Avoiding the Trap: The Five Biggest Technology M&A Integration Mistakes You Cannot Afford to Ignore
Effective technology integration is a critical success factor in Merger and Acquisition (M&A) that places a unique set of demands on technology professionals....
Stakes are high in a Merger & Acquisition; over 70% fail to achieve their intended benefits. Furthermore in a recent survey by of C-Level executives1, nearly 40 percent of respondents cited lack of effective IT integration as a primary cause of merger integration failures.
Technology transformation programs are inherently complex and infamously prone to delays. Merger integrations tend to be even more complex owing to the scale of change that occurs simultaneously across the organization â most of which will have an IT consequence. Furthermore, the risk of delays in the IT integration program can result in failure of the overall economics of the deal or in the cancellation of the merger itself.
The âFive Biggest Technology Integration M&A Mistakesâ is a the punch-list of the biggest common mistakes that I have seen IT integration professionals make during ten years of assisting Fortune 500 organizations in getting to grips with M&A integration programs.
1. Failure to conduct adequate due diligence
Increasingly, the economics of a merger relies heavily on IT assumptions; either the ability to drive savings or âsynergiesâ in consolidating IT operations or the degree to which IT will have enough capacity to deliver the technology changes required to roll out new Business capabilities in the timelines that leadership expects.
IT due diligence is an essential process for validating these assumptions. However, in many cases, time constraints allow for only cursory due diligence to take place before a deal is signed. Â By which point, the deal has already been communicated to investors and in-effect, technology is locked into the commitment.
Organizations then compound this error by rushing into Day 1 planning without going back and performing a more thorough due diligence. By the time that IT has a full grasp on the true nature of the integration, which  tends to be  longer, more complex and costly than originally anticipated, the train has already left the station.
Top performing organizations understand that due diligence is an up-front investment that pays back many times over. To get due diligence right typically requires an intensive 8-10 week exercise, analyzing risk and synergy opportunities across all domains of the organization. Leading practice is to use involve external advisors who are able to accelerate the due diligence process through structured frameworks and accelerators.Â
2. Inability to focus on multiple time horizons
M&A places a unique planning challenge on integration teams insofar as they must focus simultaneously on a number of very different types of planning activities.
For instance âDay 1 planningâ is a purely tactical activity based on a short time horizon (usually <6 months) and is typically driven off a check-list of prioritized activities where compliance and business continuity are the primary drivers. Whereas 100 day Post-Merger Integration planning involves an implementation time horizon of many years and is far more strategic in nature.
A common mistake made is to focus on Day 1 planning to the detriment of post-Day 1 planning resulting in a hiatus after Day 1 as the organization takes a collective âpause for breathâ. The time lost in building up impetus again can sometimes never be regained. The inverse â focusing on 100 day planning at the expense of Day 1 can often be a deal-killer.
A dangerous tendency in an M&A IT integration program is to attempt to 'fix everything' or go for a strategic solution when an interim tactical solution would suffice. This leads to distractions and can derail the integration program.
Top performers subscribe to the  mantra of 'perfection is the enemy of good enough', leaving the optimization of technology platforms to a later phase.
3. Cost and complexity involved in the integration is underestimated
For many organizations, an IT M&A integration will be the largest and most complex undertaking that their IT organization has ever attempted.
This lack of experience and delivery maturity leads to a tendency to be overly ambitious in scope and integration time-frames and to underestimate costs. This is particularly acute in circumstances where little due diligence has been performed to adequately uncover and identify risks.
Frequently organizations will be under the incorrect assumption that they will be able to deliver the integration by simply scaling-up the workforce within their existing IT delivery operations, whereas what is really required is a step change to the maturity of  delivering IT. Often organizations discover this too late.
In many cases IT integration managers find themselves under intense pressure to meet integration budgets and timelines that have been established through flawed estimation during the planning phase. Resetting expectations can be challenging as the Business has usually communicated the integration timetable to investors and does not wish to risk credibility loss by announcing a change.
In once recent client engagement, I was able to support an IT director in making a case to the IT integration leadership that not only was the IT integration budget too low, but the real figure was larger than the entire budget set for the whole integration program across the Business. In this situation, this was caught at a point where the impact was reasonably low.
In many cases, initial estimates are unduly conditioned by the yardstick that technology costs tend to be between 1-5% of overall business cost. This  is not an effective metric in post merger integration environments where IT integration costs are typically 50 percent of the total merger integration budget.
Smaller organizations (<$1bn revenue)  tend to underestimate as they are not accustomed to the nature and scale of investment that larger organizations take for granted For example, larger organizations are  accustomed to paying for large ticket items such as external consultants. Large acquisitions can also result in a step change to software licensing, moving pricing into a more expensive enterprise tier.
Top performers work with experienced advisers to develop an initial top down estimate prior to deal close and then work rapidly with their integration team to build a bottom-up estimate
4. The IT Integration program is not adequately resourced
Related to the tendency to be optimistic of integration costs and timelines, is an expectation that the IT integration can be delivered using the existing staff within the IT organization. Organizations are under unprecedented margin pressure and keeping headcount static is a major plank of this strategy. While hiring contractors can be an effective short term remedy, many integration managers see the cost as prohibitive.
This is a âpenny wise, pound foolishâ proposition as the bubble-cost of hiring resources becomes insignificant when compared to impact of delay caused by resource constraints. Top performing organizations address IT integration resourcing in three ways.
Firstly they appoint seasoned IT integration advisers that can guide them through the common pitfalls of an integration program and are also able to provide structure around the endeavor.
Secondly, they target and ring-fence key individuals in the IT organization that are vital for integration success and then free them from time consuming aspects of their existing roles through back-filling with temporary contract staff.
For example, a temporary experienced hire resource can take on time consuming âBusiness as Usualâ activities such as Release Management from an IT regional lead or temporarily take on the helm of one of the large programs in an IT Directorâs portfolio.
Finally, they recruit a team of strong project managers that ensure that timelines, issues and risks are effectively managed, releasing decision makers from the high degree of communication and dependency management administration that IT M&A integration efforts involve.
5.  Lack of Business vision and failure to drive the Business to make decisions quicklyÂ
A clear vision of the end state of the combined merged entity i.e. the "Business vision" is vital input into the IT integration planning. Without this, IT runs the risk of incorrectly second guessing  Business needs.
Driving out this Business vision requires a large degree of Business decision making involving many stakeholders across the organization. The more disparate the entities in a merger are, and the more closely the Business intends to integrate them, the greater the number and complexity of decisions that need to be made.
This becomes particularly onerous when integrating global operations of organizations with significantly different IT operating models.
This process can take so long that once a clear Business strategy and operating model emerges, there is insufficient integration time left for IT to deliver the necessary changes to enable it.Â
Top performing organizations address this risk in two ways.Â
Firstly, they employ proactive IT merger integration leaders who actively engage with the Business partners. These leaders are able to rapidly map out a timetable of decision making with the Business and what the IT implications are of delay.
Secondly, working with  IT integration leadership they use robust integration governance to enable IT and the Business to engage in a structured manner. Business decisioning progress is tracked through a formal status reporting process and reviewed at integration governance boards.
Top performing IT M&A integration managers employ a combination of strategies to ensure success in their integration efforts across the areas of planning and control.
Effective planning involves identifying and addressing issues and risks early and working with experienced advisers to build out realistic scope, timelines and costs. Top performers are able to simultaneously work across the time horizons of short term (Day 1) and long term (100 Day) planning,  effectively managing prioritization trade-offs between employ tactical and strategic solutions.
High performing IT M&A Integration managers control the integration effort effectively through proactive engagement with Business, and use effective governance as a mechanism to flag up where delayed Business decisioning needs to be accelerated or where IT needs more support to achieve its goals.Â
 Ben Jessel is an M&A IT Integration Manager at Accenture.
1 Source: Accenture Research