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Enterprise Video Conferencing Software program RFP: 8 Prime Suggestions

Suggestions To Draft A Successful Enterprise Video Conferencing Software program RFP

Why do you have to create a enterprise video conferencing software program Request For Proposal (RFP) when distributors already checklist their pricing plans on-line? The quick reply is that requests offer you customized quotes and make it simpler to match high decisions. You spotlight all of your shopping for necessities and expectations, then software program suppliers ship proposals that cowl the whole lot from setup prices to assist companies, which helps you filter out platforms that fall quick and create a extra focused shortlist primarily based in your L&D priorities. So, what do you have to embrace in your RFP, and the way do you comply with up with distributors?

8 Suggestions To Write A Successful Enterprise Video Conferencing RFP

1. Define The Software program Implementation Scope

How will you utilize video conferencing software program in your group? Which particular challenges should it provide help to handle? How shortly do you have to implement it? These are all inquiries to reply in your RFP intro. The primary part ought to cowl all of the important implementation particulars and venture scope in order that distributors understand how their product pertains to your L&D priorities or if it’s even within the operating. For instance, their software program will not be the proper match in your giant enterprise as a result of they deal with SMB shoppers.

2. Make clear Your Finances

You don’t want to put all of the playing cards on the desk and inform them your spending restrict. Simply embrace an estimate of how a lot you possibly can allocate for licensing or per consumer. For example, you’re prepared to spend X quantity for one-time licensing or for month-to-month subscriptions. This will get rid of sure distributors proper off the bat as a result of they’re out of your value level. Or perhaps they require ongoing upkeep charges that put you over funds, even when their setup prices are inside the boundaries.

3. Spotlight Vendor Assist Expectations

The subsequent part of the RFP is devoted to vendor assist and buyer coaching. What do you count on from the seller after you buy their software program? Do you want one-on-one assist to get rid of the training curve? Are you in search of distributors who provide a big information base or lively consumer group? Are you prepared to pay additional for these companies, or ought to they be included within the base value? You may as well encourage software program corporations to checklist all their assist and coaching choices within the proposal, even when it’s not included in your RFP.

4. Embrace Important Options

That is the place to checklist all of the must-have options you want in company video conferencing. You possibly can even point out options you’d prefer to have, so long as they don’t affect the pricing. Distributors usually reply with all their standout promoting factors, however the RFP steers them in the fitting course. They’ll consider features that matter most to your enterprise as an alternative of highlighting each function on their web site.

5. Specify Tech Specs

You don’t have to analysis all of the technical specs and {hardware} necessities for video conferencing instruments. However you must have a primary understanding of your personal software program suite to discover a instrument that’s suitable, in addition to which browsers and gadgets you have to assist. An alternative choice is to maintain it easy and encourage distributors to offer tech specs primarily based in your staff’ preferences and present software program setup.

6. Let Distributors Know About Your Analysis Standards

Distributors ought to understand how they’ll be evaluated as soon as they submit their proposals. Which key components are you in search of to deal with your L&D ache factors, and which system do you utilize? For example, you’ve gotten a scoring technique that features these ten gadgets, starting from usability to buyer coaching. Suppliers shouldn’t make false claims to make sure that they make the ultimate minimize. Nonetheless, analysis standards do assist them craft proposals that make the method simpler, as they will get straight to the purpose as an alternative of making an attempt to guess which options align together with your objectives.

7. Point out Comply with-Up And Deadlines

Do you propose to ship questionnaires to high decisions? Do they should prep for a gathering earlier than you make your closing choice? When do you count on to obtain their proposals so to select the fitting instrument in a well timed method? Embrace a deadline, contact data, and follow-up directions to offer distributors a heads-up. That manner, they know when to count on your reply and if any extra steps are required. Prime-notch suppliers are prepared to speak with you to deal with any questions or considerations you’ll have.

8. Evaluation Proposals With Your Crew

It’s greatest to attend till you’ve gotten all of the proposals in hand to begin the evaluation course of. That manner, you give everybody the possibility to ship their response and be thought-about. For example, you don’t wish to put money into the primary video conferencing system that submits a proposal and go away others within the lurch, particularly since they took the time to answer and supply a customized quote. You also needs to ask your staff for enter. Provide them with the guidelines or rating sheet, then host a roundtable evaluation. You may as well ask every worker to test-drive a unique platform after which report again.


The important thing to a enterprise video conferencing software program RFP is to comply with by way of with follow-up. Attain out to distributors who meet your standards, even when it’s to ask extra questions or request extra data. For instance, arrange an enterprise video conferencing chat after you full the free trial to debate your considerations or inquire about add-ons and integrations which may enhance software program ROI. Most corporations have a gross sales rep who can spotlight all of the promoting factors and the way they tie into your L&D ache factors.

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