- “… we never used to have problems but since we/they got bigger….”
- “… it take ages to get through by phone and even then it’s often an answering machine or someone that just logs the call…”
- “…we have no way of knowing if and when they have completed a task…”
- “…why are we always at the end of the queue?”
- “…I have to assume our data back-ups are working, no-one ever tells us…”
- “… they never seem to be able to just fix stuff. There’s always an excuse …”
I’m sure you can add more scenarios to that list! I think that covers the WHY.
So now the HOW…
If there is a problem – first try to resolve it amicably – especially if you are locked in to a contract. If those discussions fail, then you will probably want to seriously consider making the switch.
Check the conditions of the contract with your existing IT support company. You may find you are tied in for a set period and you may also have to give notice a number of weeks or even months before the end of that period. Make sure that if you switch you don’t get tied in again.
Before choosing a new IT support supplier, think about what did/didn’t work for you with your current one. Take a look at the list above and add your own thoughts about how your support company struggled to cope with your needs
You may be the person responsible for choosing a new IT Support Service… but it’s well worth canvassing the opinions of all the IT users in your workforce. What frustrations have they been encountering with the current support service? What do they think would make for a great relationship with a new supplier? Is there any immediate work or any improvements to the system that are needed? You can then use all this feedback in selecting a new IT support company.
Take all your thoughts and the comments from your workforce and craft them into questions to ask when interviewing alternative IT support providers.
So…. You’ve found a new IT Support Company. They’re approachable and seem proactive and professional. Their testimonials speak volumes about their customer service, and you really like the thought of switching to them because they ticked all the boxes when you interviewed them.
A smooth handover can help create the foundations of a long, happy partnership.
Take backups of all your data if possible …
If your IT support company maintains your website and network for example, some of your website files, shared documents, etc might actually be stored on computer equipment owned by them. At the very least, they are likely to have high-level access to your systems. If your IT Support is provided by an unethical company with whom your relationship is quite poor, they may change vital settings – giving them the ability to lock you out of your own business IT! In effect, holding your data to ransom. So ask for all the access passwords and information about where things are stored before you give them the cancellation notice.
Help the new IT Company to hit the ground running…
If you don’t already keep documentation on your IT network… now is a great time to pull it all together – it can really pay off in terms of helping to minimise any level of disruption. This should include as much of the following as possible: network diagrams, usernames, passwords and log in addresses, plus software and hardware inventories. Also ensure you know where all your original software disks are. Do you have a support log? If you can let your new IT Support company have sight of this, they’ll be able to identify the main recurring issues you’ve been facing. They might even be able to suggest some better, and permanent solutions.
Will your outgoing IT support provider work with the incoming one to help smooth the handover? If they will (and ethical ones should) then this is an excellent way for the new team to understand how your systems work. Be aware that this may be hard to arrange and that you may have to pay the outgoing company for this extra help.
Be prepared – it’s almost inevitable that there will be some level of disruption – but remember that it will be very much worth it when you end up with an IT support company you can truly rely on.
Once you have switched suppliers, change passwords so your old support company cannot access your systems.