What Happens During the First 30–90 Days After Switching MSPs

Switching managed IT service providers can feel risky, but the first 30 to 90 days after making the change are actually the most structured and transparent part of the partnership. During this period, your new MSP focuses on gaining full visibility into your environment, stabilizing daily operations, implementing security improvements, and aligning IT strategy with your business goals. A well-managed transition is designed to minimize disruption by working in phases: access and discovery first, then tool deployment and security improvements, then cleanup and optimization.

For Jacksonville, FL businesses and other small to medium organizations, understanding what happens during onboarding helps set realistic expectations and ensures a smooth handoff. We’ve seen businesses worry about downtime, data loss, or gaps in support, but these concerns can be addressed with clear communication and a proven roadmap. This guide walks through each phase of the onboarding process so you know what to expect and how to prepare.

Every business has unique systems, workflows, and challenges, so while this article provides a general framework, your specific situation may require a customized approach. If you’re considering a switch or want to discuss how we handle transitions, NetTech Consultants – IT Support and Managed IT Services in Jacksonville is here to help you evaluate your options and plan a seamless move.

Pre-Onboarding and Day One Priorities

The period between contract signing and your official start date determines whether switching MSPs becomes a seamless transition or a chaotic scramble. Effective pre-onboarding requires comprehensive documentation of existing infrastructure, clear team accountability structures, and systematic collection of credentials before technical work begins.

Transition Planning and Asset Documentation

We start pre-onboarding by creating a detailed transition roadmap that outlines activities across the first 30, 60, and 90 days. This onboarding plan identifies critical systems that require priority attention, maps dependencies between applications and infrastructure, and establishes validation checkpoints to confirm each phase completes successfully.

Asset documentation begins immediately after contract execution. We deploy automated discovery tools to catalog all devices, applications, and network components without waiting for manual inventories from the previous provider. This approach typically reveals 15-20% more assets than outgoing MSPs document in their handoff materials.

During this phase, we conduct vulnerability scanning to identify inherited security gaps before they escalate into emergencies. Most organizations switching MSPs discover unpatched systems, expired certificates, or misconfigured backup jobs during initial discovery. Documenting these risks early allows us to prioritize remediation work and set realistic expectations about timeline and effort.

Building a Transition Team and Setting Expectations

We assign a dedicated transition manager who serves as your single point of contact throughout the onboarding process. This person coordinates between your internal stakeholders, our technical teams, and the outgoing MSP to maintain momentum and resolve blockers quickly.

The transition team includes specialists from security, networking, and service delivery who map to your infrastructure needs. We create a RACI matrix that defines who is responsible, accountable, consulted, and informed for each onboarding activity. This eliminates confusion about decision authority and prevents tasks from falling through gaps between teams.

Setting expectations starts with defining response time commitments by priority level and documenting escalation paths before Day One. We schedule weekly status meetings during the first 30 days, then shift to biweekly through Day 90. Each meeting reviews completed milestones, addresses emerging issues, and confirms upcoming activities remain on schedule.

Collecting Access Credentials and IT Inventory

Credential collection happens through secure, encrypted channels using our password vault system. We never accept credentials via email or spreadsheets. The onboarding checklist includes administrative accounts for domain controllers, cloud platforms, network equipment, backup systems, and business-critical applications.

We request current IT inventory documentation from your outgoing provider, including network diagrams, software licensing details, warranty information, and vendor contact lists. However, we verify this information independently rather than accepting it as accurate. Previous MSPs often maintain incomplete or outdated documentation that creates gaps in our service delivery if relied upon without validation.

Access to your existing ticketing system history provides valuable context about recurring issues, user behavior patterns, and infrastructure weak points. We analyze the past 90 days of support tickets to identify problems that need immediate attention versus chronic issues requiring longer-term architectural changes.

The First 30 Days: Gaining Control and Establishing Support

The first 30 days after switching to a new managed service provider focus on understanding your current IT environment and establishing reliable support structures. We prioritize comprehensive discovery, security deployment, and clear communication channels to ensure business continuity.

Network and Environment Discovery

We begin with a thorough audit of your existing IT infrastructure to document all hardware, software, and network configurations. This discovery phase involves scanning every device, server, and application to create a complete inventory of your technology assets.

Our team catalogs critical information including:

• Network topology and device configurations
• Active user accounts and permission levels
• Software licenses and renewal dates
• Backup systems and disaster recovery protocols
• Security policies and compliance requirements

This baseline assessment typically takes 7-10 days and reveals vulnerabilities, outdated systems, and opportunities for optimization. We identify immediate risks that need attention and create a prioritized remediation plan.

The discovery process also includes interviewing key stakeholders to understand business workflows and pain points. We document existing vendor relationships, maintenance contracts, and any ongoing IT projects to ensure seamless continuity during the transition.

Deployment of Monitoring and Security Tools

Once we map your environment, we deploy our monitoring and security stack to gain real-time visibility into system health and threats. These tools begin collecting data immediately to establish performance baselines and detect anomalies.

We install remote monitoring and management (RMM) software on all endpoints and servers within the first two weeks. This allows us to track system performance, patch status, and potential security issues before they impact operations.

Our security deployment includes endpoint protection, firewall configurations, and intrusion detection systems. We also implement automated backup verification to ensure your data protection meets our standards.

These tools enable proactive management rather than reactive support. We can often resolve issues before users notice them, minimizing downtime and disruption to daily operations.

Initial Communication Protocols and Support Channels

We establish clear support channels and response protocols during the first week to ensure your team knows how to reach us. This includes setting up your dedicated support portal, configuring email ticketing, and providing direct phone access.

Your organization receives:

• Primary and secondary technical contacts
• Ticketing system credentials and training
• Emergency escalation procedures
• 24/7 support access information for critical issues
• Regular status update schedules

We conduct orientation sessions with your staff to explain how to submit tickets, what qualifies as an emergency, and expected response times for different priority levels. Our managed IT services include defined service level agreements (SLAs) that specify resolution timeframes based on issue severity.

During these initial 30 days, we also schedule regular check-ins with your leadership team to address concerns and adjust our approach based on your feedback. This period establishes the foundation for our ongoing partnership and ensures alignment with your business objectives.

Day 31–90: Security, Optimization, and Long-Term Alignment

After the initial assessment period, we shift focus to strengthening your infrastructure and establishing sustainable practices. This phase involves closing security gaps, eliminating technical debt, and building monitoring systems that prevent future issues.

Security Hardening and Patch Management

We prioritize closing vulnerabilities that were identified during the initial assessment. This includes deploying missing security patches across servers, workstations, and network devices. Many organizations we work with have systems running outdated software due to gaps in the previous MSP’s maintenance schedule.

Our team implements a structured patch management cycle that balances security needs with business continuity. Critical vulnerabilities receive immediate attention, while standard updates are scheduled during maintenance windows. We also review and strengthen firewall rules, disable unnecessary services, and enforce multi-factor authentication across administrative accounts.

For clients migrating to cloud platforms, we configure security groups, identity management policies, and encryption standards during this phase. The goal is to establish a security baseline that protects your environment without requiring emergency interventions or generating unexpected service call fees later.

Standardization and Cleanup Activities

We remove redundant tools, expired licenses, and obsolete configurations that accumulated under previous management. This includes consolidating remote monitoring agents, eliminating duplicate backup jobs, and retiring unused user accounts. These cleanup activities reduce security risks and lower your licensing costs.

Documentation becomes a priority during this period. We create network diagrams, inventory lists, and configuration records that were often missing or outdated. This documentation proves essential when troubleshooting issues or planning upgrades.

We also standardize naming conventions, folder structures, and access permissions across your systems. Consistency makes it easier for our team to support your environment efficiently and reduces the time needed to resolve tickets.

Continuous Service Improvement and Support Metrics

We establish key performance indicators that measure response times, resolution rates, and system uptime. These metrics provide transparency and help us identify areas needing improvement. Unlike models that charge emergency fees for urgent issues, our approach includes defined response times as part of standard service.

Regular review meetings begin during this phase, typically monthly or quarterly depending on your needs. We present ticket trends, security events, and planned improvements. This data-driven approach helps you understand the value we deliver and guides future technology investments.

By day 90, your environment operates with consistent monitoring, proactive maintenance, and clear escalation paths. The reactive firefighting common in the first 90 days transitions to predictable, planned improvements that align with your business objectives.

Relationship Building and Managing Expectations for Success

The transition period after switching MSPs requires deliberate focus on establishing trust through transparent communication and structured knowledge sharing. Success depends on setting realistic timelines while maintaining continuous dialogue with all stakeholders throughout the process.

Ensuring Smooth Knowledge Transfer

We prioritize comprehensive documentation gathering during the first 30 days to understand your existing infrastructure. This includes network diagrams, password vaults, software licenses, and historical incident records. Our technical team conducts structured handoff sessions with your previous provider when possible to capture undocumented configurations and recurring issues.

We schedule dedicated interviews with your internal IT contacts to identify pain points and operational nuances that documentation might miss. This direct engagement reveals workflows, custom integrations, and vendor-specific knowledge that impacts daily operations. The goal is building a complete picture of your environment before making any significant changes.

Our knowledge transfer checklist tracks every system component, ensuring nothing gets overlooked during the transition. We document access credentials, backup procedures, and disaster recovery protocols in secure systems accessible to authorized personnel. This systematic approach prevents service disruptions caused by missing information or incomplete handoffs.

Communication With Employees and Vendors

We establish primary points of contact within your organization during the first week to streamline communication channels. Regular check-ins occur through scheduled calls, email updates, and a dedicated ticketing system for tracking all requests and issues. This structure prevents confusion about who to contact for specific concerns.

Your employees receive introductions to our support team along with clear instructions for submitting tickets and escalating urgent matters. We provide training sessions on our helpdesk portal and set expectations for response times based on priority levels. Transparency about our processes reduces anxiety and builds confidence in our capabilities.

We also coordinate with your existing technology vendors to introduce ourselves and verify support arrangements. This includes software providers, hardware manufacturers, and telecommunications companies. Establishing these vendor relationships early ensures we can efficiently resolve issues requiring third-party involvement.

Ongoing Documentation and Vendor Coordination

Our documentation evolves continuously as we discover new details about your systems and processes. We maintain a living knowledge base that captures configuration changes, resolved issues, and lessons learned throughout the transition period. This becomes the foundation for long-term service delivery and future team onboarding.

Vendor coordination extends beyond initial introductions to active management of support contracts and service agreements. We review existing vendor relationships to identify redundancies, cost-saving opportunities, and gaps in coverage. Our vendor management database tracks renewal dates, contact information, and support entitlements for every technology partner.

We schedule quarterly business reviews starting at the 90-day mark to assess progress against initial goals and adjust strategies as needed. These sessions provide opportunities to discuss satisfaction levels, address concerns, and plan for upcoming projects or initiatives.