SEPARATE EACH TEAM'S WORK
Choose actual proposed tasks. Mark assignments proposed or confirmed; repeat this page for more lines.
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Co-managed IT responsibility workbook
A shared IT arrangement needs more than a broad list of covered systems. This helpful preparation resource from PickYourPro.ai lets you break a proposed service into named tasks, record who does each part and flag gaps between teams. Use its responsibility worksheets, printable checklist and questions to prepare a co-managed IT conversation without putting private system details in a quote request.
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Preparation only, not an IT configuration, access-change, incident-response, security assessment, certification, service-level target or legal guide. A filled matrix is a conversation record, not authorization to perform work or proof that controls are effective. Have responsible professionals confirm the actual agreement and technical work. Do not enter credentials, customer data, hostnames, logs or configurations.
START HERE
How to use this resource
Choose two ordinary service tasks from the proposed scope and call them Service Line A and B. Use page 1 to capture the internal team's action, the managed service provider's action and any outside dependency. Write proposed beside an unconfirmed assignment. On page 2, ask who authorizes the work, what must be ready first, who receives the handoff and which written record confirms the agreed responsibility. Completion evidence is a separate question from who owns the task. Repeat these two pages for further service lines. Page 3 holds unresolved ownership questions; do not quietly assign them to the other team. Compare MSPs against the same version of the matrix on page 5. Keep actual tickets, system inventories, access details and agreements in approved private channels.
Open the PDF in a form-capable viewer, save a copy, then fill it in. Reopen your saved copy to check your answers. You can also print the blank pages and write by hand. Your answers are not submitted to PickYourPro.ai.
CONFIRM APPROVALS AND HANDOFFS
Carry forward A and B. Record roles and private-document references, not access details or instructions.
CLOSE THE OWNERSHIP GAPS
Tick clarified points. Leave unresolved assignments open until the affected teams confirm them.
QUESTIONS FOR THE MSP
Ask both providers about the same task lines. Record the answer and supporting written reference.
COMPARE THE SAME SERVICE LINES
Use MSP A and B against one shared matrix version. Clarify different assumptions before choosing.
USE IT RIGHT NOW
Managed IT preparation checklist
- Select actual tasks from the proposed co-managed scope, not an assumed standard service list.
- Use the same neutral service-line labels across the responsibility and handoff pages.
- Separate the internal team's action from the MSP's action and any third-party dependency.
- Mark each assignment proposed or confirmed and reference the written confirmation.
- Identify the approval role and prerequisites without granting access or authorizing changes.
- Ask who receives each handoff and what record will show the agreed task is complete.
- Give every ownership gap a question, reply owner and follow-up status.
- Compare MSP proposals against the same matrix version, keeping private technical records elsewhere.
Questions for the MSP
- For Service Line A and B, what exactly will your team do, what remains with ours and what depends on another provider?
- Which assignments are still assumptions, and where will the agreed responsibility be recorded?
- Who approves each task, what must be ready first and who resolves a blocked dependency?
- Who receives the handoff, and what written record will distinguish delivery from confirmed receipt?
- What completion record and unresolved-item report are included for each agreed task?
- How will an ownership gap or later scope change be recorded, reviewed and confirmed by the affected teams?
Write down the answers and any exclusions. If two proposals describe different work, clarify the difference before comparing their totals. Leave unanswered points blank until the professional confirms them.
A CLEARER NEXT STEP
Ready to hear from pros?
Create an account on PickYourPro.ai if you choose, then start a Managed IT request. Describe the shared service tasks without private system details so participating pros can compete with proposals. Compare responsibilities, handoffs, exclusions, timing and written terms. A private discovery conversation may be needed before confirming scope.
Start a new request ↗Participation and availability vary. A private task and shared-responsibility review may be needed before a final proposal.
Keep the useful part.
The worksheets are free to use whether you hire through PickYourPro.ai or elsewhere. No account is needed to download them.
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More help with your next step
Official references and scope
These are original planning prompts, with AI assistance, prepared by PickYourPro.ai. Official links checked October 17, 2026. This pack has not been independently reviewed by a licensed specialist.
- NCSC: choosing an MSP ↗
First-party UK guidance, checked October 17, 2026. Its discussion of clear responsibilities informs the conversation purpose. This original workbook does not adopt UK certifications, security controls, response targets, incident procedures or legal standards as US requirements.
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