How to choose the right managed IT provider 

Michael Sellai • July 30, 2025

Services: Managed IT Services


If you’re reading this, you’re likely overwhelmed by constant IT issues and endless support tickets. Don’t worry; you’re not alone.  

Many businesses reach a tipping point where the daily tech headaches—slow systems, security worries, and a backlog of help desk requests—start to get in the way of real business progress. You know you need help, but finding the right managed IT service company can feel just as daunting. 

This guide is designed for you: the business leader who’s ready to take IT off your or your team’s plate and put it in the hands of a trusted managed IT provider. Here, you’ll find practical advice on what to look for, what questions to ask, and how to make sure your managed IT provider truly supports your business goals, so you can get back to focusing on what matters most. 

Key qualities and skills to look for a Managed IT Provider 

Choosing an managed IT provider is a pivotal decision for any business. The right provider does more than solve technical issues—they help your business grow, adapt, and stay resilient in a changing technology landscape. Here’s what to look for, and why each quality matters: 

Proven track record and extensive knowledge 

Don’t settle for a provider who just lists years in business—look for a team that’s been in the trenches with companies like yours and can tell real stories about the challenges they’ve solved.  

Maybe they’ve: 

  • Helped a fast-growing business migrate to the cloud without disrupting daily operations. 
  • Stepped in to untangle a patchwork of outdated systems so a company could finally scale. 

The right partner will be able to share specific examples of how they’ve navigated tight budgets, rapid growth, or complex compliance needs for organizations in your industry. 

Ask them to walk you through a scenario where things didn’t go as planned, and what they did to get everything back on track. Look for evidence of creative problem-solving, not just a checklist of services. You want a provider who’s been tested by real-world issues and has the adaptability to support your business through whatever comes next. 

A provider’s true value shows up in the details: how quickly they respond in a crisis, how they help your team adopt new technology, and how they turn IT from a pain point into a strategic advantage. 

Comprehensive and tailored support 

The best managed IT service providers don’t just hand you a menu of generic offerings—they dig in to understand your business rhythms, your pain points, and the quirks of your team.  

Maybe you’ve got a remote workforce that needs lightning-fast help desk responses at odd hours, or a legacy system that’s the backbone of your operations. The right provider will craft support that fits, whether that means on-site troubleshooting, remote support that feels truly hands-on, or infrastructure management that anticipates your next growth spurt. 

Ask how they tailor their services for companies in your industry or of your size.  

  • Do their support teams get to know your people by name?  
  • Can they adapt as your needs shift?  

Look for a provider who’s flexible enough to become a true extension of your team—someone who sweats the details so you don’t have to. 

Proactive and reliable support solutions 

You don’t want an IT partner who’s only visible when things break. The standouts are the ones who quietly keep your business humming, spotting problems before you ever notice them.  

Maybe they alert you to a network slowdown before it impacts your staff, or roll out software patches overnight so your team wakes up to a safer, faster system. Proactive monitoring, regular check-ins, and a knack for anticipating issues are what set these providers apart. 

Ask for stories about times they’ve prevented a crisis, not just fixed one. How do they keep tabs on your systems? What’s their process for flagging and resolving issues before they escalate? You want a team that’s always thinking two steps ahead, so your business can focus on moving forward. 

Cloud and infrastructure skills 

Cloud and infrastructure management isn’t just about keeping the lights on—it’s about enabling your business to pivot, scale, and innovate without friction. The right provider has hands-on experience with: 

  • Cloud migrations 
  • Hybrid environments
  • Data center operations 

Maybe they’ve helped a client seamlessly transition to cloud-based tools without significant downtime, or optimized infrastructure to support a sudden spike in remote workers. 

Ask about their certifications and the platforms they specialize in. Have they managed complex cloud environments or tackled tricky infrastructure upgrades? Look for a provider who’s not just keeping up with technology trends, but helping clients get ahead of them. 

Disaster recovery and business continuity 

When disaster strikes—whether it’s a server crash, ransomware attack, or natural disaster—you need more than a backup plan. You need a provider who’s battle-tested, with real-world stories of helping businesses bounce back fast.  

Maybe they’ve restored critical data after a hardware failure, or orchestrated a smooth recovery during a regional outage. Their approach to disaster recovery and business continuity should be both robust and realistic, tailored to your risk profile and business priorities. 

Ask them to walk you through their worst-day scenario. How quickly can they get you up and running? What’s their process for regular testing and updates?  

A strong provider will have robust disaster recovery plans, frequent data backups, and proven strategies for data protection. Don’t settle for vague assurances—ask for specifics about how they safeguard your operations and how quickly they can restore your data if the worst happens. 

Integrations and modern technology solutions 

The best managed IT providers help you integrate new tools, automate manual processes, and keep your systems current without disrupting your daily flow.  

Maybe they’ve guided a client through a digital transformation, or streamlined software management so updates happen seamlessly in the background. 

Ask for examples of how they’ve helped businesses adopt new technologies or improve workflows. How do they handle patch management and security software updates? Look for a provider who’s excited about what’s next and ready to help you stay competitive. 

Scalable solutions 

Growth shouldn’t mean excessive growing pains. The right IT partner builds flexibility into every solution, so you’re ready for whatever’s next—whether that’s opening a new location, onboarding a wave of new hires, or scaling back during a slow season.  

Maybe they’ve helped a client double in size without a major IT hiccup, or quickly adjusted services to match shifting business goals. 

Ask how their offerings adapt as your needs change. Can they scale support up or down without missing a beat? Look for a provider who’s as invested in your future as you are, ready to evolve alongside your business and keep your IT environment aligned with your ambitions. 

By focusing on these qualities, you can select a provider that not only addresses today’s challenges but also supports your long-term business success. 

5 tips to evaluate a Managed IT provider’s offerings 

When you’re considering a managed IT service provider, it’s easy to get lost in a sea of features and technical jargon. What really matters is how their solutions translate into tangible benefits for your business—keeping your team productive, your systems resilient, and your operations moving forward. 

There are several lanes where your provider should excel: 

1. Service delivery and support 

      When evaluating an managed IT service provider, start by examining how they deliver and support their services. Look for a provider that offers a comprehensive suite of support services tailored to your business objectives, like: 

      • 24/7 support: Your business doesn’t stop after hours, and neither should your IT support. A leading provider will offer true 24/7 help desk and remote support, ensuring that any issue—big or small—is addressed quickly, no matter when it occurs. Ask potential partners how they handle after-hours emergencies and what their average response times are for critical incidents. 
      • Responsive, on time, proactive: Seek out a managed IT service provider known for rapid response and proactive monitoring. This includes real-time network monitoring, automated alerts, and regular system health checks to catch problems before they impact your business operations. Providers should be able to share metrics or customer satisfaction scores that prove their commitment to responsive, on-time service. 
      • Flexibility: Every business is unique. The right partner will offer flexible support options—onsite for hands-on troubleshooting or offsite for efficient remote support. They should be able to adapt their offering to address your specific business challenges, whether that’s supporting a distributed workforce, integrating with legacy systems, or scaling support as your business grows. 

      2. Caliber of IT knowledge, skill, and technology 

        The strength of your provider’s skillset directly impacts your business success. You want a team with extensive knowledge, proven technical skills, and access to the latest technology solutions. 

        • Certifications and experience: Look for a provider whose team holds industry certifications (like Microsoft, Cisco, AWS, or CompTIA) and has a proven track record supporting businesses similar to yours. Ask about their experience with technology solutions relevant to your industry and business size. 
        • Advanced technology solutions: The best managed IT service companies stay ahead of the curve, offering access to cutting-edge tools for patch management, software management, and security software. They should be able to recommend and implement solutions that improve employee productivity and streamline business processes. 
        • Continuous training: Technology evolves quickly. Make sure your provider invests in ongoing training so their team can support your digital transformation and keep your IT environment secure and efficient. 

        3. Network and infrastructure management 

          A stable, secure IT infrastructure is the backbone of your business. Your provider should offer comprehensive network support, infrastructure management, and proactive network monitoring to ensure business continuity and minimize downtime. 

          • Proactive infrastructure management: Ask how they monitor your network and systems for potential issues, and what steps they take to prevent outages. Effective providers use proactive monitoring tools to detect and resolve problems before they disrupt your business. 
          • Comprehensive support: From patch management to disaster recovery services, your provider should offer a full suite of infrastructure services. This includes regular maintenance, security updates, and data backup to keep your business protected and running efficiently. 
          • Clear communication: Look for a provider who can explain their infrastructure management approach in plain language, outlining how they keep your systems reliable and what you can expect in terms of support and reporting. 

          4. Cloud ability and hands-on experience 

            Cloud computing is essential for modern business agility and growth. Your managed IT provider should demonstrate hands-on experience with cloud solutions, cloud management, and cloud environments. 

            • Cloud migration experience: Ask about their experience migrating businesses to the cloud, including any challenges they’ve overcome and how they minimized disruption during the transition. 
            • Cloud management and optimization: A strong provider will help you optimize your cloud environment for performance, security, and cost-effectiveness. They should offer ongoing cloud management, including regular reviews and recommendations for improvement. 
            • Hybrid and multi-cloud support: If your business uses a mix of on-premises and cloud systems, make sure your provider can manage hybrid environments and integrate cloud solutions seamlessly with your existing infrastructure. 

            5. Strategic, forward-thinking planning 

              The difference between a vendor and a true partner is their ability to help you plan for the future. Look for a managed IT service company that offers consulting services and strategic planning aligned with your business goals. 

              • Consulting services: The right provider will take time to understand your business processes, challenges, and long-term objectives. They should offer tailored consulting services, helping you align your IT strategy with your business growth plans. 
              • Regular strategic reviews: Expect regular check-ins and strategic planning sessions to ensure your IT environment evolves alongside your business. This includes recommendations for digital transformation, infrastructure upgrades, and process improvements. 
              • Proactive recommendations: Rather than waiting for you to request changes, your provider should proactively suggest technology solutions and improvements that support your business continuity and future success. 

              By focusing on these actionable, specific service offering categories, you’ll be able to identify a managed IT service provider who not only meets your current needs but also supports your business growth and long-term objectives with a comprehensive, forward-thinking approach. 

              Work with a trusted Managed IT provider 

              Choosing the right managed IT provider is essential for keeping your business operations resilient, adapting to changes in the technology landscape, and driving long-term business success. The right partner does more than solve technical issues—they help you achieve your business objectives with comprehensive solutions, proactive support, and a true partnership approach. 

              At BPM, we believe in empowering small and medium-sized businesses with tailored managed IT services that go beyond the basics. Our team focuses on understanding your unique needs, anticipating challenges, and delivering technology solutions that keep your business running smoothly today and as you grow. 

              Don’t settle for less than a provider who’s committed to your success. Prioritize a partnership that offers extensive knowledge, scalable support, and a proactive mindset.  

              Ready to see how BPM can help your business thrive? Contact us today to start the conversation and discover how our managed IT services can move your business forward. 

              Profile picture of Michael Sellai

              Michael Sellai

              Partner, Managed IT Services

              Michael has nearly 20 years of Information Technology experience and is a Partner in BPM’s San Francisco office. He helps …

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