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Outsourcing IT: Best Practices for Selecting an MSP

Last Updated: November 19, 2025

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Business owners shouldn’t have to get bogged down in technology. Stay focused on running your company while ongoing maintenance and preventive security measures happen behind the scenes. Instead of facing these essential IT duties alone, working with a managed service provider (MSP) can ease the load. IT outsourcing and partnering with a managed service provider (MSP) have become powerful strategies for business owners everywhere.

By leveraging managed IT services, organizations gain a competitive advantage with access to expertise, proactive support, and the latest technologies—without the overhead of hiring and maintaining an in-house IT team. 

Outsourcing your IT is more than just a cost-saving measure; it’s a way to drive operational efficiency, enhance security, and enable strategic growth. In this guide, we’ll explore why organizations turn to outsourced IT support, the benefits of working with a managed IT services provider, best practices, common pitfalls to avoid, and how to establish a strategic MSP partnership that delivers long-term value with your business’s goals.

Why More Organizations Are Turning to Managed Services

Why Outsource IT Services?

Modern technology continues to advance rapidly. From cloud hosting to complex software systems and evolving cybersecurity threats, organizations must stay up to date on their tech maintenance. If they neglect this responsibility, they can risk downtime, breaches, and productivity loss.

When you’re looking for someone to lead your IT department, you want someone who has both the technological know-how and the skills to ensure they can provide a return on investment for your business. This often means you want someone who has been around the block a time or two — someone with plenty of experience, perhaps even certifications —who can offer ways to improve your IT management strategies. You don’t want to hire a hack to handle your mission-critical technology. Also, some regions are landlocked in terms of talent available, and you may feel the need to give someone who is perhaps unqualified for the position the benefit of the doubt.

Instead of hiring internally, you can outsource the responsibility of an IT department to a managed service provider. Since most problems can be resolved remotely, you don’t necessarily need an on-site IT department, and you can instead invest in a relationship with a tried-and-true provider like Exact IT Consulting.

IT outsourcing provides a practical solution to the ever-changing tech landscape. It allows organizations to tap into the skills, tools, and experience of a managed IT services provider without the burden of full-time hiring or training. Just imagine, if you were to hire an internal IT department, you would have to add several salaries to your payroll and budget, which is not always a walk in the park. 

Organizations that embrace outsourced IT support can:

  • Reduce downtime and improve operational efficiency
  • Access specialized skills and certifications across multiple platforms
  • Scale technology solutions rapidly to meet changing business needs

Outsourcing eliminates the frustration that you’d undoubtedly feel if your organization were to manage its own technology. By partnering with a managed IT services provider, organizations shift from reactive troubleshooting to proactive IT management, allowing internal teams to focus on core business initiatives rather than firefighting technical issues.

Core Benefits of Partnering with an MSP

Partnering with a managed IT services provider offers a range of tangible benefits that go far beyond simple cost savings. An IT services provider can work with you to customize a plan of services to meet your needs. They will handle all your IT maintenance needs, including data backup, remote work setup, cybersecurity, etc. A premier MSP company will also check in with you from time to time, allowing you to update your maintenance plan as your needs change.

Take a look at some of the benefits of working with the best-managed service providers, and learn more about how you can make your IT services more cost-effective and efficient.

1. Cost Control & Predictability
With outsourced IT support, organizations move from unpredictable repair costs to a predictable, fixed monthly investment. Managed IT services allow better budget planning while reducing the financial risk of unexpected system failures.

Some additional ways that a managed services IT company can help you save money include:

  • No Need To Pay Benefits: Benefits for internal employees cost a pretty penny. You do not need to worry about paying for an additional team member’s health insurance, dental insurance, vision insurance, vacation time, or retirement benefits when you partner with an MSP. 
  • Scalability: Working with a managed services company is also more scalable. If you want to upgrade your hardware now, you need to purchase more space, servers, and networking equipment. If you wish to change your services with a managed services provider, all you need to do is upgrade your subscription plan.
  • Fewer Repairs: How much maintenance have you neglected over the years? Do you have any idea how much money you have spent on repair bills? If you want fewer repairs in the future, partner with a managed services company that handles your maintenance.

2. Access to Expertise
One of the most significant benefits of working with a managed IT service company is access to an entire team with diverse experience. Even though you might have a few staff members who can handle some security issues and maintenance tasks, it is always better to have access to an entire team. Everyone brings something different to the table, and you can lean on other skills at different times.

3. Up-to-Date Technology
If you want to stay one step ahead of the competition, you need to use the latest equipment in the field. You have a lot to do every day, so how are you going to stay up to date on new software and hardware? One of the best ways to do so is to work with someone whose job is to stay on top of these developments.

That is exactly what you’ll get if you partner with a managed services company. A managed services partner can leverage relationships with leading brands in the field. That way, you can be the first to know about new hardware and software coming out. Of course, your IT services provider will also invest in this equipment on your behalf, meaning that you will have access to it through your subscription plan. This can help you improve your productivity, maximize efficiency, and avoid vulnerable mistakes.

4. Proactive Monitoring & Continuous Support
In the middle of the night, who is keeping an eye on your system? There is a good chance that your technology team goes home at night, but your computers and networks never sleep. Natural disasters and hackers do not take time off either, so it is vital to invest in proactive monitoring. That way, if something is wrong with your system, you will know about it immediately.

One of the most significant advantages of outsourced IT support is proactive monitoring. Managed IT services providers detect potential issues before they escalate, minimizing downtime and maintaining business continuity. With proactive monitoring, you can keep everyone happy, putting your company in the best possible position to grow.

5. Cybersecurity Strength
You are probably working hard to protect your valuable data and network against hackers, but hackers are working just as hard to get around your defenses. You need to work with a company that focuses on your cybersecurity 24 hours a day, seven days a week. With an MSP, you’ll gain access to comprehensive cybersecurity strategies, including threat detection, firewall management, and compliance monitoring.

6. Streamlined Communication
It can be challenging to stay up to date on whom you should talk to about certain issues. If you want to streamline your communications, it is time to make the switch to a managed services company. If you decide to partner with a managed IT company, you will have a single point of contact for all of your technology needs. 

A managed IT services provider acts as a single point of contact for all IT needs. This simplifies vendor management and ensures faster issue resolution. If you are concerned that an acute issue needs to be addressed, you can reach out to the same team. You don’t have to worry about fumbling around for different email addresses or phone numbers, and you certainly don’t need to go to Google for help.

7. Operational Focus
 With IT outsourcing, internal teams can concentrate on business-critical initiatives rather than troubleshooting day-to-day technical problems. This enhances productivity and drives strategic growth. When searching for an MSP, ensure that it not only supports your tech needs, but also your business goals.

Do’s, Don’ts, and Best Practices for IT Outsourcing

Making Your Outsourced IT Support Partnership Work

To maximize the value of IT outsourcing, organizations must approach it strategically. Here are the key best practices when working with a managed service provider:

  • Do: Establish Clear Roles & Responsibilities
    Define the scope of work, service level agreements (SLAs), and escalation procedures upfront. Clarity ensures that both your organization and the MSP are aligned on expectations.
  • Do: Treat Your MSP as a Partner, Not a Vendor
    A managed IT services provider should be involved in long-term planning and strategy discussions, helping to guide technology adoption and optimization.
  • Do: Communicate Regularly
    Maintain regular check-ins and performance reviews. This ensures outsourced IT support remains aligned with organizational goals and adapts to evolving needs.
  • Don’t: Choose Solely Based on Cost
    The cheapest provider may not deliver the expertise, security, or responsiveness required. Focus on value and outcomes rather than upfront pricing.
  • Don’t: “Set It and Forget It”
    Active collaboration with your MSP is essential. Regular reviews, reporting, and adjustments maintain alignment and ensure continued success.
  • Do: Prioritize Security & Compliance
    Ensure that your managed IT services provider understands your industry’s regulatory requirements and implements robust security protocols.

Avoiding Common Outsourcing IT Mistakes

Pitfalls That Undermine IT Outsourcing—and How to Prevent Them

Even the best-managed IT services partnerships can face challenges if not managed correctly. Common mistakes include:

  • Lack of Internal Alignment: Leadership must support and engage with the MSP relationship. While the goal is for business owners to work on their business, not in it, they still need to set clear expectations for their IT goals. Communication is key. 
  • Undefined Expectations: Clear deliverables, KPIs, and reporting structures prevent miscommunication.
  • Overlooking Integration: Outsourced IT support must be fully integrated with internal processes and systems. Ensure that your MSP has access to everything they need before the integration. 
  • Neglecting Metrics: Track uptime, response times, and cost savings to evaluate ROI. If you don’t have metrics set up before you onboard an MSP, it’s more difficult to track the progress made from outsourcing your IT. 
  • Failing to Plan for Growth: Ensure the managed IT services provider can scale alongside your organization. 

By avoiding these mistakes, organizations can ensure that IT outsourcing delivers maximum value.

Select the Right MSP

Check out our guide to identify the key points to look out for when choosing the right IT managed services partner (MSP) for your organization.

Building a Strategic MSP Partnership

Turning Outsourced IT Support into an Advantage

The most successful managed IT services relationships go beyond maintenance—they drive innovation and strategic growth.

There are plenty of tasks that an MSP can handle for you. That way, you can spend more time focusing on your business instead of handling internal issues. Some of the ways that an MSP can help you include the following:

  • MSPs can guide cloud migrations and cloud services projects, data analytics initiatives, and cybersecurity modernization.
  • Align your MSP goals with organizational objectives to ensure that technology decisions support broader business strategies.
  • Establish joint planning sessions and shared KPIs to maintain transparency and accountability.
  • A strong MSP can also help you address email management issues, preventing your inbox from getting cluttered and ensuring you can find what matters most.
  • If you need new hardware and software, the managed service provider can handle procurement issues for you. That way, you can find the best possible equipment at the lowest price.
  • An MSP can also handle remote maintenance and management issues. If you have remote employees, you must make sure they can access the information they need quickly and safely.
  • Enjoy data backup, knowing that disaster recovery plans are solid.
  • A strong managed service provider can also provide you with access to a help desk and on-site support.

When approached as a partnership, IT outsourcing becomes a tool for scaling operations, improving security, and achieving long-term business objectives.

How to Evaluate, Select, and Onboard the Right MSP

Engaging a managed IT services provider requires careful planning. Consider these steps:

  1. Assess Your Current IT Environment
    Identify pain points, skill gaps, and technology priorities.
  2. Define Success
    Determine what you want from outsourced IT support: improved uptime, enhanced security, cost predictability, or all of the above.
  3. Evaluate Potential MSPs
    Look for certifications, responsiveness, cultural fit, and a proven track record of delivering managed IT services.
  4. Develop a Strong Onboarding Plan
    Define communication channels, SLAs, and documentation processes to ensure a smooth transition.
  5. Schedule Regular Reviews
    Quarterly performance reviews allow you to track metrics, optimize processes, and expand services as needed.

By following these steps, organizations can ensure that IT outsourcing delivers measurable results while reducing risk.

Exact IT Consulting offers a full range of IT Services. From ongoing support to project implementations, we have your business technology needs covered and the resources to keep your company running smoothly.