7 Insider Secrets To Vet Virtual Meeting Software Providers

Virtual Meeting Software Providers Vetting Tips
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Summary: Vendors must be committed to CX and industry know-how. Today, I share 7 insider secrets to vet virtual meeting software providers.

Insider Secrets To Qualify Virtual Meeting Software Providers

You like what you see on their landing page and review sites. The software has all the right features and it’s even within budget. But what about the vendor behind the product? Vetting virtual meeting software providers is crucial as you need a tool that delivers all the support and customer training you’re looking for. However, it goes beyond that. The vendor must keep up with trends and modern tech to ensure their platform is cutting-edge. Here are 7 insider secrets to qualify virtual conferencing software companies using free online resources.

eBook Release:  Virtual Meeting Software: Good For The Present, Great For The Future
eBook Release
Virtual Meeting Software: Good For The Present, Great For The Future
Find the best virtual meeting software for your business.

1. Verify Vendors In An Online Directory

An exclusive online directory has all the top virtual meeting software providers in your price range. You can filter results by deployment type, licensing options, and key features, just to name a few. These listings also give you the opportunity to qualify vendors and their professional expertise as they include a product overview and real-world benefits. There are even screenshots and demo videos so that you can see the software in action. The catch is that not all online directories verify listings. Thus, you need to look for a reliable site that requires companies to set up an account and manually checks each listing.

2. Read User Reviews

Nobody likes surprises when they purchase new software. Especially ones that lower the value for money. So, read user reviews to avoid buyer’s regret. What do customers like best and least about the virtual meeting platform? Do they rave about the providers’ customer service? Or do they mention that the vendor took a week to respond to their emails? Just make sure that the reviews are verified, as well. Once again, users should have to log in and provide some background info. It also helps if the review site checks all submissions beforehand.

3. Evaluate The Virtual Conferencing Software Performance Overview

Another thing to consider is the vendor rating. In the eLearning Industry’s directory for virtual conferencing software there are performance overviews. You can evaluate the overall satisfaction score and star ratings for usefulness, usability, and Customer Experience. There’s even a likelihood-to-recommend percentage.

4. Check Out Their Social Media Page

Every virtual meeting service provider should have a social media presence. It’s their way to interact with users and promote their product. Peruse their page to see how they engage with group members or followers. Do they lash out when someone leaves a negative review, or do they offer to help them resolve the issue one-on-one? Are they active on their page or has it been dormant for months? How long does it take them to reply to a comment or question? Beyond the usual sites, like Facebook and Twitter, you can also check out YouTube, blogs, and online forums.

5. Peruse The Virtual Meeting Software Vendor’s Site

Their website should give you all the info you need to make your decision. There are a few key things to look for. Firstly, many vendors have client success stories or use cases. This gives you the ability to see if the virtual meeting tool aligns with your online training requirements. Secondly, they should have visual marketing, like demo video clips, screenshots, etc. This gives you an inside look at the product’s real-world performance. Finally, see if they have pricing plans listed on their site. Most software companies list general pricing or subscription plans. Then you can reach out for more info.

6. Test Their Support Options

Virtual meeting software providers might claim to have amazing customer service, but do they follow through? Send emails to see how quickly they respond and gauge their level of tech know-how. You can also submit trouble tickets or live chat with one of their reps. Another place to test their support is the online knowledge base. Does it have troubleshooting guides and tutorials? Is there an online user community where you can find pointers to improve functionality?

7. Sign Up For Free Trials

Nowadays, many vendors offer free trials or demo events. But don’t come empty-handed. You should prepare a list of questions and evaluation criteria before you take the test drive. For example, is the interface intuitive? Is it easy to record live sessions? Can your team expect a long learning curve? Speaking of which, it’s best to involve your team early on so that they can provide feedback. This way, they can evaluate the tool from a practical perspective. For instance, host remote interviews or performance evaluations.

Bonus Tip: Submit RFPs

Earlier I mentioned basic pricing plans, but the only way to get a personalized quote is RFPs. A request for proposal includes all your buying needs, such as budget, implementation timeline, and must-have features. Then the vendor responds with a detailed cost estimate and tech specs. Their proposals also explain how the product can help you address current business challenges. Many organizations actually send RFPs before the free trial because it saves time. You can review proposals, choose your top 3 contenders, and try before you buy so that you know that every platform you're testing has all the essential features and falls into your price range.


To sum up, virtual meeting software providers must be committed to customer service and tech expertise. Whether that’s offering a free knowledge base to help you improve functionality or hosting live demo events so that you can see the product in action and discover hidden features. Use these tips to vet vendors and find the right virtual meeting tools for your team. First things first, visit the virtual meeting software online directory to compile a quick shortlist.

What should you include in your virtual meeting system RFP? How to gather all relevant info beforehand? Our eBook has all the info you need to successfully implement a virtual meeting platform in your SMB. Download your copy of Virtual Meeting Software: Good For The Present, Great For The Future today!