How to Find and Onboard a New IT Outsourcing Provider

February 10th, 2023 | IT Outsourcing

Switching to a new IT provider can be an intimidating task, but with the proper plan in place, it can be a smooth process. Here are some steps you can take to prepare your business for onboarding a new IT provider:

How to Prepare for Onboarding a New IT Provider

Define Your IT Needs

Clearly define your IT needs and what you are looking to accomplish with a new provider. This will help you find the right provider for your business and ensure that everyone is on the same page. This includes defining the needs that you might want to see in the future. Defining your IT needs involves identifying what technology is essential for your business, what it will be used for, and how it will be integrated into the overall business operations.

 Do Your Research

Research prospective providers and compare their services and pricing. Look for a provider that can meet your specific IT needs and has a good reputation. This step will be more productive if you already have your IT needs defined. It is important to take customer feedback into consideration when researching potential IT partners as it is normally the most authentic. There are many different types of IT Outsourcing firms, and it can be overwhelming deciding which is right for your business. Take a look at What are the Different Types of IT Outsourcing? | Aldridge to help you decide.

 Sign a Service-Level Agreement (SLA)

Sign a service-level agreement that outlines the services that the provider will provide, their response times, and their uptime guarantees. By signing an SLA, you can ensure you will be getting what you are paying for, holding the IT provider accountable to meet your IT needs, and ensuring that the objectives of both the provider and customer are aligned.

| Note: Managing critical issues is a common source of contention between IT providers and their clients. Make sure you understand how a critical issue is defined and the providers service obligations around emergency problems.

 Prepare a Detailed IT Inventory

Prepare a detailed inventory of your IT infrastructure, including hardware, software, and data. This will help the new provider understand your current IT environment and plan for the transition.

 Ensure Effective Communication

Establish clear lines of communication between team members and the new provider. This will help ensure that everyone is on the same page and that any issues are addressed in a timely manner. Having effective communication with both your team members and the provider will ensure that everyone is on the same page with the new transition.

 Assign a Point of Contact (POC)

Assign a point of contact within your organization who will be responsible for communicating with the new provider and coordinating the transition. It’s typically best to assign someone who has a good understanding of the organization’s IT needs and can effectively communicate those needs to the provider. The person should be able to make decisions on behalf of the organization and have the authority to approve changes or sign off on deliverables.

 Develop a Transition Plan

Develop a detailed transition plan that outlines the steps that will be taken to onboard the new provider and how the transition will be managed. This will help to minimize disruption, maintain continuity of service, and uphold the effective communication between you and the provider.

 Test Your Services and Give Feedback

Once the new provider is onboarded, test their services to ensure that they are meeting your needs and that the transition has been successful. During the onboarding process, you will be in regular communication with your IT onboarding team. If there is something that doesn’t feel quite right or isn’t working the way you think it should, speak up. Active communication during the onboarding process is a crucial step as you will be able to identify any problems before they become major.

By following these steps, you can ensure that your business is well-prepared for onboarding a new IT provider. Remember that effective planning, communication, and monitoring are key to a successful transition.

Looking For a New IT Outsourcing Provider?

Aldridge offers full IT Outsourcing along with Managed Services. For more information visit our Managed IT Services and Outsourcing page to see how we can help you.