Points to Consider
Points to Consider When Drafting Your Virtual Meeting/Collaboration RFP The product or service must support the full range of client platforms with which you intend to interact:The product or service must suit the needs of presenters and attendees:The product or service must include effective tools for managing virtual meetings:
- What are the vendors browser, hardware and operating system requirements?
- If the product offers limited support for non-Windows platforms, what, if any, functionality is restricted?
- What level of IT involvement will the product require for attendees outside your organization to install and use it?
- Beyond basic slide presentation features, does the product include tools for annotation, whiteboards, application sharing, remote control, Web touring and file transfer?
- Does the product allow for feedback through polling, chat and emoticon signaling?
- How easy is it to hand off presenter rights from one attendee to another, and is there support for multiple presenters?
- Does the product contain support for integrated teleconferencing, VOIP and video?
- Does the product integrate with groupware applications?
- Is there support for recording meeting proceedings, and, if so, are there additional costs associated with these services?
- Can the product cull attendee information for meeting invitations and scheduling through directory services such as LDAP or Active Directory?
- Does the product allow for company branding, and is there an additional cost associated with this?
- What are the reporting capabilities of the product?
- What levels of security are available for use with the product, including log-on passwords, data encryption and interaction with third-party security tools?
- If company data is stored off-site, how is it secured, and how frequently is it backed up? Are there additional costs associated with these security measures?
- How many simultaneous meetings/presenters/attendees are supported?
- If the product is self-hosted, what are the system requirements, and how easy is it to add servers?