M&A Integration Playbooks

54-page playbook includes tasks and long detailed checklists on these integration work streams:

• Due Diligence
• Human Resources
• Technology
• Finance
• Communications
• Business Development
• Legal

Everything is tied together in easily customizable excel spreadsheets that auto-calculate total budget costs and synergies. Plus, the documents auto-display timing of all major activities on Gant charts.

The Playbook defines the role and priorities of Integration Managers and provides tools to help them execute their responsibilities.

The Integration Manager is primarily responsible for leading the Integration Management Office (IMO) and coordinating the activities of the integration. This person should be employed by the acquiring company and appointed at least two months prior to close.

Responsibilities of IMO (and Integration Manager)

• Set Up Governance: Form teams and set up hierarchy for the integration project.
• Oversee Development of Team Charters: Establish the integration scope for each team.
• Achieve “Early Wins”: Design successes early in the integration process to create positive momentum.
• Develop Communication Strategy: Determine the communications that must be sent on a regular basis to keep people informed
• Retain Key People: Ensure critical personnel are retained during the integration.
• Address Employee Questions: Reduce the uncertainty that distracts employees and lowers their productivity.
• Determine Metrics and Track Progress: Set goals, implement measures, provide feedback, and distribute rewards that are appropriate for the integration project and individuals .
• Educate Teams on Integration Phases and Steps: Provide teams a common frame of reference.

Sixteen page document that includes answers to seventy-five employee FAQs, plus communication guidelines, and important talking points and messages.

Information Technology High-Level Plan (Section 1)

Executive Summary
Approach
Current State
Proposed State
Gap Analysis
To-Be State
Implementation Plan
Implementation Schedule
Implementation Budget

Information Technology Detailed Plan (Section 2)

Introduction
Integration Task Summary
IT Integration Workstream
Transition Carry-Over
NEWCO - I.T. Org & Dept Transition
Security & Access
Network Infrastructure
Enterprise Technology
Applications
Finance Enablement
Operations Enablement
HR Enablement
APPENDIX

The full unredacted Word version is available to subscribers and training attendees.

Content

Minimizing Employee Losses
People Integration Strategy                                                   

Timing of Retention Phases                                                  

• Phase 1
• Phase 2
• Phase 3

Retention Process

• Retention Matrix
• Understand Employee’s Motivators
• Develop and Execute an Action Plan to Address Motivators
• Sign Up and Train Key Recruiters Early

Candidate Assessment Process

• Initial Staffing Plans Approved
• Choose Appropriate Retention Actions
• Employee Knowledge and Interests
• Applicability of Retention Actions
• Appropriateness of Retention Action

Transitioning Employees into Acquiring Company
Plan for Exiting Employees
Employee Retention Tools

• Retention Worksheet-Individuals
• Retention Worksheet-Groups
• Retention Matrix
• Action Checklist
• Innovative Retention Actions

Covers almost 500 tasks for these integration work streams:

• Legal
• Proposals
• Facilities
• Procurement
• Accounting
• Treasury
• Payroll
• HR
• Communications

Contents

Integration Strategy
Project Management
Approach to The Integration Project
Identify Steering Committee and IMO
Relationship Between SC and IMO
Integration Teams
Functional Integration Team
Communication Team
Integration Team Kick-Off
Chartering Integration Team
Develop Work Plan
Document Required Decisions
Submit Integration Plan for Approval
Integration Plan Review
Formulate Integration Strategy Summary
Monitor Implementation Progress
Summary of Integration Steps

Integration Playbook (22-pages when printed) 

HR - 93 Initiatives
Finance - 91 Initiatives
IT - 48 Initiatives
Manufacturing - 81 Initiatives
Sales & Marketing - 25 Initiatives
Legal - 43 Initiatives

Cross Border Plan - Excel file 21 pages when printed

Content

Integration Dashboard
Finance
Human Resources
Information Technology
Marketing and Communications
UK and EMEA
North America and APAC
Operations

M&A Integration Compensation & Benefits Playbook covers over 190 tasks grouped in these categories: 

Compensation

1.0 Integrate two companies on one base pay program
2.0 Integrate 2 companies to same annual bonus programs
3.0 Integrate Acquiree employees to Acquirer equity program
4.0 Integrate 2 companies to same miscellaneous compensation policies
5.0 Other Issues

Benefits

1.0   Retirement - Pension, 401(k), and Retiree Welfare Plans
2.0   Medical, Dental, and Vision Insurance
3.0   Life, AD&D, SLTD,LTD, Long-Term Care, and BTA Insurance
4.0   STD / Sick Time / Vacation / PTO Time Policies
5.0   Flexible Spending Accounts & COBRA Administration
6.0   International Employees
7.0   Union Employees
8.0   Other Benefits - Adoption Assistance, Tuition Reimbursement, EAP, Transit Program

Lists action items and supplies checklists on:

• Human Resources
• Accounting
• Billing
• Purchasing
• Information Technology
• Marketing
• Operations
• Call Center

Recommends 200 activities including:

• Accessing target's selling process
• Identifying overlap in product and service offerings
• Integration proposal process
• Developing transition plan
• Determining changes to brands
• Identifying new customer target opportunities
• Developing plan to capture synergies
• Harmonizing performance measures
• Establishing customer retention program

Covers all the tasks acquirers should follow to ensure all constituencies, including customers, employees, and investor relations, are well informed. An owner, due date, and priority are assigned to each task. 

• Develop special communications/plan for key customers/contracts, prepare talking points
• Develop a plan to manage employee expectations / reactions
• Identify ways to promote the Acquired Co's image within the acquirer
• Identify areas subject to name or identity change, plan process of change over and begin ordering new stationary, supplies, signs, banners, business cards, company forms, etc.
• Update communications guidelines as necessary
• Develop and conduct communication training for the Implementation Team to ensure consistent messages
• Identify list of personnel authorized to make public statements
• Work with Human Resources and Communications counterpart to develop key HR strategies for the communications group ...

Covers 36 HR workstreams and more than 200 actions. Plus, includes key risks and interdependencies.

• Compensation
• Severance
• Workers Comp.
• Health and Dental
• Short and Long Term Disability
• 401k
• Pension
• Payroll
• Safety
• Training 
• Organization Structure
• Travel ...

Includes answers to FAQs, sample letters to suppliers, and important talking points and messages.

Answers to 13 Supplier Frequently Asked Questions

Will my point of contact at Company change?
There are no changes today; however, if there are changes as we work to integrate the two companies, we will inform you as quickly as possible. Our relationship with you remains a priority.

What is going to change?
For the time being, please continue to work with us as you have in the past. Company and Target will keep existing practices in place for the short-term. As we work to integrate the two companies, we expect to identify ways to consolidate and streamline our policies and practices. But until advised further please continue to do things the same as you do today. Prior to any change we will inform you of the changes ...

Easily customized Word document that includes answers to FAQs, sample letters to customers, and critical talking points and messages.

Customer Communication Guidelines (excerpt from page 3)

• Adhere to the information set forth in these documents and do not elaborate or expand upon the information provided.
• If a customer asks a question that is not included in these materials, it is likely something we cannot answer at this time. Capture the customer’s question and pass it to your manager.
• Maintain the very highest ethical standards and remain focused, as always, on serving the needs of our customers.
• Do not call out comparisons to other industry mergers or acquisitions.
• Do not speculate on the future state, leadership, outcome and people ...

Five-page playbook covers media plan, talking points, letter to state and local officials, and posts for social and media websites.

Facebook:

Provide an image announcing the deal is complete, along with the following text:
Acquired Co. has recently become part of the Acquirer Group. For more information about Acquirer including its acquisition of Acquired Co., please visit Acquirer.com.

Twitter Post: Provide standard text that suppliers, customers, and brand sites can retweet or copy
It’s official! @acquirer has completed its acquisition of Acquired Co.. #gamechanger #acquirer #our industry [link to press release]

LinkedIn ...

Seventeen-page playbook includes communication tips, talking points, letter, and answers to 45 FAQs. The document makes the job of sharing accurate, timely, consistent information with employees much easier.

Will offices or other facilities be closed?

For the time being there will be no changes and we will continue to go to market as we have in the past. We will begin immediately to get to know each other and develop plans to combine our businesses in the most effective way. As we make business decisions over time, we’ll work closely with our employees, customers and suppliers to ensure smooth transitions. 

Will I lose my job?

Changes may come, but not right away. As with any merger or acquisition, we know there will be some job changes and some overlap that will result in job eliminations. How many and where will take a bit more time to work through. Most people’s jobs won’t change, but others may end up with new or different responsibilities, or may report to someone new. The number and extent of job changes and reductions will depend on the unique needs of each business and department. We expect some reductions may happen within the first 90 days, and others may take longer as we integrate systems and businesses.

Our commitment to you is that we will outline a high-level process and timeline for finalizing the organizational structure within the next 30 days that will help people know what to expect ...

Day 1 M&A Communication Plan

Covers 150 communication tasks in areas such as Message Development, Logistics, Branding, Signage, Intranet/ IT Updates, Key Messages and Internal FAQ, Day One Announcement, Video Production, Intranet/ IT Updates, Employee Town Halls, Give-aways, Management Tour to Sites, Press Materials, Media Outreach, Website Updates, Stakeholder Outreach, Public Affairs Outreach, and Issues Plan. 

Excel playbook, 30 pages when printed, that covers the tasks, their timing, and status for 11 work streams.

Work Streams         

Finance
Human Resources
Sales & Marketing
Customer Support
Information Technology
Engineering
Manufacturing/Operations
Communications
Purchasing
Legal
Risk Management

18-Page Employee Communications Playbook 

Contents

Introduction
Employee Talking Points
- What is Happening?
- Why is It Happening?
- How Will I Be Affected?
- What Do You Need from Me?
- What’s Next?
- Where Can I Get More Information?
Answers to Employee FAQs
Employee Letter

22-page HR M&A Playbook when printed that includes 3 plans from 3 different actual integrations.  Plans cover over 350 tasks/initiatives. 

Excerpt from 1st M&A Plan

Contents

- What is the purpose of this Communications Playbook?
- What should I do with this information?
- What materials are available to assist me?
- Communication Tips

CEO Welcome Day Message

Talking Points (General) 

Talking Points (for Plants)

Employee FAQs
- General
- Integration Approach
- Impact on Operations
- Employment, Compensation and Benefits
- Manufacturing Personnel FAQs

Over 110 Finance initiatives/tasks to be completed in the first 100 days after close.

Organization
Determine org chart for F&A
Determine employee retention plan for F&A

Accounting Variances
Obtain inventory of Company B accounting policies
Determine plan for migrating Company B to Company A policy & procedures
Apply Company A's Management Reporting structure to Company B
Map chart of accounts

Consolidation
Obtain a closing timetable for Company B ...

Legal Team Plans from 3 M&A Integration Playbooks that cover intellectual property, contracts, compliance, procurement, audits, organizational planning, ...

Content

The Core Messages
Customer FAQs
Customer Letter

First 2 of 21 Customer Frequently Asked Questions (FAQs)

  Value Proposition

1. How will we add value specifically to a customer’s business?
   
   We will work with you to ensure that you benefit from our larger portfolio and greater technical know-how. Your current salesperson will meet you to discuss more specifics.
    
2. Is this going to result in price increases?
   
   Prices could increase or decrease due to market conditions, not out merger. We operate in a very competitive marketplace so our products will remain price competitive...