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Investor Relations Processes

The Investor Relations function operates through systematic workflows that ensure consistent, transparent communication with investors while protecting competitive sensitivity. Here are our core processes.

Quarterly Reporting Cycle​

Consistent financial updates delivered on predictable timeline

Every quarter, IR produces comprehensive updates for current investors following a 15-business-day timeline from quarter close:

Days 1-3 (Quarter Close + 1-3 business days):

  • Finance closes books and produces preliminary financial statements
  • IR Lead reviews flash results for material variances vs. projections
  • If significant surprises (positive or negative), IR alerts Leadership for early communication planning

Days 4-7:

  • Finance finalizes financial statements with supporting schedules
  • IR Lead meets with Finance to understand performance drivers, variance explanations, and trend context
  • IR begins drafting quarterly update narrative sections: executive summary, operational highlights, financial performance, strategic progress, forward outlook

Days 8-10:

  • IR Lead circulates draft quarterly update to Leadership for review
  • Finance validates all quantitative content for accuracy
  • Legal reviews for disclosure compliance and competitive sensitivity
  • IR incorporates feedback and produces revised draft

Days 11-12:

  • Final draft presented to CEO and CFO for approval
  • Material disclosures (strategy shifts, major client changes, capital needs) flagged for explicit CEO approval
  • IR prepares distribution list and confirms investor portal access

Days 13-15:

  • Quarterly update distributed via email with PDF attachment and investor portal upload
  • IR monitors investor responses and flags questions requiring follow-up
  • IR schedules quarterly investor call (optional, typically for investors who prefer verbal discussion)
  • Distribution confirmation logged in Notion investor database

Quarterly Update Content Structure:

  1. Executive Summary (1 page) - Headlines: revenue, key wins, strategic progress
  2. Financial Performance (2 pages) - Income statement highlights, margin analysis, cash position, variance explanations
  3. Operational Highlights (1-2 pages) - Client wins, production improvements, capacity expansions, team developments
  4. Strategic Progress (1 page) - Progress against strategic goals, market trends, competitive positioning
  5. Forward Outlook (1 page) - Next quarter expectations, pipeline visibility, risk factors
  6. Appendix (2-3 pages) - Detailed financial statements, KPI dashboard, client metrics

Detail page: Quarterly Reporting Process (coming soon)

Investor Briefing Protocol​

Preparing management for investor meetings and calls

When investors request meetings with Kyndof leadership (routine check-ins, due diligence during fundraising, crisis discussions), IR coordinates preparation:

Pre-Meeting Preparation (2-3 days before):

  1. IR gathers background: investor relationship history, previous meeting notes, known areas of interest/concern
  2. IR prepares briefing memo for management covering: investor background, meeting objective, anticipated questions, recommended talking points, sensitive topics to handle carefully
  3. Finance prepares relevant data: recent financial performance, KPI trends, specific metrics investor requested
  4. IR schedules prep call with CEO/CFO to review briefing memo and align on messaging

Meeting Execution:

  • IR attends all investor meetings to ensure message consistency and capture follow-up items
  • IR takes detailed notes on questions, concerns, and commitments made
  • If technical questions arise requiring Finance/Operations input, IR coordinates follow-up after meeting

Post-Meeting Follow-Up (within 24 hours):

  1. IR sends thank-you email to investor
  2. IR distributes internal meeting notes to Leadership and relevant functions
  3. IR tracks action items (data requests, follow-up questions) and coordinates responses
  4. IR updates investor relationship notes in Notion: meeting summary, investor sentiment, key takeaways

Talking Points Preparation: IR maintains evergreen talking points updated quarterly covering:

  • Company overview and value proposition
  • Financial performance trends and drivers
  • Strategic priorities and progress
  • Market opportunity and competitive positioning
  • Risk factors and mitigation strategies
  • Capital allocation philosophy

These talking points ensure consistent messaging across all investor interactions regardless of which leader represents Kyndof.

Detail page: Investor Briefing Protocol (coming soon)

Data Room Maintenance​

Keeping investor documentation current and organized

Kyndof maintains a virtual data room (via DocSend) with comprehensive documentation that investors can access for due diligence or ongoing information needs:

Data Room Structure:

/Financial
  - Annual Financial Statements (last 3 years)
  - Monthly Financial Packages (last 12 months)
  - Quarterly Investor Updates (all historical)
  - Budget and Projections
  - KPI Dashboard (updated quarterly)

/Legal
  - Certificate of Incorporation
  - Bylaws
  - Capitalization Table
  - Investment Agreements
  - Material Contracts (client, supplier, real estate)
  - IP Documentation (trademarks, copyrights)

/Operations
  - Organization Chart
  - Key Personnel Bios
  - Facilities Overview
  - Client Case Studies (within confidentiality bounds)
  - Production Capabilities Overview

/Strategic
  - Business Plan
  - Market Analysis
  - Competitive Positioning
  - Growth Strategy
  - Risk Assessment

Maintenance Schedule:

  • Monthly: Financial packages uploaded within 10 days of month close
  • Quarterly: Investor updates, updated KPIs, refreshed organizational charts
  • Annually: Updated financial statements, business plan revisions, capitalization table updates
  • Ad-hoc: Material contracts, legal documents, strategic updates

Access Control:

  • All current investors receive full data room access
  • Prospective investors receive limited access during fundraising due diligence (controlled by deal stage)
  • DocSend tracks document views—IR monitors which documents investors access most frequently to understand information priorities

Document Approval Workflow: Before adding documents to data room:

  1. IR prepares or collects document from owning function
  2. Legal reviews for disclosure appropriateness and confidentiality redactions
  3. Leadership approves material strategic or financial documents
  4. IR uploads with appropriate access permissions and version control

Detail page: Data Room Maintenance Process (coming soon)

Fundraising Playbook​

Step-by-step capital raising coordination

When Kyndof decides to raise capital, IR coordinates the investor-facing process while Leadership drives strategic decisions:

Phase 1: Fundraising Planning (4-6 weeks before launch)

  1. Leadership defines fundraising objectives: amount, use of proceeds, acceptable dilution, investor profile preferences
  2. Finance prepares financial projections and capital deployment plan
  3. IR develops investor presentation deck covering: investment thesis, market opportunity, competitive advantages, financial track record, growth strategy, capital needs, valuation rationale
  4. Legal prepares deal documentation templates
  5. IR compiles preliminary investor target list

Phase 2: Investor Outreach (Weeks 1-4)

  1. IR contacts prospective investors with teaser information
  2. Interested investors receive full presentation deck and data room access
  3. IR schedules initial meetings with Leadership
  4. IR tracks investor pipeline in Notion: contacted, interested, passed, due diligence, term sheet stage
  5. Existing investors with participation rights are notified according to contractual timelines

Phase 3: Due Diligence (Weeks 5-8)

  1. Serious investors submit information requests
  2. IR coordinates responses with Finance, Legal, Operations
  3. IR schedules management presentations and facility tours
  4. Finance handles detailed financial due diligence questions
  5. Legal manages legal due diligence process
  6. IR maintains communication with all interested investors to manage expectations

Phase 4: Term Sheet Negotiation (Weeks 9-10)

  1. Leadership evaluates term sheets with input from Legal and Finance
  2. IR communicates with investors not selected for next stage
  3. IR coordinates reference calls between selected investor and Kyndof clients/partners
  4. Leadership finalizes investor selection and term sheet

Phase 5: Closing (Weeks 11-14)

  1. Legal manages definitive agreement negotiation
  2. IR coordinates final due diligence items
  3. Finance prepares closing financials
  4. IR communicates closing timeline to existing investors
  5. IR prepares announcement for investor distribution post-close

Post-Close:

  • IR adds new investor to relationship management database
  • IR schedules onboarding call with new investor
  • IR distributes closing announcement to all investors

Detail page: Fundraising Playbook (coming soon)

Crisis Communication Protocol​

Managing unexpected challenges transparently

When unexpected negative developments occur, IR follows a structured crisis communication approach:

Step 1: Situation Assessment (within 2 hours of awareness)

  • IR gathers facts from internal sources: what happened, severity, business impact, timeline
  • IR assesses investor materiality: does this affect financial projections, strategic direction, or operations materially?
  • IR consults with Legal on disclosure obligations
  • IR determines if immediate disclosure required or bundled with next scheduled communication

Step 2: Message Development (2-6 hours)

  • IR drafts crisis communication covering: what happened (facts without speculation), business impact (quantified if possible), management response (actions taken to address), forward implications (revised expectations if needed)
  • Legal reviews for disclosure compliance and litigation risk
  • Leadership approves message framing and disclosure timing

Step 3: Investor Notification For material crises (major client loss, missed financial targets, operational failures):

  • IR sends immediate email notification to all investors
  • IR schedules investor call within 24-48 hours for Q&A
  • IR monitors investor responses and coordinates follow-up

For moderate issues (minor setbacks, competitive threats):

  • IR includes in next scheduled quarterly update with context
  • IR proactively reaches out to investors who might be more concerned

Step 4: Follow-Up Communication

  • IR provides progress updates as situation evolves
  • IR monitors investor sentiment and addresses concerns proactively
  • IR documents lessons learned for future crisis response improvement

Crisis Communication Principles:

  • Transparency over spin: Investors value honesty about problems more than overly optimistic framing
  • Speed matters: Bad news delivered proactively builds more trust than investors learning from other sources
  • Context is critical: Explain not just what happened but why and how management is responding
  • Follow through: Commit to update timelines and meet them consistently

Detail page: Crisis Communication Protocol (coming soon)

Investor Database Management​

Maintaining comprehensive relationship records

IR uses Notion to track all investor relationships with systematic documentation:

Investor Profile Template:

  • Basic Information: Investor name, contact details, investment date, ownership percentage
  • Communication Preferences: Preferred cadence (monthly, quarterly), preferred channels (email, calls), areas of interest
  • Relationship History: Meeting log, email archive, key discussion topics
  • Strategic Value: Beyond capital - industry connections, operational expertise, strategic introductions
  • Risk Factors: Potential concerns, areas of skepticism, trigger points for negative response

Communication Logging: Every investor interaction gets logged:

  • Date, participants, format (meeting, call, email)
  • Key discussion points
  • Investor questions and IR responses
  • Action items and follow-up required
  • Investor sentiment (positive, neutral, concerned)

Reporting: IR generates monthly relationship summaries for Leadership:

  • Investor engagement levels (responsive, quiet, disengaged)
  • Common questions or concerns across multiple investors
  • Relationship risks requiring attention
  • Opportunities for deeper engagement

Detail page: Investor Database Management (coming soon)

Performance Metrics Tracking​

IR maintains key metrics that measure function effectiveness:

Activity Metrics:

  • Quarterly update on-time delivery (target: 100%)
  • Investor inquiry response time (target: \<24 hours routine, \<4 hours urgent)
  • Data room currency (target: monthly financials posted within 10 days of month close)

Outcome Metrics:

  • Investor satisfaction (target: 4.5+ out of 5 on annual survey)
  • Fundraising efficiency (target: close at or above target valuation)
  • Meeting conversion rate (target: 60%+ of intro meetings progress to follow-up)

Leading Indicators:

  • Investor engagement levels (meeting requests, email response rates)
  • Unsolicited positive references from investors
  • Proactive investor introductions to potential clients or partners

These metrics are reviewed monthly by IR Lead and quarterly with CEO/CFO to identify improvement opportunities.

Last Updated: 2026-02-03 Maintained by: Investor Relations Function Questions? Ask in #ir-private on Slack