Choosing the wrong IT provider can cost your business thousands in downtime, security breaches, and lost productivity. This guide will help you evaluate managed service providers (MSPs) like a seasoned IT professional—even if technology isn't your expertise.
Why This Guide Matters
The managed IT services industry has evolved dramatically. In 2026, the difference between an average MSP and a great one isn't just technical competence—it's business alignment, proactive security, and measurable outcomes.
Key Insight: 60% of small businesses close within 6 months of a major cyberattack. Your IT partner is now your first line of defense.
Understanding MSP Pricing Models
There are three primary pricing structures in managed IT services:
| Model |
How It Works |
Best For |
| Per-User |
$100-200/user/month covers all devices that user touches |
Businesses where employees use multiple devices |
| Per-Device |
$30-75/device/month for each managed endpoint |
Organizations with more devices than users |
| Flat-Rate |
One monthly fee covers everything |
Businesses wanting predictable budgeting |
Red Flag: Beware of MSPs with rock-bottom pricing. Quality IT support in the Columbus market ranges from $100-175 per user. Significantly lower prices often mean offshore support or cut corners on security.
Essential Questions to Ask Every MSP
Support & Response
- "What is your average response time for critical issues?"
Good answer: Under 15 minutes. Sabre's average: 7 minutes.
- "Is your helpdesk in-house or outsourced?"
In-house support means faster resolution and better accountability.
- "Do you require long-term contracts?"
The best MSPs earn your business monthly—no 3-5 year lock-ins needed.
Security & Compliance
- "How do you approach Zero Trust security?"
Modern MSPs should implement "never trust, always verify" principles.
- "What compliance frameworks do you support (HIPAA, FTC Safeguards, SOC 2)?"
They should be able to map their services to specific regulatory controls.
- "How often do you test our backups with actual restores?"
Monthly testing is the minimum standard.
Strategic Partnership
- "Do you provide quarterly business reviews and technology roadmapping?"
A true partner plans for your future, not just fixes today's problems.
- "How do you use AI and automation to prevent issues?"
Modern MSPs leverage AI-powered monitoring to stop problems before they start.
The MSP Evaluation Checklist
Use this checklist when comparing managed service providers:
- Flat-fee, predictable monthly pricing (no surprise bills)
- Average response time under 15 minutes
- 24/7 monitoring and alerting
- In-house, US-based support team
- Proactive maintenance (not just break-fix)
- Advanced endpoint protection (EDR/XDR)
- Multi-factor authentication enforcement
- Security awareness training included
- Tested backup and disaster recovery
- Strategic IT planning (vCIO services)
- Clear, written service level agreements
- No long-term contract requirements
- Industry-specific compliance expertise
- Local presence in your market
Red Flags to Watch For
- No proactive monitoring — If they only respond when you call, that's break-fix, not managed services
- Vague security policies — They should articulate specific tools and frameworks they use
- Multi-year contracts with penalties — Confidence in their service means month-to-month options
- Outsourced overseas helpdesk — Communication barriers and time zones create friction
- No documentation — Professional MSPs maintain detailed records of your environment
- Reactive-only backup testing — "We'll test it when we need it" is a recipe for disaster
2026 Technology Standards Your MSP Should Meet
| Category |
2026 Standard |
| Endpoint Protection |
EDR (Endpoint Detection & Response) with AI-powered threat hunting |
| Email Security |
Advanced threat protection + DMARC/DKIM/SPF enforcement |
| Backup Strategy |
3-2-1-1 rule: 3 copies, 2 media types, 1 offsite, 1 immutable |
| Access Control |
Zero Trust architecture with conditional access policies |
| Monitoring |
AI-powered (AIOps) proactive monitoring and alerting |
| Recovery Time |
RTO of hours, not days, for critical systems |
The True Cost of Cheap IT
When evaluating MSP pricing, consider the hidden costs of underinvestment:
- Downtime: Average cost of $5,600 per minute for small businesses
- Ransomware: Average recovery cost of $1.85 million (not including ransom)
- Data breach: $164 per compromised record in customer notification and remediation
- Reputation: 65% of customers lose trust after a security incident
Ready to Talk to a Real IT Partner?
Sabre IT Services provides Columbus-area businesses with proactive, security-first managed IT support. No long-term contracts. 7-minute average response times.
Schedule a Discovery Call →
Or call us: (614) 683-0060
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