Hiring an IT Consulting Company? Here’s What You Need to Know
Picture this: it’s a new fiscal year, and your company is ready to bring its technology up to speed. Maybe you’ve identified the need for a more robust cyber security strategy, or perhaps a seamless cloud migration to keep pace with rapid growth. While you’re excited about the potential, you might feel overwhelmed by the complexity of it all. The solution? Bringing in an IT consulting company that can guide you through the process with expertise and precision. But how can you make sure you choose the right IT consultant—one that will truly make a difference?
Hiring an IT consultant has its perks, but it's not a decision to be made lightly. This article outlines what you need to know before hiring an IT consulting company, equipping you with the knowledge to make an informed decision and set your organization up for success.
We’ll cover:
Understanding your IT needs
Types of IT consulting services
Benefits of working with an IT consultant
Challenges working with an IT consultant
How to evaluate potential IT consulting companies
Navigating IT consulting contracts
Preparing your IT team for collaboration
Understanding your IT needs
Much like doctors come in many forms—ranging from general practitioners to highly specialized neurosurgeons—IT consulting companies can vary in specialization, too. That’s why before you start searching for IT consulting services, it's important to understand what your needs are so you can find a good match.
Begin by assessing your current IT environment, including your infrastructure, systems, and processes to identify the areas that require improvement. Are you facing challenges with data security, or do you need help planning a cloud strategy? Or maybe you simply need general IT support? Clearly defining your objectives will help you find a consultant who is equipped to meet you wherever you are.
Types of IT consulting services
Now that you have a general idea of the type of support you need, you’ll want to align your needs with a provider that can meet them. Generally, IT consulting services can be split up into two distinct categories. Some IT companies may offer both, while others are more specialized in their approach. Here’s what to look for:
1) Professional IT services
Professional IT services typically involve project-based engagements where consultants provide specialized expertise to address specific challenges or opportunities. These services are often temporary and focused on delivering a defined outcome—meaning, they’ll complete the project and leave the majority of the ongoing management to your internal IT team, unless otherwise specified in an ongoing managed services engagement.
Examples of professional IT services include:
Cyber security strategy: If you’re specifically focused on strengthening your security posture, an IT consultant may help you design and implement a security framework to protect your organization from cyber threats. This might include assessing your current vulnerabilities, developing policies and procedures, and recommending advanced security technologies to safeguard sensitive data.
Cloud migration and infrastructure optimization: Whether you’re transitioning from on-premises to the cloud or planning an infrastructure expansion, IT consultants can guide the way. This may involve improving the efficiency and performance of your existing IT infrastructure through targeted upgrades and enhancements.
Modern workplace optimization: Modern workplace is a term often used in IT to refer to optimizing productivity and collaboration software. At IX, we help businesses design, deploy, and manage Microsoft 365’s productivity and collaboration tools, for example. This includes setting up and optimizing applications such as SharePoint, Teams, Exchange, and Outlook, supporting the adoption of these tools, and providing a governance structure to make sure they’re used securely.
Mobile device management (MDM) strategy: Your business may want to deploy an MDM strategy to govern and manage devices like mobile phones and laptops across the organization. This is a necessary investment if you have remote workers or allow employees to use personal devices for work, as it helps your IT team minimize the risk of data loss or exposure.
Network design and deployment: Perhaps you’re opening an office in a new city, or your headcount is growing rapidly. Business changes like these often require updates to your network design, which involves developing scalable and secure network infrastructures aligned with your business needs. This may include setting up your network architecture, implementing security measures, and optimizing connectivity across your organization.
Among other project-based engagements, professional IT services may also include general IT strategy services to help you create a strategic roadmap that aligns with your business goals.
2) Managed IT services
Managed IT services involve ongoing support and management of your IT environment, allowing you to focus on core business activities while your IT consulting company (also referred to as a Managed Services Provider, or MSP) handles day-to-day IT operations. These services are typically delivered on a subscription basis and include service level agreements (SLAs) that outline the scope and requirements of the services you receive.
Some common managed IT services include:
Managed backup services: Regularly scheduled and well-maintained backups help protect your business against data loss, ensuring you can maintain operations in the event of an incident like a cyber attack or physical disasters like theft, fire, or flood. Some MSP’s will fully manage your backups for you, from regular monitoring, to routine maintenance, and testing for integrity.
Server monitoring and patching: Keeping your systems up and running with minimal disruptions and downtime takes a proactive approach. Allowing your IT team to focus on more strategic initiatives, many MSPs will manage your server monitoring and maintenance to ensure optimal performance and security.
Desktop patching: Whether you have 10 or 1,000 devices deployed across your organization, it’s important to apply necessary patches and updates to keep your desktops protected and running smoothly. MSPs have the technology and people power to do so.
Help desk and IT support services: This is a service many MSPs provide as a resource to your organization’s end users, helping to diagnose and resolve issues and providing round-the-clock technical support.
These managed IT services, among others, ensure that your IT environment is well-maintained, secure, and operating at peak performance, allowing you to concentrate on your core business objectives. By understanding the difference between professional IT services (consulting-based) and managed IT services (ongoing support), you can better determine what kind of expertise you need from your IT consultants.
Benefits of working with an IT consulting company
Whether you already have a skilled IT team in house, a single person managing your IT, or no IT team at all, your business can benefit from working with an IT consultant. Here’s how:
1) Expertise and specialization
IT consultants bring specialized knowledge and experience that you may not have available in-house. They stay up-to-date with the latest technologies and industry best practices, offering insights that can significantly improve your IT operations. For example, if a project requires highly technical knowledge in certain subject matter, like cyber security or network infrastructure, it can be helpful to have a specialist’s support—especially if your internal IT team is made up of generalists.
2) Cost efficiency
Hiring a consultant can be more cost-effective than employing a full-time IT staff, especially for short-term projects or specific expertise. Consultants can also help optimize your IT expenditures, avoiding unnecessary or redundant technology investments. Some studies show that a successful MSP can reduce your internal IT costs anywhere between 25-45%.
3) Objectivity and fresh perspectives
External IT consultants can provide an unbiased view of your IT environment and business challenges. This fresh perspective can pinpoint areas for improvement and ultimately lead to better decision-making. That’s why 61% of CEOs believe that consultants can enhance creativity and innovation within their company.
4) Flexibility and scalability
IT consultants can be engaged on an as-needed basis, which provides flexibility to scale IT resources up or down based on project demands and business cycles, helping you adapt quickly to market changes.
Challenges working with an IT consulting company
While working with an IT consulting company can have major upside, there are also a few challenges to be aware of and proactively respond to, including:
1) Cost variations
We’ve all been there—you sign off on a project budget, and as time goes on, the costs slowly creep up. Unfortunately, projects can sometimes evolve in complexity, which can lead to these unforeseen increases from time to time.
Solution: Establish clear contracts and contingency budgets that make room for variations, and hold regular budget reviews throughout the project. When selecting an IT consultant, choose one that is transparent in communicating costs and doesn’t sugarcoat the big picture.
2) Differing expectations
Your picture of what success looks like and someone else’s may be entirely different. If you’re expecting the Rolls Royce of cyber security strategies and your consultant delivers a Honda, there’s likely going to be disappointment and confusion for both parties.
Solution: Clarify what success looks like at the project's outset. Develop a shared vision and objectives for the project early on, and revisit these goals in regular alignment sessions.
3) Technical misalignments
Sometimes, your IT consultant's approach may not perfectly align with your company's technology stack or preferences. Maybe your small business runs on Mac products and G-Suite services, while your IT consultant specializes in Microsoft systems and software. It’s better to find a consultant that’s technically aligned than to try and force the fit.
Solution: Conduct thorough discussions about your technology environment and expectations before the project begins. Address potential compatibility and integration issues as a prerequisite to hiring your consultant.
How to evaluate potential IT consulting companies
Once you’ve identified your IT needs and have weighed the pros and cons, the next step is to evaluate potential IT consulting companies to find the right fit. Here are some key factors to consider:
1) What’s their track record?
There are two key things to look for when assessing your IT consultant’s success:
Do they have proof of expertise in the area you’re looking for support?
Have they successfully worked with companies in your industry in the past?
The first speaks to their knowledge, and the second to their experience—especially as it relates to businesses that may have experienced similar challenges to yours. Combined, these two factors are a strong indicator that there’s a fit.
Case studies, testimonials, and customer reviews are great places to start looking for proof of performance, problem-solving abilities, and overall client satisfaction. You may also want to determine whether they hold up-to-date certifications in any specific technologies or standards that your industry or tech stack requires.
2) Are you culturally compatible?
A consultant and client relationship requires trust—and trust is built on alignment in values and overall philosophy. Understanding how your IT consultant operates and what their approach is to things like project management and problem solving will help you determine whether there’s a culture fit.
For example, as IT consultants ourselves, we believe in building long-standing partnerships with our clients versus transactional business relationships. As a result, our clients typically bring us into conversations as strategic contributors, and we collaborate to solve problems like a team. Having expectations for this kind of collaboration and communication can lead to more harmonious working relationships.
3) How will you collaborate?
The saying ‘communication is key’ rings true when it comes to a consultant-client relationship. Here are a few key things to look for to ensure you’re picking an IT partner that’s compatible:
How they communicate — You’ll want your IT consultant to be able to translate complex IT jargon into clear, actionable insights that you can take back to your executive team. This skill is particularly important during project planning and execution phases, where regular updates and discussions are needed to keep everyone on the same page.
How they set standards — Establishing standards for collaboration will set clear expectations and maintain accountability on both ends. Service Level Agreements (SLAs) outline the level of service, response times, and performance metrics, so you always know what to expect.
How they project manage — From the tools they use to collaborate to how they provide updates on project milestones, you’ll want an IT consultant that has a clear process for managing projects. Their adaptability and flexibility in managing processes are also vital, allowing them to adjust to changing project requirements or unexpected challenges.
4) Does the cost-to-value ratio align?
A worthwhile investment is one where the IT consultant's expertise, reliability, and potential benefits to your business justify the expense. This means looking beyond the initial costs and considering the long-term value of your engagement, including improved efficiency, risk mitigation, and strategic growth opportunities that the IT consultant can deliver.
By carefully evaluating these factors, you can select an IT consulting company that will effectively address your needs and contribute to the success of your IT team.
Navigating IT consulting contracts
A clear and comprehensive contract is vital for a successful IT consulting engagement. Here’s what to look for in yours:
Scope of work
Does the contract outline specific deliverables, milestones, and timelines? Does it detail the technology stack, platforms, and systems involved? Whether you’re working together on a one-time project or an ongoing managed services engagement, clarity in this section helps prevent scope creep and ensures that both parties have a shared understanding of the objectives and boundaries of working with one another.
Terms and conditions
Here, you may want to look for an outline of the payment structure, confidentiality agreements, and intellectual property rights. Payment structures should detail whether the fees are fixed, hourly, or milestone-based, and should include terms for late payment penalties. Confidentiality agreements protect sensitive information, while intellectual property clauses clarify ownership and usage rights of any created software, data, or documentation.
Change management
How will you handle changes to the project scope or budget if they arise? This section should include a formal process for submitting and approving change requests, which will help manage your expectations and prevent disputes over additional costs or delays.
Data security and compliance
Given the sensitivity of IT projects, you’ll want to see detailed provisions on data security measures and compliance with relevant regulations for your area, such as PIPEDA in Canada. This should cover how data will be handled, stored, and protected, as well as the IT consultant’s responsibilities in maintaining compliance with industry standards.
Service Level Agreements (SLAs)
SLAs specify the performance and quality metrics for your IT consultant’s services. This can include response times, system uptime, and other critical performance indicators. These will give you a benchmark for evaluating the IT consultant’s performance and ensure you both have a clear understanding of service expectations.
Liability and dispute resolution
This section should define the limits of liability, indemnification clauses, and procedures for resolving disputes. It should also outline the consequences of service failures and the IT consultant’s liability in cases of data breaches or other issues.
Termination clauses
Your contract should clearly outline the conditions under which it can be terminated by either party, including notice periods and any associated penalties. This includes provisions for early termination and conditions under which you or your IT consultant can exit the agreement without incurring additional costs.
Depending on the nature of your project, there may be other considerations for your contract. These basics are a good place to start.
Preparing your IT team for collaboration
Congrats! Your IT consulting contract is signed and you’re ready to get started together. But first, it’s important to lay some ground rules with your internal IT team so that everyone shows up ready to collaborate in the best way. Here are a few ways to set your team up for success:
Internal communication — Effective collaboration begins with clear communication. Ensure that your team and the consulting firm have designated channels for sharing information, whether through scheduled meetings, shared platforms like Microsoft Teams or Slack, or regular email updates.
Role clarity — Before the project kicks off, hold a session with your team and the consulting firm to clearly define everyone's roles and responsibilities. This alignment will prevent any overlap and minimize confusion. For example, who will be the main point of contact, who will oversee project milestones, and how will decisions be made?
Feedback mechanisms — Develop a structured feedback loop that allows for regular insights and reflections on the progress of the project. This could involve bi-weekly review sessions where both parties can discuss what’s working and what isn’t.
Searching for a reliable IT partner?
Search no further! Meeting you with unwavering support, seamless collaboration and clear communication, IX Solutions is challenging what you’ve come to know from outsourced IT. We get to know the ins and outs of your organization, delivering the technology that makes your business tick with strategic vision and expert execution. If this sounds like the approach for you—let’s connect.