M&A Integration Playbooks

This 53-page post-merger integration 100-day plan provides tasks and detailed checklists for 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 Gantt 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 ...

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 ...

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 ...

What is the purpose of this Playbook?
The 10-page playbook was developed to help customer-facing employees share accurate, timely, and consistent information with their customers about Acquirer’s acquisition of Acquired Co.

What are materials in this playbook?
The following documents are for internal use only. Do not distribute these materials to anyone outside the company:

• Customer Key Messages
• Customer Talking Points
• FAQs: Customer Facing Employees
• FAQs: Customers and Distributors

These documents may be tailored and shared with customers, as approved by your respective business sales & marketing organizations:

• Customer Letter
• Customer Letter Attachment

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

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

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 ...

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

Covers almost 500 tasks for these integration work streams:

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

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 ...

  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 ...

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 ...

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. 

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 ...

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