INSIGHT

How to transition to a new managed IT provider 

Michael Sellai • July 22, 2025

Services: Managed IT Services

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Your current managed IT provider isn’t delivering the results you need. Maybe they’re slow to respond to critical issues, lack the technical capabilities your business demands, or simply don’t understand your industry. Whatever the reason, you’ve reached a breaking point and decided it’s time to make a change. 

Switching managed IT providers feels daunting, but thousands of companies successfully make this transition every year. The key lies in understanding the process and planning each step carefully.  

6 best practices for a seamless managed IT provider transition 

This article will walk you through the essential phases of switching providers, from evaluating new partners to ensuring a seamless transition. 

1. Recognize the warning signs that signal it’s time for a change 

You didn’t arrive at this decision overnight. Several red flags likely accumulated over time, confirming that your current provider isn’t meeting your needs. 

Common indicators include frequent system downtime that disrupts your operations, delayed response times when you need urgent support, and outdated technology recommendations that leave your business vulnerable. You might also notice communication breakdowns, where your provider fails to keep you informed about important updates or changes.   

Financial surprises present another major concern. If your bills consistently exceed expectations or include mysterious charges you can’t understand, your provider lacks the transparency you deserve. Similarly, if they can’t scale their services to match your growing business needs, you’re essentially paying for limitations rather than solutions. 

2. Evaluate potential new providers thoroughly 

Your search for a new managed IT provider requires careful consideration of multiple factors. Start by identifying providers who serve businesses similar to yours in size and industry. They’ll understand your specific challenges and regulatory requirements. 

During initial conversations, pay attention to how potential providers communicate. Do they ask thoughtful questions about your business goals? Do they explain technical concepts in terms you can understand? These early interactions reveal how they’ll treat you as a client. 

Request detailed proposals from your top candidates. Compare their service offerings, response time guarantees, and pricing structures. Don’t automatically choose the cheapest option – focus on value and the provider’s ability to support your long-term objectives. 

3. Plan your transition strategy carefully 

Timing plays a crucial role in your switch. Review your current contract to understand notice requirements and potential early termination fees. Most agreements require 30 to 90 days’ notice, so factor this into your timeline. 

Create a comprehensive inventory of your current IT environment. Document all hardware, software licenses, user accounts, and critical systems. This information helps your new provider understand what they’re inheriting and plan their onboarding process accordingly. 

Coordinate with both your current and future providers to minimize disruption. The best transitions happen when both parties work together to help ensure continuous coverage and smooth handoffs. 

4. Execute the switch with minimal disruption 

Your new provider will conduct a thorough assessment of your existing infrastructure. This audit identifies what’s working well, what needs improvement, and what requires immediate attention. They’ll also interview your team members to understand daily workflows and pain points. 

During the technical transition, your new provider will install their monitoring tools, update security protocols, and configure systems according to their standards. They’ll also change administrative passwords and access controls to help ensure your former provider no longer has system access. 

Expect some turbulence during the first few weeks. Your new provider will likely station technicians on-site to address any issues quickly and help your team adapt to new processes. This intensive support period helps to ensure problems get resolved before they impact your operations. 

5. Communicate the change to your team 

Your employees need to understand what’s changing and how it affects their daily work. Provide clear communication about new contact information, support procedures, and any system changes they may encounter. 

Schedule training sessions for common tasks that might work differently under your new provider. This proactive approach reduces confusion and helps your team embrace the change rather than resist it. 

6. Measure success and build the relationship 

After your transition, establish metrics to evaluate your new provider’s performance. Track response times, system uptime, and user satisfaction to help ensure you’re receiving the improved service you sought. 

Schedule regular check-ins with your new provider to discuss performance, upcoming projects, and evolving needs. This ongoing communication builds a stronger partnership and may help prevent the issues that led you to switch providers originally. 

Partner with BPM for your managed IT needs 

At BPM, we understand the frustration of working with an IT provider that doesn’t meet your expectations. Our team takes a consultative approach, working closely with you to understand your business objectives and to design technology solutions that support your growth. We believe in transparent communication, proactive support, and building long-term partnerships with our clients. 

When you’re ready to make the switch, we’ll guide you through every step of the transition process. Our experienced team will help ensure minimal disruption to your operations while implementing the robust, scalable IT infrastructure your business deserves. To schedule a consultation and discover how BPM can transform your technology experience, contact us.