Get a Clear Picture of Your Videoconferencing Needs with RFP Template

Ken-Hardin

The buzz about hi-def videoconferencing - or telepresence, as it has been labeled by many vendors - continues to roll as companies look for ways to trim travel expenses but stay connected with clients and remote offices.

 

Our Mike Vizard wrote yesterday that HP is introducing a $21,600 HD endpoint and a new fleet of deployment tools that promise to ease hi-def videoconferencing rollout complications. Like most enterprise technologies, telepresence is trying to make the move to "the cloud," but the extreme QoS and network demands of high-def video signals continue to stymie that migration. However, a recent straw poll by tech vendor CDW reported that 54 percent of medium and large businesses that had adopted videoconferencing (hi-def or otherwise) reported that they did go with managed services.

 

Hosted or in-house, how do you make the best decision on a solution?

 

Our partners at Info~Tech Research Group have developed a Request for Proposal (RFP) template for videoconferencing that you can access here in the IT Downloads Library.

 

The template walks you through the information gathering process, including sections on:


 

  • The current IT infrastructure of your business
  • Criteria for Selection for potential vendors
  • Technical features and scalability
  • And of course a pricing estimate, as you can see in the figure below:

 

 

 

The RFP template includes assumptions that speak to an in-house solution - hardware costs in the Budget section, for example - but its basic format can be modified to evaluate hosted solutions, as well.

 

As with any RFP, this 15-page document is intended for submission to a limited number of vendors that have already made your "short list." It is not for use in initial scope and feature requirement discussions.

 

As you research videoconferencing solutions and benefits, you may also want to check out Mike's recent post discussing how many businesses have not adjusted their attitudes about business travel despite the availability of high-quality videoconferencing.



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