Providers offer this capability, and the differences are not always obvious during early discussions.
#How Independent Expertise Improves MSP Selection Outcomes
Independent, specialist support from internal IT leadership or a fractional IT director, transforms Managed Service Provider selection from a risky procurement exercise into a controlled, structured, and measured process.
#Establishing a Clear IT Baseline
A successful MSP selection starts with understanding the current state. This includes identifying service dependencies, ownership, access, and contractual risk.
Creating this baseline ensures MSPs respond to real, documented requirements rather than assumptions, reducing surprises at a later stage.
#Structuring a Robust MSP Tender and Evaluation Process
Using a structured request for proposal (RFP) and objective evaluation criteria allows organisations to:
- Compare MSPs on a like-for-like basis
- Assess security, governance, and service quality
- Strengthen commercial and contractual negotiations
- Provide a clear audit trail for stakeholders
This leads to informed decisions and importantly delivers a far better long-term outcome.
#Managing MSP Transition Risk Before Contracts Are Signed
Transition and exit planning should be addressed during selection, not after appointment. Early identification of risk areas, service separation requirements, and onboarding responsibilities significantly reduces the likelihood of disruption during MSP transition.
#Independent Due Diligence on Managed Service Providers
Independent due diligence is an important part of the process. Through a wider engagement with reference customers, it will help to build confidence when making your decision and help confirm whether the provider is genuinely aligned with your IT needs.
#The Outcome of a Well-Run MSP Selection Process
A structured Managed Service Provider selection process delivers:
- Reduced operational and cyber security risk
- Clear ownership and accountability of IT services
- Stronger contracts and exit protections
- A stable platform for future IT strategy
Selecting a Managed Service Provider is one of the most consequential technology decisions an organisation will make. There are many different aspects to a selection process, and what makes an MSP a good fit for your business.
If your organisation is approaching an MSP review, renewal, or transition, independent expert guidance can help you clarify requirements, manage risk, and run a structured selection process that delivers long-term value rather than short-term fixes.