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10 Best Practices For Deal Flow Mgt
1.
A Netage Solutions
Whitepaper 10 Best Practices for Deal Management Software Deal-flow is the lifeblood of private equity, venture capital, and real estate 10 Deal Management investment firms. Yet, with the economy on a sluggish road to recovery, the Best Practices: sourcing and acquisition process continues to require an extraordinary amount of time and effort. How can you keep up? Deal management 1. Automate Deal Pipeline software—often a module of Customer Relationship Management (CRM) Reporting platforms—is typically seen as the answer. However, if these systems aren’t sophisticated enough to handle the complexities of the alternative assets 2. Track and Analyze Deal industry, they will ultimately fail to deliver on their promise. Referrals Having helped alternative investment firms streamline their deal management 3. Integrate Online Data processes for more than a decade, Netage Solutions has compiled the Sources following 10 best practices for deal management software. By incorporating 4. Separate Deals and Deal these best practices, investment professionals can be more efficient and Opportunities effective, thereby enabling their firms to source and close more profitable deals. 5. Quantify Reasons Deals are Won and Lost 1. Automate Deal Pipeline Reporting 6. Streamline Deal Management Processes The Monday morning partners meeting can be very stressful. With important investment decisions on the line, the last thing your deal team needs is a 7. Monitor Your Most weekly fire drill to prepare or update the deal pipeline report. Important Deals 8. Configure, Configure, Your deal management software should have a Subscription Service for Configure scheduling and automatically distributing recurring reports, such as your weekly deal pipeline report. That way, when your deal team gets in the office 9. Stay Connected on the on Monday mornings, the report is waiting for them in their inboxes. Road To ensure the most up-to-date information is presented, many firms distribute 10. Generate Capital Calls a draft report on Friday. This reminder prompts the team to add or edit deals Quickly and Precisely before the final version is sent out Monday morning. If the updates still haven’t been made—and a deal isn’t in the report—some firms won’t even allow it be discussed in the meeting. Subscription Service - A feature of a deal management system’s reporting engine that 2. Track and Analyze Deal Referrals enables users to subscribe to recurring reports (e.g. weekly Maintaining strong relationships with investment bankers and brokers is deal pipeline). crucial to generating deal referrals. Like any process, though, what can't be measured, can't be improved. By tracking and analyzing referrals, your firm can better direct its efforts and obtain higher quality referrals. (617) 393-0000 (US Headquarters) | 1-866-4DYNAMO (1-866-439-6266 - Americas) | www.NetageSolutions.com © 2010 Netage Solutions, Inc. All rights reserved.
2.
10 Best Practices
for Deal Management Software To effectively track referrals, your deal management software should have Roles, which allow you to link a contact and/or an organization to a deal as the Roles - A feature of CRM or “referrer”. (Note: you can also use Roles to designate other key players, such as deal management systems that attorneys, consultants, lenders, co-investors, etc.) This role should be unique to run on a relational database. each deal, because individuals/organizations often play different roles on Roles allow you to create a different deals (e.g. Joe Banker is the “referrer” on Deal A and the “consultant” on unique relationship between two Deal B). records. For instance, a contact can be linked to a deal and Over time, you can identify your best referral sources by running a report that assigned the role of “Referrer”. lists all of the deals that were referred in a given period and by whom. The report should also break out which deals closed, which were turned down, and which are active in the pipeline. As a result, you can see who is sending you the most deals (quantity), and who is sending you the best deals (quality). This intelligence can help you determine which relationships should be more actively cultivated. 3. Integrate Online Data Sources Investment professionals rely on a variety of online data sources (e.g. CapitalIQ, Browser Panel - A capability for Hoovers, Yahoo! Finance, LinkedIn, etc.) for deal origination, due diligence, and integrating online data sources networking purposes. Because these data sources are often disconnected, into a deal management system. synthesizing and utilizing information can consume valuable time and energy. A browser panel passes parameters to external sites, Your deal management software should have a Browser Panel that intelligently allowing users to view context- integrates external data sources, allowing you to view context-specific specific information, such as information without leaving the application. Targeted information can be company fundamentals from retrieved by passing specific fields (e.g. company name, ticker symbol, address, CapitalIQ and a contact’s etc.) to these sites. That way, when you’re in a deal or contact record, you can LinkedIn profile. instantly view additional information. The data integration possibilities are endless: company fundamentals from CapitalIQ or Hoovers; stock prices and market data from Yahoo! Finance; news and press releases from Google News; a map of the company’s headquarters from Google Maps; LinkedIn profiles for contacts; and more. These data sources can become a seamless part of your workflow, making you more efficient and effective. 4. Separate Deals and Deal Opportunities Occasionally in private equity investing, the same deal comes around more than once. You might evaluate a promising young company, but ultimately turn down the deal because the market isn’t mature enough. If you take another look at the business two years later, you’ll want to keep this round of due diligence separate from the previous one. (617) 393-0000 (US Headquarters) | 1-866-4DYNAMO (1-866-439-6266 - Americas) | www.NetageSolutions.com © 2010 Netage Solutions, Inc. All rights reserved.
3.
10 Best Practices
for Deal Management Software To accommodate such scenarios, your deal management system should Deals - A term used by certain distinguish Deals, or the companies being evaluated, from Deal Opportunities, deal management systems for the discrete act of evaluating them. Regardless of the terminology used, you’ll be the companies that are able to track multiple, distinct opportunities with the same company. Ideally, all evaluated by private equity or relevant information – documents, correspondence, tasks, contacts, etc. – will be venture capital firms. tracked separately as well, with the ability to roll up everything to the company level. Deal Opportunities - The discrete act of evaluating Because no data or records need to be overwritten, all history and context is companies (a/k/a Deals). preserved. You can quickly see why the deal was turned down initially and focus Occasionally, a firm needs to your due diligence accordingly. You can also more accurately report on deal-flow track multiple Deal and team activities over time. Opportunities with the same Deal. 5. Quantify Reasons Deals Are Won or Lost Often, the reason a private equity firm did or didn’t invest in a particular company is captured in a free-text notes field—which isn’t quantifiable—or worse, someone’s head. By structuring your deal management system properly, you can more easily quantify the reasons deals are won or lost, and identify trends that direct future deal origination and acquisition efforts. Dropdown List - A feature of Notes fields are fine for capturing anecdotal evidence, but they can’t quantify deal management systems that results. Your system should also have configurable Dropdown Lists for capturing allows users to choose one or reasons invested and reasons turned down. Dropdown lists enforce uniformity, more values from a list. which improves your ability to generate reports and perform other ad hoc analysis. Dropdown lists make it easier to For instance, you could group, filter, or sort a list of deals by the “reason turned quantify business results, such down” field. as the reasons deals are won or lost. However you consume the data, you will start to see trends, especially when you incorporate additional data points, such as industry, region, revenues, and investment stage. For instance, you might notice that you’re firm is striking out in the pharmaceutical industry and decide to focus instead on medical devices, where you’ve had more success. 6. Streamline Deal Management Processes Deals move through the pipeline because of a variety of different tasks and processes, some more structured than others. There are personal reminders to follow up on a specific date and time; one-off tasks for you or other team members; and more defined processes that should happen automatically at different stages in the deal lifecycle. Your deal management system should manage all three. (617) 393-0000 (US Headquarters) | 1-866-4DYNAMO (1-866-439-6266 - Americas) | www.NetageSolutions.com © 2010 Netage Solutions, Inc. All rights reserved.
4.
10 Best Practices
for Deal Management Software For personal follow-ups and reminders, many deal management systems use Flags. Users can “flag” any item (e.g. a deal or contact) for follow up on a Flags - A feature for tracking specific date, and add a note with the required action or other pertinent personal follow-ups and to-dos. information. Flags typically integrate with an e-mail program such as Microsoft Any item can be flagged for Outlook®, so that an automated reminder pops up at the designated time. follow up on a specific date. Similar to the Flag feature In addition to Flags, your deal management system should have Tasks, which within Microsoft Outlook®. can be assigned to the creator or another team member. Tasks can be given a due date, as well as a priority, allowing users to prioritize their workload. And Tasks - A feature for tracking because they’re visible to everyone, your firm can avoid the “black hole” of email specific actions that must be and have more accountability and visibility into progress with your deals. completed. Tasks can be assigned to the creator or At a more advanced level, some systems allow you to build Workflows that another team member, and trigger actions when certain conditions are met. One example is sequential given a due date and priority. reviews: once a specified person has reviewed the deal financials, the system will automatically create a task and send notification to the next reviewer. Workflows - A structured Specific tasks can also be created when a deal’s pipeline status changes. On process that triggers the other hand, if the deal has been ‘static’ for a certain amount of time, the pre-defined actions or tasks individual responsible can be notified or the status can be changed. when certain conditions are met. For instance, a task can 7. Monitor Your Most Important Deals automatically be created when a Deal’s status changes. Like other knowledge workers, investment professionals are constantly bombarded with data. To avoid information overload, they must apply various methods for filtering out the “noise” and focusing only on that which is most important. This concept applies to deal management systems, which often house large Watchlist - A live, dynamic quantities of data. Regardless of whether it has 10 or 10,000 records, your report that provides a running system should have a mechanism that enables you to focus on the handful of list of updates to selected deals or contacts that are most important at any given moment. In some records. Investment applications, this mechanism is a Watchlist, or a running list of updates for the professionals can use a records you’ve selected. For best effect, this report should be prominently Watchlist report to monitor their featured on the application homepage. most important deals. At a glance, users can monitor updates to important records, including new activities that were added or fields that were changed, when the updates were made, and by whom. Investment professionals can easily see all activity related to their active deals or portfolio companies. They could even monitor deals they’ve sourced to ensure they’re awarded proper deal credit. However the report is used, the system pushes important information to you, versus you having to pull it from the system. (617) 393-0000 (US Headquarters) | 1-866-4DYNAMO (1-866-439-6266 - Americas) | www.NetageSolutions.com © 2010 Netage Solutions, Inc. All rights reserved.
5.
10 Best Practices
for Deal Management Software 8. Configure, Configure, Configure Another good way to filter out “noise” is to properly configure your deal management application. Typically, applications provide hundreds of stock fields and layouts out of the box. While these are good starting points, they are just suggestions and probably aren’t all applicable to your firm. Admin Site - The area of a Before you start “slashing and burning”, though, take some time to define your deal deal management system management process. What are the various stages and the corresponding where IT staff or power users workflows and tasks? What terminology does your firm use for pipeline statuses can configure and maintain and other important metrics? the application. Certain systems have a “sandbox”, Once you’ve mapped out your process, you can begin configuring. Using the where configuration changes application’s Admin Site, remove fields that you aren’t going to use and that will can be previewed before they otherwise bog down end-users. In addition, rename existing fields to coincide with are published to end users. your firm’s terminology. Tailor layouts and reorder fields to match the workflows you’ve outlined. Rules-Based Layouts - Some systems also have capabilities for creating Rules-Based Layouts that are Layouts or information panels displayed only when certain conditions are met. For instance, you might have that are displayed only when specific layouts for tracking information on portfolio companies. Because they certain conditions are met aren’t necessary for the pre-investment process, they can be kept hidden until the (e.g. the pipeline status of a pipeline status is changed to “portfolio company”. deal is changed to “portfolio”). Before we move on, it’s important to note the difference between configuration and customization, as the two terms are often mistakenly used interchangeably. Through configuration, an application can be tailored or modified without creating or modifying software code. Customization requires code changes, and is thus a lengthier and more costly process that often leads to long-term maintenance issues. 9. Stay Connected on the Road Software-as-a-Service - A Because private equity professionals are frequently on the road, they need to be software delivery model where able to access deal and contact information from any location—and from multiple applications are hosted by the devices. vendor and accessed by clients through a Web While client-server applications can be accessed remotely – your IT department browser. Because SaaS would have to set up a remote desktop service – their performance tends to be applications don’t require slow in such environments. A much more effective solution is a deal management installation, they can be application that’s delivered via Software-as-a-Service (SaaS). Because SaaS accssed from any computer applications require no software installation, they can be conveniently accessed with a browser and Internet from any computer with a browser and an Internet connection. Whether you’re connection. using your business laptop, home computer, or a PC in the hotel business center, you’ll be able to log in and get work done. (617) 393-0000 (US Headquarters) | 1-866-4DYNAMO (1-866-439-6266 - Americas) | www.NetageSolutions.com © 2010 Netage Solutions, Inc. All rights reserved.
6.
10 Best Practices
for Deal Management Software For situations where using a computer isn’t an option (e.g. in a cab on the way to an important meeting), your deal management system should have Mobile Mobile Apps - Extend the Apps for accessing information from your iPhone® or BlackBerry®, in addition capabilities of a deal to new tablet devices like the iPad®. You should be able to look up profiles and management system to a contact info, view and add activities, log calls and e-mails, and map addresses smartphone. Because users with the device’s built-in GPS. Depending on the mobile capabilities, you may can easily view and edit also be able to run reports (e.g. deal profile, deal pipeline, etc.) and view information, they’re able to stay documents. connected and work productively on the road. 10. Generate Capital Calls Quickly and Precisely Mail Merge Wizard - A tool for creating and distributing When a deal closes, your investor relations team is likely under a lot of pressure personalized correspondence. to send out capital call notices as quickly as possible. Investor relations teams use this feature to send capital call Fortunately, certain deal management systems are part of a broader relationship and distribution letters, as well management platform with capabilities for managing investor relations. These as quarterly statements. platforms typically have a Mail Merge Wizard for generating capital call letters and other correspondence. Mailing lists can be generated instantly by selecting Investor Portal - A module of the capital call recipients for a specific fund (using roles, as described in #2). certain CRM platforms that Using saved templates, the letters can be quickly created and personalized with allows you to post reports and data, such as the contact name, fund name, and transactional data about the correspondence to a secure capital call. portal. Portals save time and money by minimizing mailings. Beyond the standard distribution channels (e.g. mail, e-mail, etc,), many systems have an integrated Investor Portal for posting fund and account information. Capital call letters and other correspondence created with the Mail Merge Wizard can be published directly to the secure portal for LPs to download. By minimizing mailings—and those dreaded envelope-stuffing parties—your firm To learn more about Netage’s can save significant time and money. deal management solution, Dynamo™, please contact us at 1.866.439.6266 or sales@NetageSolutions.com. Since 1998, Netage Solutions, Inc. has been the premier provider of front-office solutions for the alternative assets industry, including private equity and venture capital firms, hedge funds, real estate investment firms, funds of funds, prime brokers, family offices, and institutional investors. Intuitive and highly configurable, the Dynamo™ Suite has improved the productivity of deal, research, and investor relations teams worldwide. Collectively, our clients manage over $400 billion in assets. (617) 393-0000 (US Headquarters) | 1-866-4DYNAMO (1-866-439-6266 - Americas) | www.NetageSolutions.com © 2010 Netage Solutions, Inc. All rights reserved.
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