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.
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:
Inadequate RFPs not only waste budget but can also:
So, how do you build an RFP that aligns with your goals and avoids these pitfalls?
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:
Start with clarity. Describe the intended purpose of the video platform in your organization. For instance:
Tip: Outline how the video platform fits into your organization’s broader digital transformation goals.
Include technical requirements that align with your organizational infrastructure:
Why this matters: IT Directors prioritize these features to avoid disruptions and ensure future scalability
Security is non-negotiable. But merely mentioning “compliance” isn’t enough. Drill down into:
Why this matters: Legal Officers can’t compromise on regulatory compliance, especially when sensitive customer data is involved.
Ask for a breakdown of the platform’s:
Why this matters: Training Managers need ease of use to minimize onboarding friction and maximize platform adoption.
Video platforms are more than passive streaming tools; they’re the backbone of active collaboration. Request information on:
Why this matters: Communication Leads rely on these features to engage audiences effectively and streamline content creation.
Data-driven decisions are the cornerstone of success. A comprehensive RFP should specify:
Why this matters: Marketing Leads and Business Analysts need these insights to measure engagement and optimize future content.
Without a clear SLA, accountability suffers. Your RFP should seek details on:
Why this matters: Procurement Managers look for stability and reliability, especially when negotiating contract terms.
A well-drafted RFP isn’t just about technical specs. Include sections that request:
Why this matters: Budget clarity allows Procurement Managers to forecast and avoid budget overruns.
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.
Your executive summary should briefly define the purpose of the RFP, its objectives, and the expected outcomes, setting the tone for vendors.
Interactive features, such as polls or Q&A, elevate engagement and encourage active participation, critical for training sessions, webinars, and team collaboration.
Beware of vague commitments, ambiguous pricing structures, and overly complex user interfaces, which may lead to low adoption rates.
Request case studies or references demonstrating the platform’s ability to scale in organizations similar to yours in size and structure.
Establish clear SLAs that outline metrics for uptime, latency, and support response times, with penalty clauses for non-compliance.
While it varies, aim to shortlist around 3–5 vendors. This number ensures a diverse pool of proposals while keeping evaluations manageable.