De-risk changing your IT provider

Switching to a new IT support provider can be a daunting task for any business. The fear of disruption, data loss, or security breaches can make the decision to change providers a tough one. There are lots of ways that providers try to ensure a smooth handover and de-risk your move, and there is no right way.

We thought we'd share how we de-risk the process using our proven 6-step onboarding method. 

6 Step Onboarding

The Workbook

Before we get into the steps, it's worth talking about the workbook.

We created the workbook to help guide our customers through the process of switching provider.

It includes weekly meeting agendas, template emails for communicating with staff and suppliers, and questionnaires to help transfer your knowledge about your business.

The workbook is invaluable for keeping everyone informed about the process and it aligns with our 6 steps below to ensure a smooth transition.

Start: Initial consultation

The journey begins with a chat.  After all the legal stuff is sorted we schedule a discussion to agree when we will start the onboarding process and explain what it looks like. This means that we can allow for holidays, busy periods etc and it gives staff time to prepare for the imminent move.

Week 1: Software deployment and data gathering

Next, we install our agents (little pieces of software) onto your computers to collect data about your devices and network. This comprehensive analysis helps in understanding the current IT infrastructure and identifying any critical issues.

We will also visit your premises to get a first hand look at what you have and how you work. We'll take pictures and document everything to ensure that nothing is missed. When we're onsite we like to talk to people to get an idea of any issues that people have. This helps us target where we need to focus our efforts to make your staff's lives better as quickly as possible.

Week 2: Information review

You probably won't hear too much from us during this week. We take everything that we've learned about your IT and review it, pulling together a picture of what you have, and what you need to meet our IT Baseline Standard.

Week 3: Recommendations

We will meet with you to discuss our findings and recommendations. Together we'll work on prioritising any critical issues, and roadmap less urgent ones so that you have a clear idea of what support will look like for the next 12 months. This allows you to plan,  and have a clear picture of where you are and where you are headed with your IT.

Step 5: Remediation and documentation

Any agreed-upon remediation works are carried out, and all aspects of your systems are documented. This ensures that your IT setup aligns with best practices and is ready for support.

Step 6: Customer success

Finally, regular meetings are scheduled to ensure that your technology aligns with your business goals. By looking to the future and understanding your business plans we can make sure that your it is never a hinderance to your success. We will also use the checkins to make sure that you're completely satisfieied with your service! we are very open, we provide monthly reports and a live IT portal so that you always have all the information about your IT and your service.

By following these steps, businesses have confidently switched IT providers without the fear of operational hiccups. Remember, a reliable IT foundation is crucial for growth, and with the right partner, you can focus on what you do best—running your business.

Common pitfalls when swapping IT provider

When switching IT providers, it’s essential to be aware of potential pitfalls to ensure a smooth transition and a successful relationship with your new provider. Sadly, not all IT support providers aren't created equal (and there are plenty of real life horror stories) and so there are a few things you should keep an eye out for when considering swapping provider.

Here are some of the most common ones to avoid:

1. Not understanding the contract

   Failing to thoroughly understand your current IT supplier’s contract can lead to unexpected challenges during the switch. Take the time to review the terms, termination clauses, and any potential penalties.

2. Fear of upsetting the incumbent supplier

   Businesses often hesitate to switch providers because they fear upsetting their existing IT supplier. However, prioritising your business’s needs and long-term goals is crucial. Don’t let fear hold you back.

3. Letting the incumbent dictate the timeframe

   If your current provider insists on dictating the transition timeline, it can lead to delays or rushed decisions. Set clear expectations and work collaboratively to establish a reasonable timeframe.

4. Lack of information about your existing IT estate

   Waiting until you have all the information about your current IT setup can cause unnecessary delays. While having accurate data is essential, don’t let it become a roadblock. Start the process with the available information and gather details as needed.

5. Selecting based on the lowest price

   Opting for a new provider solely based on the lowest price can be risky. Consider factors beyond cost, such as service quality, expertise, and alignment with your business goals.

6. Recurring issues

   If you’re switching due to ongoing IT problems, ensure that your new provider is told about the issues so that they can address them early on. Don’t carry over unresolved issues from the previous provider.

7. Lack of transparency

   Transparency builds trust. Ensure that your new provider communicates openly about their processes, security measures, and any changes they plan to implement.

8. Constant upselling of extra services

   Some providers may push unnecessary services or upgrades. Choose a provider who focuses on meeting your specific needs rather than upselling.

9. Lax security practices

   Security breaches can be disastrous. Verify that your new provider follows robust security protocols and keeps your data safe. Never be retiscent about asking them to explain and demonstrate how they are going to protect you during a switch and beyond.

Remember, thorough research, clear communication, and a well-defined transition plan can help you avoid these pitfalls and make the switch to a new IT provider a positive experience.

If you'd like to talk to us about switching your IT support you can contact us here, or simply learn more about our all-in-one IT Support.