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How To Draft A Virtual Meeting Software RFP

How To Draft A Virtual Meeting Software RFP


How to create a winning virtual assembly software RFP

Is RFP, a virtual assembly software, really needed? I mean, don’t the best sellers provide free estimates to help you make the best buying decision? The truth is, RFPs are never out of style because they provide service providers with all the crucial project information from your budget to technical needs. Instead, you get a personalized offer that highlights their features, support services, and pricing plans, basically making them stand out from the competition. So, how does RFP create a responsive winning virtual assembly software? Here are the top 7 tips to help you from start to finish.

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Virtual Meeting Software: Good for the present, great for the future

Find the best virtual assembly software for your business.

1. Start with clear goals and spending limits

I do not recommend revealing your maximum spending hat as you need some wiggle room. However, you should include a budget for gross virtual assembly tools so that sellers can decide if they are within your price range. You should also outline your main objectives and online training objectives that are essential to your new virtual conference system to improve ROI. Another important thing to include is your major L&D challenge. What do you oppose and what are the risks? This way, vendors can explain how their product fits your needs and turn features into real-world benefits.

2. Specify the virtual assembly tool features you should have

Chances are, you’ve already set your scenes on a few highlights. Outline all of them in your virtual assembly software RFP and explain why they are so essential. For example, you want to share screens because you are going to host VILT events for your IT team. They need to know how to handle software bugs and experience is the best approach. You can tell software providers if the feature will be offered first and how it will support your use.

3. Explain support expectations

Every organization has different support expectations. Of course, it is always advisable to get more support if you have a problem. However, if you have limited options for your top choice, you will have to come to a compromise. For example, they only have an online FAQ and a user community online. Then again, your team will not need advanced support services, so that should not be a problem. Explain your needs and if you would like to pay extra for advanced options such as live chats and phone calls with a trained technical specialist.

4. Map your implementation timeline

How fast do you need to get your virtual assembly tool up and running? Unlike outsourcing, you do not have to worry about scheduling conflicts. In fact, the vendor provides one-on-one processing support to help you activate the tool. The implementation timeline is important because it allows the process and budget to be streamlined accordingly. For example, you should plan at least one day for installation and setup. Another week for the learning curve. Everything you get from your salary. The virtual conference software provider can respond with a shorter implementation timeline as their tool is cloud-based and user-friendly.

5. Explain how virtual assembly software vendors evaluate you

Some organizations use scoring methods to evaluate vendors. Once everyone has a chance to try out the tool, others rely on checklists and internal voting. Explain your valuation process and what you are looking for. To illustrate, you can judge each tool based on UX, CX, and support. It should also be compatible with your existing tools, so include a list of your current software for reference. Finally, you should look for a system that is constantly updated to keep abreast of technological trends. They do not need to map out your complete scoring system but should give them a general overview of your evaluation criteria.

6. Give them a deadline and follow-up advice

How quickly do vendors need to submit their proposals after receiving RFP, a virtual assembly software? Should they expect a follow-up questionnaire or a meeting? Some providers are happy to meet with you one by one to alleviate your problems while others will not be protected by additional surveys and interviews. Of course, they wouldn’t make a proposal because they don’t like to “jump through the rings”. But that doesn’t mean they don’t fit into your organization in the first place. Finally, include a short follow-up schedule. This is the last day, and you will contact the vendors within two weeks. Then you will make your final decision by this date.

7. Review virtual conference software suggestions with your team

As the proposal begins to take effect, sit down with your team to review the presentation. You can sort them out one by one, or schedule an evaluation session while you wait to receive them all. Make sure everyone has evaluation criteria to know how to mark or compare virtual meeting platforms. One of the most effective ways to review multiple proposals is to highlight your top business priorities. Then go down the list. For example, price is your most important consideration. What are the different pricing and licensing options? Is it in your budget? Or can you bend over backwards based on additional features? Then go to the next priority and compare suggestions.


Now that you know all the RFP essentials, to which vendors should you send them? Finding the right virtual assembly software should not be stressful. Start things off with a training requirements analysis, then move on to a more specific directory, preferably one with integrated filters so it is easier to narrow down the options. After you compile a shortlist, verify their contact information and present your virtual assembly software RFP to a select few.

Our e-book covers the basics of buying virtual assembly software as well as the benefits it can bring to your business. Download your copy of Virtual Meeting Software: Improving Team Collaboration and Remote Employee Connection Great for the present, great for the future.

E-book release: Thoughtful


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