Infographic outlining the 7 stages to switch IT providers for businesses with 20-75 employees.

How Long Does It Take to Switch Managed IT Providers?

September 29, 2026

How Long Does It Take to Switch Managed IT Providers?

For a business with 20 to 75 employees, switching Managed Service Providers should generally be treated as a structured onboarding project rather than a single-day event.

The exact timeline depends on the size and complexity of the environment, the quality of existing documentation, how cooperative the outgoing provider is, the number of locations and vendors involved, and how much remediation the new provider discovers.

At Integral Networks, we don't view a successful transition as:

"We got the passwords. We're done."

The objective is to discover, document, secure, standardize, and take ownership of the environment without unnecessarily disrupting employees.

Use this seven-stage framework to understand what should happen.

The 7 Stages of Switching Managed IT Providers

A structured transition should include:

1. PREPARE — Establish responsibilities and gather information.

2. DISCOVER — Identify what's actually in the environment.

3. DOCUMENT — Build accurate technical and vendor documentation.

4. DEPLOY — Install the new provider's management and security tools.

5. SECURE — Review Microsoft 365, endpoints, access, and cybersecurity.

6. STABILIZE — Correct important issues and bring systems into standards.

7. GO LIVE — Move into normal proactive managed IT operations.

Some stages overlap.

That's fine.

The important thing is that none of them gets ignored.

1. PREPARE: Start Before the Old Provider Disappears

One of the worst approaches to changing MSPs is:

Fire the old provider first. Figure everything else out afterward.

A smoother transition begins with planning.

Before the change, identify:

Who is leading the transition internally
Current IT provider
Important vendors
Microsoft 365 information
Business applications
Internet providers
Phone providers
Backup systems
Locations
Key employees
Known technology problems

The new MSP should also understand the business.

We Want to Know More Than Your Passwords

During kickoff, useful questions include:

How many employees do you have?
Which applications are critical?
Which employees work remotely?
Which systems cause the most frustration?
Are major projects already underway?
Are there known cybersecurity concerns?
Is the business growing?
Are there upcoming office moves or expansions?

Technology onboarding should begin with business context.

2. DISCOVER: Don't Assume the Existing Documentation Is Correct

Existing documentation is valuable.

But it shouldn't automatically be treated as complete.

One of the recurring issues we find when taking over an environment is missing or outdated information.

A discovery process may identify:

Workstations
Laptops
Servers
Network equipment
Firewalls
Wireless infrastructure
Microsoft 365
Backup systems
Applications
Security tools
Vendors
Other technology dependencies

This gives the new provider a much clearer understanding of what it's actually taking responsibility for.

Why Discovery Can Affect the Timeline

Imagine being told:

"We have 40 computers and one server."

Then discovery finds:

52 active endpoints
Two servers
An undocumented firewall
Several old computers still connecting
Multiple unmanaged applications
A backup system nobody mentioned

The onboarding scope just changed.

That's not necessarily a problem.

It's exactly why discovery exists.

3. DOCUMENT: Rebuild What Is Missing

A new MSP needs reliable documentation.

That may include:

Network configuration
Administrative credentials
Microsoft 365
Servers
Firewalls
Internet connections
Backup systems
Business applications
Vendors
Hardware inventory
Security tools

If the outgoing provider supplies excellent documentation, this stage can move more smoothly.

If little documentation exists, the new provider needs to rebuild it.

Documentation Isn't Busywork

Good documentation affects:

Support speed
Security
Vendor coordination
Troubleshooting
Disaster recovery
Future planning

The new MSP shouldn't need to rediscover the environment every time an employee calls.

4. DEPLOY: Install the New Provider's Management Tools

The new MSP needs visibility.

That typically requires deploying its management, monitoring, and security tools to supported systems.

At Integral Networks, onboarding involves bringing the client into our standardized managed environment.

Depending on the system and scope, this can include areas such as:

Device management
Monitoring
Patch management
Endpoint security
Email security
Managed security
Backup monitoring
Microsoft 365 management

The goal is establishing consistent management across the environment.

What Happens to the Old MSP's Tools?

This requires coordination.

You don't necessarily want competing:

Endpoint security products
Management agents
Monitoring systems
Patch-management tools

running indefinitely.

The outgoing provider's tools need to be identified and removed appropriately while the new provider's systems are deployed.

Sequence matters.

You don't want to accidentally create a security or management gap during the transition.

5. SECURE: Review the Environment You're Inheriting

Changing MSPs is an opportunity to evaluate security.

Don't assume:

"The old provider handled security, so everything must already be configured correctly."

Review it.

At Integral Networks, our standardized managed security approach includes technologies and services such as:

Microsoft 365 Business Premium
Deep Instinct endpoint protection
Avanan email security
Blokworx managed security services
Managed patching
Microsoft 365 security configuration
Ongoing monitoring

We require Microsoft 365 Business Premium for managed clients because it provides important security and management capabilities.

Microsoft 365 Deserves Its Own Review

During onboarding, Microsoft 365 should receive specific attention.

Areas may include:

Multi-Factor Authentication
Administrative access
User accounts
Security configuration
Microsoft Secure Score
Licensing
Former employees
Appropriate security recommendations

At Integral Networks, we review Microsoft Secure Score and remediate appropriate recommendations based on the client's environment.

The objective isn't chasing a perfect score.

It's establishing an appropriate security baseline.

6. STABILIZE: Fix What Needs Attention First

Discovery often uncovers problems.

The important thing is prioritizing them.

Not everything needs to be fixed immediately.

A useful framework is:

NOW

Issues presenting meaningful security, reliability, or operational risk.

Important improvements that should be addressed during the upcoming planning period.

LATER

Longer-term improvements that belong on the technology roadmap.

This prevents onboarding from becoming:

"We found 47 things and they all need to happen tomorrow."

That's not strategic.

Common Issues Found During Takeovers

Depending on the environment, a new provider may discover:

Aging hardware
Missing documentation
Excessive administrator access
Inconsistent security
Unmanaged devices
Old employee accounts
Backup concerns
Patching issues
Vendor confusion
Microsoft 365 configuration opportunities

The point isn't criticizing the previous provider.

The point is understanding the environment you're inheriting.

7. GO LIVE: Transition Into Normal Managed Services

Eventually, onboarding needs to end.

The organization transitions into normal proactive management.

Employees should know:

How to contact support
What number to call
How tickets work
Who handles IT
What to expect

Leadership should understand:

What was discovered
What was corrected
What remains
Which projects are recommended
What future spending may be required

At Integral Networks, we use a wrap-up meeting to help establish that transition.

So How Long Does Switching MSPs Actually Take?

There isn't one universal number.

Be cautious if someone gives you a guaranteed timeline without understanding your environment.

A simple 20-person single-location company with excellent documentation is very different from a 75-person organization with:

Multiple locations
Servers
Complex networking
Specialized applications
Poor documentation
Multiple vendors
Security remediation requirements

The correct timeline depends on scope.

What leadership should ask for is a clear onboarding plan with milestones, responsibilities, and communication.

What Can Make the Transition Faster?

Several things help.

Good Existing Documentation

Current credentials, network information, vendor information, and asset data save discovery time.

Cooperative Outgoing Provider

A professional handoff makes everyone's job easier.

Clear Internal Ownership

One person inside the business should help coordinate questions and decisions.

Accurate Vendor Information

Knowing who supports your internet, phones, applications, copiers, and other systems reduces confusion.

Prompt Decisions

If leadership needs to approve a security or infrastructure change, quick decisions keep onboarding moving.

What Can Slow the Transition Down?

The opposite conditions create delays.

Missing Credentials

Nobody knows the firewall password.

Nobody knows the backup credentials.

Nobody knows who owns an account.

Poor Documentation

The new provider needs to rediscover everything.

Unknown Vendors

Employees know:

"Some company handles that."

but nobody knows which company.

Unmanaged or Unexpected Systems

Discovery finds technology nobody knew existed.

Security Problems

Important issues may need remediation before the environment can be considered stable.

Uncooperative Outgoing Provider

Information transfer becomes more difficult than necessary.

What Should the Old MSP Provide?

Your outgoing provider may possess important information about your business environment.

The transition process should identify what information needs to be transferred.

Examples can include:

Administrative credentials
Network documentation
Microsoft 365 information
Vendor contacts
Hardware information
Backup information
Application details
Licensing information
Other technical documentation

Exactly what exists depends on the relationship.

The key principle is:

Your business shouldn't be held hostage by its own technology information.

Should You Tell Employees You're Switching IT Providers?

Yes.

Employees need to know what's changing.

They don't need every technical detail.

They do need practical instructions.

For example:

Starting Monday, contact Integral Networks for IT support.

Then give them:

Support phone number
Support email/process
Effective date
What to expect

The simpler the employee communication, the better.

Will Switching MSPs Cause Downtime?

A properly planned transition should be designed to minimize unnecessary disruption.

Most onboarding work can occur while employees continue normal operations.

But no responsible provider should promise that every transition is completely risk-free.

Changes to:

Security tools
Infrastructure
Microsoft 365
Networks
Servers
Applications

need to be planned appropriately.

The objective is controlled change—not reckless speed.

Should You Change Everything During Onboarding?

Usually, no.

This is another mistake.

A new MSP takes over and immediately wants to replace:

Firewall
Server
Network
Computers
Security
Applications

Sometimes major changes genuinely are necessary.

But onboarding should distinguish:

What must happen now

from:

What should happen later.

That's why the Now / Next / Later framework matters.

Example: A 40-Person Professional Services Company

Consider a hypothetical company with 40 employees.

The new MSP begins onboarding.

Discovery finds:

43 active workstations
One server
Aging firewall
Microsoft 365
Several business applications
Incomplete vendor documentation
Four former employee accounts
Inconsistent MFA configuration
Five computers approaching replacement

Instead of attempting everything simultaneously:

NOW

Secure former employee accounts
Correct important MFA gaps
Deploy management/security tools
Verify backup
Establish support

Replace aging firewall
Improve documentation
Address remaining Microsoft 365 recommendations

LATER

Replace five aging computers according to budget
Evaluate longer-term infrastructure improvements

That's a controlled transition.

The 10-Question MSP Transition Checklist

Before switching providers, ask:

Who will manage the transition?
What information does the outgoing provider need to supply?
How will the new provider discover undocumented systems?
When will new management tools be deployed?
How will old MSP tools be removed?
How will Microsoft 365 security be reviewed?
How will backups be verified?
How will employees know where to get support?
How will discovered problems be prioritized?
What marks the end of onboarding and beginning of normal service?

If a prospective MSP can't explain these clearly, ask for more detail before making the change.

Five Signs an MSP Has a Real Onboarding Process

Look for these characteristics.

1. There's a Defined Sequence

They're not improvising from day one.

2. Discovery Is Part of the Process

They verify the environment rather than trusting assumptions.

3. Security Is Reviewed

They don't simply inherit existing settings.

4. Employees Receive Clear Support Instructions

The transition considers the user experience.

5. Leadership Gets a Wrap-Up

You learn what was found, corrected, and recommended.

Onboarding should have a beginning, middle, and end.

What Should the First 30 Days Accomplish?

The first month should establish momentum toward:

Visibility
Documentation
Support ownership
Security
Standardization
Vendor understanding
Future planning

Not every long-term project needs to be finished.

But the new provider should increasingly understand the environment and be able to support it confidently.

Switching MSPs for Greater Sacramento Businesses

Integral Networks supports growing organizations throughout the Greater Sacramento region, including Sacramento, Roseville, Rocklin, Folsom, Elk Grove, Woodland, Stockton, Modesto, and surrounding communities.

Our primary managed IT focus is businesses with 20 or more employees that need responsive support, cybersecurity, proactive management, and strategic planning.

Sacramento, CA: (916) 626-4000

Switching MSPs for Northern Nevada Businesses

Our second primary service area is Northern Nevada, including Reno, Sparks, Carson City, and surrounding communities.

We combine remote onboarding and management with local onsite capabilities when physical assistance is required.