All new year’s resolutions have something in common, the need for change. Unhappy with our shape we resolve to diet and exercise. The family car is showing its age, so we set a goal to buy a new car. Returning to the office, we may find our current IT company is not living up to our expectations; maybe it’s time to make a change. But resolving to change IT companies, like all goals for a new year, takes some planning and discipline.
Chicago-based businesses may discover switching IT companies or managed IT services may involve a complex process, but careful planning can ensure a smooth transition. Here are the things to consider:
Evaluate Current Relationship
- Assess Performance – What struggles are you experiencing with your current IT service? Identify the pain points you are experiencing with your current relationship.
- Determine Needs: What do you need from a new provider that your current service does not offer? For example, define the expertise, certifications, tools, or support hours you require.
- Set Goals: What do you want to achieve by changing to a new Chicago IT service provider? Decide your priorities such as cost savings, improved service, or better technology.
Research New Managed Service Provider
- Make a List: Find managed IT service providers in the Chicago area, companies who can send experts on site as needed. Focus on IT services who know your industry, have received positive reviews, and who have the certifications necessary to support your network.
- Request Proposals: Determine your IT requirements and share them with potential IT services; then ask these companies to send you detailed proposals.
- Evaluate Fit: Look at how the service communicates, what support model it offers, how quickly they respond to needs, and what expertise they provide. Talk with existing clients to assess the provider’s performance.
Notify Your Current IT Service
Before you end the relationship with your current provider, take time to review your contract. Note termination clauses, notice periods, and consider any required exit fees. (Budget for any termination fees as well as any setup costs prior to making a change in IT providers.) You will need to give written notice to your current service as indicated in the contract. Arrange for the current IT service to provide all the necessary information including documentation, passwords, and system configurations.
Execute the Transition
Gather your internal team and develop a plan for the transition that minimizes downtime. Prior to the actual handoff, backup your entire system and data, and document your network noting all software, hardware, and configurations. Then supply the new IT management service with all the essential access credentials and coordinate with the new provider to bring up their monitoring and management applications. In the transition process, test and confirm these systems operate as anticipated.
Make sure all data transfers follow applicable regulations such as the General Data Protection Regulation (GDPR) authorized by the European Union (EU) or the US Health Insurance Portability and Accountability Act (HIPAA). During the transition, stay mindful of the security of your IT infrastructure; coordinate with the new IT service to identify and mitigate any vulnerabilities.
Inform Your Team
Tell your staff and employees about the transition to the new IT service, including the schedule for the transition. Work with the new provider to train your team on new tools and processes initiated by the new managed service provider and be prepared to address any questions or issues that arise.
Stay Engaged
After the transition discuss performance metrics with the new IT service support team; agree on reporting requirements. Develop a healthy working relationship by reviewing the new group’s service delivery regularly and agree to promptly address any concerns.
If your 2025 business resolutions include finding a new Chicago managed IT service, consider engaging the professionals at JMA. They will handle with excellence all the IT needs of your growing company and help you transition seamlessly from your current managed service provider to their expert IT management services.