A Buyer's Guide to Writing an Enterprise Video Platform RFP

Poor streaming quality led to glitches, employees couldn’t access the session recording afterward, and security concerns started making their rounds. Worse still, you’re not even sure what went wrong—was it the platform or simply something you overlooked during the selection? These issues often stem from a poorly defined Enterprise Video Platform RFP, which can make all the difference in choosing the right solution.

If you’re facing these challenges, you’re not alone. Crafting an Enterprise Video Platform RFP is a critical task that requires thorough attention to every technical, security, and usability feature to avoid these pitfalls. A poorly structured RFP leaves room for costly misalignments with your organizational goals. 

The Pitfalls of an Incomplete RFP

It’s tempting to skip the nitty-gritty details and rely on broad feature lists, especially when vendor jargon and marketing promises blur the lines between fact and fiction. But failing to outline a robust RFP for your enterprise video platform invites two fundamental problems: 

• You receive ill-fitted proposals. Vendors pitch their solutions based on a lack of specifics, leading you to choose products that are either over-engineered or lack the core features you truly need. 
• Critical requirements go unaddressed. From compliance to advanced analytics, missing out on specifying these features results in lost time, money, and stakeholder confidence. 

The Consequences of Poor RFP Planning 

Inadequate RFPs not only waste budget but can also: 

• Compromise on Security: A missed compliance requirement can lead to data breaches or non-compliance fines. 
• Impact Employee Productivity: Inefficient platforms cause bottlenecks in training, communication, and team collaboration. 
• Damage Brand Reputation: Public events riddled with technical issues reflect poorly on your brand and undermine credibility. 

So, how do you build an RFP that aligns with your goals and avoids these pitfalls? 

A Comprehensive Guide to Writing an Enterprise Video Platform RFP

Your goal is to create an RFP that guides vendors to present tailored solutions while ensuring all essential features are covered. Here’s a step-by-step breakdown: 

Define the Purpose and Scope of Your RFP

Start with clarity. Describe the intended purpose of the video platform in your organization. For instance: 

• Is it for internal communication? 
• Training and compliance? 
• Customer engagement and marketing? 

Tip: Outline how the video platform fits into your organization’s broader digital transformation goals. 

Specify Core Technical Features

Include technical requirements that align with your organizational infrastructure: 

• Compatibility and Integration: The platform must integrate with existing CRM, LMS, and IT infrastructure. 
• Multi-format and Multi-device Support: Define whether the platform needs to support multiple formats (live streaming, on-demand, screen-sharing) and be accessible across devices. 
• Content Delivery and Performance Optimization: Request details on CDN (Content Delivery Network) capabilities to ensure global reach without lag or downtime. 

Why this matters: IT Directors prioritize these features to avoid disruptions and ensure future scalability

Outline Security and Compliance Requirements

Security is non-negotiable. But merely mentioning “compliance” isn’t enough. Drill down into: 

• Data Encryption Standards: Specify minimum encryption protocols (e.g., AES-256). 
• Role-Based Access Controls (RBAC): Request clarity on how user roles can be customized and managed. 
• GDPR and CCPA Compliance: If you operate globally, emphasize adherence to these privacy laws. 

Why this matters: Legal Officers can’t compromise on regulatory compliance, especially when sensitive customer data is involved. 

Highlight Usability and Accessibility 

Ask for a breakdown of the platform’s: 

• User Interface and Experience: Seek examples or case studies showing an intuitive interface for non-technical employees. 
• Accessibility Features: Is it compliant with legal standards? Request details on screen readers, captions, and navigation support for users with disabilities. 

Why this matters: Training Managers need ease of use to minimize onboarding friction and maximize platform adoption. 

Define Collaboration and Engagement Features

Video platforms are more than passive streaming tools; they’re the backbone of active collaboration. Request information on: 

• Interactive Features: Survey, Q&A, and live chat for engagement during webinars. 
• Co-authoring and Shared Workspaces: Ensure content creation isn’t a bottleneck. 

Why this matters: Communication Leads rely on these features to engage audiences effectively and streamline content creation. 

Request Advanced Analytics and Reporting 

Data-driven decisions are the cornerstone of success. A comprehensive RFP should specify: 

• In-depth Viewer Analytics: Look for features like heatmaps, drop-off rates, and user insights. 
• Integration with BI Tools: Ensure compatibility with your existing BI stack (e.g., Tableau, Power BI). 

Why this matters: Marketing Leads and Business Analysts need these insights to measure engagement and optimize future content. 

Specify Support and SLAs (Service Level Agreements)

Without a clear SLA, accountability suffers. Your RFP should seek details on: 

• Customer Support Channels and Availability: Request specifics on multilingual support, hours of operation, and response times. 
• SLA Terms: Define minimum acceptable uptimes, latency metrics, and penalty clauses for SLA violations. 

Why this matters: Procurement Managers look for stability and reliability, especially when negotiating contract terms. 

Outline Budgetary and Licensing Details 

A well-drafted RFP isn’t just about technical specs. Include sections that request: 

• Pricing Structure and Hidden Costs: Ask for transparent pricing, detailing user licenses, storage limits, and overage fees. 
• Customization Costs: Inquire about charges for API integrations or branded portals. 

Why this matters: Budget clarity allows Procurement Managers to forecast and avoid budget overruns. 

Your Next Steps 

Crafting an RFP for an enterprise video platform isn’t merely a procurement task—it’s a strategic business decision. A well-written RFP helps you dodge expensive mistakes, negotiate confidently, and select a video platform that scales as your needs grow. 

But remember, no RFP is perfect in isolation. Review and revise, collaborate with key stakeholders, and keep refining. 

People Also Ask

What should I include in the Enterprise Video Platform RFP’s executive summary?

Your executive summary should briefly define the purpose of the RFP, its objectives, and the expected outcomes, setting the tone for vendors.

Why are interactive features important in a video platform?

Interactive features, such as polls or Q&A, elevate engagement and encourage active participation, critical for training sessions, webinars, and team collaboration.

What are some red flags to watch out for in vendor proposals?

Beware of vague commitments, ambiguous pricing structures, and overly complex user interfaces, which may lead to low adoption rates.

How do I evaluate the scalability of the video platform?

Request case studies or references demonstrating the platform’s ability to scale in organizations similar to yours in size and structure.

How do I ensure vendor accountability post-implementation?

Establish clear SLAs that outline metrics for uptime, latency, and support response times, with penalty clauses for non-compliance.

What’s the ideal number of vendor responses for an Enterprise Video Platform RFP?

While it varies, aim to shortlist around 3–5 vendors. This number ensures a diverse pool of proposals while keeping evaluations manageable.