When we say IT outsourcing, many people picture one thing: an external company answering the phone and fixing computers. That is just one variant. In reality IT outsourcing has several types that differ in scope, price and who is responsible for the whole. Choosing the wrong model is the most common cause of disappointment with the cooperation, which is why it is worth understanding the differences before you sign a contract.

What IT outsourcing actually is

IT outsourcing is handing over part or all of your IT tasks to an external company instead of doing them in-house. It is not only about repairs, but about the whole area: hardware, software, servers, network, security and user support.

The key words are part or all, because that is exactly where the differences between models begin. One company will hand over literally everything, another only the servers, and yet another will order a one-off project. Each of these approaches has its own name and its own use.

Full outsourcing

In this model the provider takes over the company’s entire IT. It is responsible for workstations, servers, network, email, security and contact with users. The client does not maintain its own IT department, and the point of contact is an external team.

When to choose it:

  • The company has no in-house IT person, or has just parted ways with one.
  • You want a single accountable partner instead of juggling several providers.
  • You want a predictable cost and a clearly defined level of service.

This is the most common choice in SMEs, because it takes the whole IT topic off the company’s plate. The condition for success is a good contract and an orderly handover of the environment, so that knowledge of the infrastructure does not stay with the previous provider.

Partial outsourcing

Here the company splits the tasks. Part stays in-house, for example with its own administrator or IT coordinator, and part goes out. The split varies: the provider takes over servers and security while user support stays on site, or the other way around.

When to choose it:

  • You have someone for IT, but they lack the time or specific skills.
  • You want to keep control over a chosen area and hand the rest to specialists.
  • You are growing and a single administrator can no longer keep up.

This model requires a clear division of responsibility. The worst-case scenario is a situation where, during an outage, no one feels ownership of the problem. A common and sensible variant is to hand over what is most sensitive and demanding, for example server administration, while keeping day-to-day support in-house.

Project-based outsourcing

This is time-limited cooperation for a specific task with a defined beginning and end. Email migration to Microsoft 365, a backup deployment, a network rebuild, launching a new server or a security audit. Once the project is finished, the cooperation ends or moves into ongoing support.

When to choose it:

  • You have a one-off need that exceeds your team’s skills or time.
  • You are planning a technology change and want it done by someone who has done it many times.
  • You do not want to hire permanently a competence needed only for a moment.

In practice a project is a good way to get to know a provider without committing for years. If they carry out the migration smoothly, you know whether it is worth entrusting them with more. That is a cheaper test than signing a long contract blind.

Support, the complementary model

The fourth variant is on-demand support, often called helpdesk or incidental service. The company has its own IT but uses external help when needed: with a harder ticket, during the administrator’s holiday, or outside working hours.

When to choose it:

  • You want to secure continuity when your single person is away.
  • You need a second pair of hands only at peaks or with unusual problems.
  • You do not want to move to full outsourcing, but you want a safety net.

This is the lightest model, excellent as a complement but risky as the only safeguard. If a company bases its entire IT on occasional support, sooner or later it will hit a situation where no one has a full picture of the environment.

How to choose a model for yourself

Instead of asking which outsourcing is best, answer three questions for yourself:

  1. Do we have our own IT skills and are they enough day to day.
  2. Is the need ongoing or one-off.
  3. Who is to be responsible for the whole when something stops working.

The answers usually point to a model. No in-house IT and an ongoing need lead to full outsourcing. An in-house administrator with skill gaps means partial outsourcing. A specific task is a project. A safety net for absences is support.

Models can also be combined and changed over time. Many companies start with a project, move to support, and after a year choose full service, because they have got to know the provider in action.

If you want to sort this out calmly, describe your situation to us and we will suggest which variant of IT outsourcing or broader managed IT services makes sense in your case. Without pushing the most expensive option, because a well chosen model is usually cheaper to maintain too.