Most businesses don't even think of outsourcing information technology services until something major happens, such as an IT worker resigning suddenly or a significant cyber attack. However, there are many reasons why you should consider outsourcing your IT needs. In fact, most companies find that outsourcing helps them save money, increase productivity, and improve customer satisfaction. You might also want to look into outsourcing because you feel that your current provider isn't meeting your expectations.
Although information technology businesses can assist you during a disaster, it is best to do your homework before making a final decision. Here are three things to keep in mind while considering outsourcing:
What Is Your Current Situation?
First, determine what your current situation is. Do you have a working relationship with your current provider? If yes, how well does it work? Are you satisfied with the level of support you receive? How much do you pay monthly for your current provider?
Next, determine where your organization could benefit from outsourcing. Think about your current infrastructure and how you use it. Does it meet your needs today? Would you like to upgrade certain systems? Would you like to add additional features?
What Benefits Will You See?
For small businesses, outsourcing information technology services might be beneficial even if all you need is help with keeping your laptop or keeping your emails up and running. In fact, there are many reasons why small businesses should consider outsourcing IT services, such as:
Cost Savings
Outsourcing IT services can reduce costs for small businesses because they don’t have to hire full-time employees to handle things like data backups, software upgrades, and hardware maintenance. Instead, they outsource those tasks to companies that specialize in providing these types of services.
Better Support
When small businesses rely on outsourced IT services, they gain access to expert advice and assistance whenever they need it. This often includes 24/7 phone support, remote monitoring tools, and online resources. Smaller companies simply cannot afford to pay someone else to manage their IT issues.
Happier employees with more responsive IT department
If you have a poor relationship with your current IT team, then you will likely notice improvements once you start using outside providers. Outsourcing allows you to get rid of bad relationships and replace them with new ones - the opportunity to start on the right foot.
Increased Productivity
Small businesses often struggle to balance between being productive and spending time on administrative duties. Outsourcing IT services frees up time so that you can focus.
Improved cybersecurity
Many providers offer managed service plans that include proactive measures to protect against potential threats. These plans typically include things like malware scanning, patch management, and anti-spam solutions.
How do you proceed?
If you're ready to begin your IT outsourcing journey, here's what you need to do:
1. Determine What Services You Need
You'll first need to decide which areas of IT you'd like to outsource. For example, would you like to outsource service desk, infrastructure, or website design?
2. Benchmark Current Costs & Service Usage
You'll want to compare the cost of outsourcing versus maintaining your current IT costs. Also, find out how much time you spend managing your IT services and ask yourself whether you're getting enough value from your current vendor. Sometime the value is not necessarily economic but the inclusion of additional services not available at the present.
3. Create Tender Documents
Once you've decided who will provide the services you need, create a formal request for proposal (RFP). The RFP should outline everything you expect from your provider, including pricing, delivery dates, systems to be supported, and any other requirements.
4. Invite vendors to tender and manage clarifications
After you've created an RFP, send it to prospective vendors. Include details about your business, and explain why you're looking for a particular type of service. Vendors may respond by sending you a quote or asking questions. Make sure you have the technical knowhow to correctly respond. Technical clarity is essential to avoid surprises in the future.
5. Select a preferred vendor and finalise Terms
After you receive responses from multiple vendors, choose one to work with. Then, negotiate terms and conditions before signing a contract. In your planning, allow for a good elapsed amount of time to finalise legal documents. It is our experience that legal agreements take much longer than most expect.
6. Transition to the new provider
After you sign the agreement, make sure you transition smoothly into working with your new provider. Start with good governance controls and monthly meetings to ensure that all parties are on the same page. Continue to monitor performance throughout the year to make sure that your provider is meeting expectations and that you're receiving the level of service you expected when you signed the contract.