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RFP For Audio Conferencing Suppliers Suggestions

How to Create a World-Class RFP for Audio Conferencing Providers

Is an RFP Really Necessary for Audio Conferencing Providers? Can’t you just ask vendors for quotes and be done with it? Even if requests take a little longer to submit, they can help you get the most value for your money. RFPs streamline the process and provide more than just cost estimates. Audio conferencing providers respond with suggestions that cover everything from support to customer training resources to an in-depth look at their pricing options. These 8 top tips can help you create an audio conferencing system RFP that delivers results.

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Audio Web Conferencing Solutions: Overcome Your Biggest Business Problems

Audio conferencing brings everyone together and reduces the cost of online training. Learn how to use these versatile tools to solve business problems.

7 Tips for Writing a Successful RFP Audio Conferencing System

1. Clarify the budget of your audio conferencing system

Before you even write the first line of your RFP, you need to do some prep. Re-evaluate your budget, taking into account all of the costs involved, from setup to ongoing maintenance. This gives you all the data you need to clarify your audio conferencing budget for providers. I am not suggesting that you state your maximum spending limit as there should always be room for negotiation. However, software vendors need a general idea of ​​your price expectations. How much can you realistically spend per month or per user? And which pricing model do you prefer?

2. Highlight your top L&D challenges

What are the main barriers audio web conferencing solutions must address? More importantly, how does it fit into your overall business strategy? Each RFP should include use cases and goals so the vendor knows your weaknesses and highlights the best pricing plans or add-ons. For example, you may want to upgrade to the next monthly subscription level to accommodate more users because you want to host external partner events to improve team collaboration and there is usually a large turnout.

3. Describe your indispensable functions

There are some features that you cannot do without. These are the selling points that will improve ROI and help you overcome the L&D challenges mentioned earlier. Do you need VoIP support and advanced audio control? What about recording for training purposes and to add to your online training audio library? Put all your critical functions in the RFP and learn how to solve your biggest business problems. Then audio conferencing providers can highlight their unique selling points and the real benefits of ownership.

4. Provide your required technical data

It is also important to include all of the technical specifications that you are looking for. In fact, mention all other software products in your toolbox to avoid compatibility issues. This is also where you can tell them the hardware you currently own. For example, you must be able to run the software on any mobile device or browser. However, it must also be compatible with your current audio conferencing keyboards.

5. Mention Vendor Support Services

The tricky thing about supplier support is that nobody expects problems. Sure, you might come across a hook every now and then. However, usually your team can fix the problem quickly. On the flip side, it’s always best to have a safety net just in case. The level of support you need depends on the expertise and time of your team. For example, your employees have used numerous audio conferencing solutions in the past so they are already familiar with all of the technical issues and implementation errors. Hence, email and online user forums could do the trick. However, they may already be busy or IT troubleshooting is beyond their remit. In this case, you need advanced support services such as telephone or live chats.

6. Plan your implementation schedule

How fast do you need to get your audio conferencing software up and running? Your RFP for audio conferencing providers must also set the implementation schedule. For example, you need a platform with a low learning curve and a quick setup process. This is a great way to start your audio conferencing events for the customer service and sales team. Or you might be developing a peer coaching program for the next month and the staff will need to use audio conferencing for JIT support.

7. Give the audio conferencing system providers a deadline

You need to review all suggestions and make your decision as soon as possible. Give the providers a deadline for submission and set your evaluation criteria. For example, they have to send their suggestions within 4 weeks to be considered. And you will base your decision on 5 key elements (support, features, usability, etc.). You should also provide contact information so that they can contact you if you have any questions or concerns. As an example, they need more details about your current online training challenges and goals.

8. Explain your follow-up protocols

Do you ask vendors to fill out a questionnaire when they make your shortlist? Are you expecting a free trial or demo before signing on the dotted line? Explain your follow-up so that the vendors understand the process and you are not caught off guard. This also helps you avoid implementation delays because audio conferencing providers know your expectations and can prepare well in advance. For example, they can send a link to the free live demo to give you a head start. You can test the tool right after reviewing the proposal and evaluate the user interface firsthand.


How do you choose the best audio conferencing system for your team? An online directory and verified reviews can help you qualify providers. After all, not every company is RFP-compatible. You should also check the performance sheets to see which providers have the highest satisfaction scores. A niche audio conferencing directory gives you the ability to compare your top picks so you can weigh all of your options and select the right audio conferencing providers in your price range.

Where do you even start and how can you maximize your ROI for audio conferencing? Our eBook offers tips to help you find the ideal software for your SME. Audio Web Conferencing Solutions: Overcome Your Biggest Business Problems Explore the fundamentals and benefits of implementing audio conferencing systems.

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