Changing an IT Vendor: How To Ensure an Untroubled Transition

Despite all the challenges you might be facing with your current vendor, like deadlines disruptions, substandard quality, an irresponsible approach towards work, or just a constant growth of prices – you can still be afraid of changing your provider because of the potential complications such a shift can bring with itself. In reality, though, it can be not as stressful as it seems to be. Especially if you are aware of how to avoid all the pitfalls and have a strategic approach to managing the transition. The approach we’re are going to dive deep into right now:

First things first, you can start by not an abrupt change, but a slow-paced parallel diversification, while still working with your current vendor for some time. You can even conclude that one vendor is not enough for the project you are working on, and you need to divide your task between several IT providers. Thus, you diversify your technologies and get rid of the dependency on one vendor.

Secondly, many businesses are afraid of changing a provider because they are not sure that its expertise will be better than that of their current vendor. But there is a list of the most basic things how you can check the expertise of your potential IT provider:

• by asking your potential IT vendor to provide you with the accurate and clear technical CVs of the engineers you are planning to collaborate with – this will make the procedure of their checking and analysis faster and easier;

• by carrying out different tests where the employees have to solve complicated engineers problems – thus, you will be sure they are ready to work on the tasks your project needs;
• by conducting technical interviews with engineers to have a clear understanding of their experience and skills;
• by asking for references from other clients of the vendor you are about to work with – thus, you will get an honest opinion on the provider and understand whether the company is trustworthy;
• by asking to tell more about a vendor’s expertise in your industry and cases with similar tasks and solutions.

A trustworthy vendor will provide you with all the information needed and won’t be scared of passing different tests and interviews. And will be ready for constant control from your side by regular meet-ups and up-to-date apps.

Thirdly, many businesses try to avoid examining and signing a new contract – that is why they choose to stay with their current vendor in order not to waste their time on piles of different documentation.

But you should also take into account that a provider who has experience of working with a great number of companies already knows how to fasten the transition process and make it secure and troublesome. They already have a well-established system with ready-made documents for you to sign and jump into the work on the project. Moreover, an experienced vendor can be very flexible and fast at making any amendments and changes to the contract to speed up your cooperation.

Suffice it to say that IT contracts can contain some law pitfalls – that is one more reason businesses choose to stay and think that transition isn’t worth a try. But by careful observation of them beforehand, it’s easier to smooth the process of providers switch:

• examine your exit options – there should be stated that you can sever the contract when certain conditions occur (like failure to deliver services or provide them on time) or just stop cooperation on all or some services with a month’s notice;
• you can require your vendor to return all the documentation after your cooperation is over as well as provide you with all the additional documentation that you might need for a smooth transition to the new vendor;
• make sure you determine who gets the license for the software of your IT provider if the contract terminates;
• take into account the hiring clauses where it is stated who has the right to hire developers – contracts can include hiring restrictions, so you can’t hire developers directly;
• handle your negotiation with careful collaboration between IT and legal departments.

These are some of the most important tips you should consider when signing a contract which will help you not fall into the trap. Even if you are now 100% satisfied with your current vendor, it’s always useful to know such things upfront. So that to be prepared for any difficulties you might face and streamline your potential transition to another vendor.

Summing this all up, despite all the potential complications of providers switch, your new provider can help you to make it faster and easier. Moreover, if you have prepared yourself beforehand, it will help you to make the process smoother and find the provider that fits your needs, helps accomplish your goals and doesn’t give you extra headaches.