That’s why choosing the right managed services provider (MSP) isn’t just an operational decision. It’s a strategic one.
But with so many options—and plenty of confusing tech jargon—how do you make the right call?
As Branson Buchanan, Technology Advisor & VP of Operations at Integrated Technologies, says, “A great MSP is more than a vendor. They’re a partner that understands your business and helps it run smarter, not harder.”
In this guide, we’ll break down the key managed services selection criteria, the right questions to ask an MSP, and how to tell if a provider is truly aligned with your goals.
What Is a Managed Services Provider?
A managed services provider (MSP) is a third-party company that handles your IT needs on an ongoing basis. like monitoring, support, security, and maintenance.
Unlike a one-time project or break-fix technician, MSPs take a proactive approach. They prevent issues before they happen and help you scale as your business grows.
How to Choose the Right Managed Services Provider (MSP)
Choosing a managed services provider (MSP) is an important step for any business. This isn’t just a tech decision, it’s a long-term partnership that affects how you work, how secure your data is, and how confident you feel about your IT every day.
The right MSP will support your business goals, fix problems before they happen, and give you peace of mind that someone’s always watching your systems.
But with so many providers out there, how do you know who to trust? It’s not about picking the biggest name or the cheapest deal. It’s about finding a provider who understands your business, cares about your future, and offers the right mix of services, support, and experience.
Here are the most important things to look for when choosing the right MSP.
Key Criteria to Use When Picking an MSP
1.Do They Take Time to Understand Your Business?
A good MSP doesn’t jump straight into selling you tools. They ask questions. They listen. They want to understand what your company does, where your pain points are, and what you’re working toward. Without that knowledge, they can’t deliver the right IT support for your business.
Look for a provider who starts by learning about your goals. Ask if they’ve worked with companies like yours. If they’re more focused on pushing products than learning about your operations, that’s a red flag.
2.Do They Take Security Seriously?
Cybersecurity is one of the most critical parts of any IT service today. Your MSP should offer more than just antivirus software, they should have a full plan to protect your business. That includes secure backups, employee training, data encryption, and active monitoring.
Ask how they handle common threats like ransomware or phishing. A strong MSP will have clear answers and proven methods for keeping your business protected, without making things complicated for your team.
For a closer look at how to secure your business, CloudSecureTech offers a helpful breakdown of what effective, modern protection really involves.
3.Can They Grow with You
The right provider today should still be the right provider two years from now. Your MSP should be flexible enough to grow with your business, whether you’re adding new staff, opening new locations, or switching to cloud-based systems.
Ask how they handle scaling. Will you need to renegotiate your whole contract if you grow? Can they support bigger workloads or additional users? A reliable MSP plans ahead and adjusts with you, not against you.
4.Do They Offer Fast, Responsive Support?
When something breaks or slows down, time matters. Downtime isn’t just frustrating—it can stall your entire business. You need an MSP that answers quickly, fixes issues fast, and is available when you need them.
Check if they provide 24/7 support. Ask about their response times, and see if they offer service level agreements (SLAs) that guarantee a certain level of performance. Good support should feel like having an IT team right down the hall.
5.Is Their Pricing Clear and Fair?
You shouldn’t need a dictionary to understand your IT bill. Great MSPs make their pricing transparent. You should know exactly what’s included, what’s optional, and what might cost extra. No surprises, no confusing contracts.
Ask to see a sample agreement. Look for simple language and flexible options. Avoid MSPs that lock you into long-term deals without clearly explaining the value behind them.
6.Do They Prevent Problems, Not Just Fix Them?
Reactive IT support only solves problems after they’ve already affected your business. A top-tier MSP works proactively, they monitor your systems, apply updates, and look for early warning signs before issues turn into outages.
Ask what kind of monitoring and reporting they offer. Do they send regular updates? Will they recommend improvements before something breaks? A proactive approach can save you money and keep your operations running smoothly.
7.Can They Help You Stay Compliant?
If your business has to follow industry rules or data privacy laws, like HIPAA, CMMC, or PCI, you need an MSP who understands compliance. They should help you stay on track with documentation, updates, audits, and secure configurations.
Ask if they’ve worked in your industry. The more experience they have with compliance requirements, the more confident you can be that they’ll help you avoid costly violations.
8.Do They Have Real Success Stories or References?
Don’t just take their word for it. A good MSP will be happy to share case studies or connect you with current clients. Hearing from another business can give you a clear picture of what working with the MSP is really like.
Ask for testimonials or success stories. Look for proven results, not just marketing language. If they’re proud of their work, they’ll be glad to share it.
Questions to Ask a Managed Services Provider
You don’t have to be an IT expert to choose the right managed services provider (MSP). You just need to ask the right questions—and know what the answers really mean for your business. These MSP qualifying questions will help you cut through the jargon and get a clear picture of what a provider actually offers:
What industries do you typically work with? Look for an MSP with experience in your field. If they’ve worked with businesses like yours, they’ll understand your needs faster, and already know what works (and what doesn’t).
How do you handle after-hours issues? IT problems don’t always happen during business hours. Make sure they offer 24/7 support, or at least have a plan in place for emergencies.
What does your onboarding process look like? Good MSPs will have a clear, step-by-step approach to getting your systems set up, reviewed, and supported. If onboarding feels rushed or vague, that’s a red flag.
How do you measure and report success? Ask how they track performance. Do they send regular reports? Can they show how they’re improving your uptime, security, or response time?
What cybersecurity tools and frameworks do you follow? A modern MSP should use strong, layered security, and stay up to date with best practices. Ask about firewalls, endpoint protection, monitoring, and employee training.
Can you assist with compliance (HIPAA, CMMC, etc.)? If your business has specific regulatory requirements, make sure the MSP knows how to support them. This is especially important for healthcare, finance, and government-related industries.
What’s included in your monthly fee, and what’s not? Don’t get surprised by hidden fees. Clarify what services are included, what counts as “extra,” and how they handle things like hardware or project work.
How do you stay current with changing technologies? A good MSP should be forward-thinking. Ask how they train their team, evaluate new tools, or plan for upcoming trends that might impact your business.
💡 Pro Tip: Always ask for references or case studies. A reputable provider should be proud to share success stories from real clients. If they hesitate, it’s worth digging deeper.
Red Flags to Watch Out For When Choosing an MSP
Red Flag
What It Means
Vague Contracts or SLAs
Unclear service details = unmet expectations. Look for defined response times and deliverables.
Overpromising Without Details
Big claims with no proof suggest a lack of real capability or experience.
Lack of Security Expertise
If they can’t explain how they’ll protect your data, they probably can’t.
One-Size-Fits-All Pricing
Flat packages without learning your setup = lazy, generic solutions.
Poor Communication
Slow, vague, or unreliable during sales? Expect worse once they’re managing IT.
Final Thoughts: Choosing The Right MSP Makes All the Difference
Choosing a managed services provider isn’t just a tech decision, it’s a business one. The right MSP doesn’t just fix issues; they help prevent them, support your growth, and keep your team productive and protected.
At Integrated Technologies, we’re more than just an IT provider, we’re a long-term partner. We take the time to understand your goals, tailor our services to fit your needs, and deliver real value that helps your business thrive.
Whether you need everyday IT support, stronger cybersecurity, or a smarter strategy for the future—we’ve got your back.
