Is Your MSP Setting You up for Failure? Here’s How to Spot the Warning Signs

In a world where IT is the backbone of nearly every business operation, your choice of MSP can make or break you. The stakes are high. Whether in healthcare, where every second of uptime counts, or in retail, where poor customer experiences can permanently impact your brand, unreliable IT services aren’t simply inconvenient—they pose a substantial risk to your operations, finances, and reputation.

In our work as consultants and IT services providers, we’ve seen it all—from businesses struggling with painfully slow ticket resolution times to companies overpaying for equipment by the thousands. Still, no matter the industry or business size, the story is always the same: sooner or later, unreliable MSPs will spiral into costly headaches that can compromise the security of your digital assets and put you at risk.

As a business, you can’t afford to have such a critical investment fail. But how can you tell if your current MSP is setting you up for success or failure? Here are five practices from MSPs that could indicate they don’t have your best interests in mind.

1. Delayed response times: Time is of the essence, especially for businesses relying on IT infrastructure for day-to-day operations. But MSPs frequently promise quick response times and then fail to deliver. For example, they may claim to provide 24/7 support, only for clients to discover that response times are slow or even nonexistent when they need it the most. The results? Prolonged downtimes, operational disruptions, and hindered productivity. For companies in critical sectors such as healthcare, the consequences can be catastrophic, leading to compromised patient safety, regulatory noncompliance, and financial losses.
2. Unethical practices: Unfortunately, some MSPs exploit their clients’ trust and lack of technical expertise. A common practice is passing off refurbished or outdated equipment as new. Clients may think they are investing in top-of-the-line technology, only to find out later that they’ve been misled.

One of the most eye-opening cases we’ve worked with was a client in the healthcare space seeking a routine equipment consultation. When we dug into their purchase history, we found their MSP had charged them $850 per computer when the same models could’ve been bought directly from the manufacturer for $750. Multiply that extra $100 across dozens of computers, and they quickly add up to a significant expense. Worse, when we inspected their other systems, we discovered that most of their “new” equipment was actually refurbished but had been marketed as new.

1. Non-tailored solutions: Every business has unique IT needs, and a one-size-fits-all approach often overlooks critical nuances like industry-specific regulations, workflows, and growth plans. When MSPs focus on delivering quick and cheap fixes without considering long-term goals or scalability, systems can quickly become outdated or insufficient. This leaves businesses constantly reinvesting in upgrades or replacements—typically at a much higher cost than if a tailored solution had been put in place from the start. The flip side of this situation is paying for solutions that go beyond what your business actually requires. We frequently encounter businesses overpaying for their IT services simply because their MSP has automatically signed them up for a service tier that far exceeds their needs.
2. Weak system integrations: Cutting corners on system integrations will result in frequent communication breakdowns, data quality issues, and delays because your systems aren’t properly linked. This doesn’t just slow things down—it throws off entire operations, making it difficult for teams to communicate and collaborate effectively. The bigger issue? Without proper integration, data stops flowing seamlessly between systems. Once your data becomes stuck in silos, your team risks working with outdated or conflicting information and must frequently resort to cumbersome, error-prone manual data inputs and transfers. This creates a ripple effect: poor decision-making, missed opportunities, and ultimately loss of trust in a technology that should be powering the business. Even more concerning are the security risks—poorly integrated systems are often riddled with gaps, giving unauthorized parties potential access and opening the door to compliance violations.
3. No proactive system maintenance: Many MSPs operate with a reactive mindset, only stepping in when something breaks or goes wrong. Instead of proactively maintaining systems, they wait for issues to arise. But, without regular system updates, security patches, and performance monitoring, businesses are left vulnerable to security breaches, system failures, and performance degradation. This reactive approach both increases the risk of unexpected downtime and the cost of emergency repairs. Proactive maintenance ensures that potential issues are addressed before they become critical, saving businesses from costly disruptions and keeping their IT infrastructure running smoothly.⠀

Your business can’t afford unreliable IT

Your IT infrastructure is one of your most valuable assets—you need an MSP that understands the weight of that responsibility. 

Although many of these issues may surface after you’ve partnered with an MSP, recognizing these warning signs early can help you address them before they compound into bigger problems. If your MSP can’t resolve these issues or deliver on their promises, that’s a clear sign it’s time to switch to a more dependable partner.

At Reliable, your success is our priority. From tailoring the perfect IT solutions to your needs to helping you secure high-performing hardware, our team is here to be the partner you can count on. Contact us and discover how a dependable MSP can make all the difference.