managing-portfolio-company-support

# Managing Portfolio Company Support

Structures portfolio company engagement with board preparation, hiring support, business development, and follow-on strategy.

## When To Use

- Preparing for or following up on a board meeting with a portfolio company
- Coordinating hiring support, executive introductions, or recruiting pipeline for a portco
- Structuring business development introductions between portfolio companies or with external partners
- Evaluating follow-on investment timing, pro rata rights, or bridge financing decisions
- Building a quarterly or annual portfolio review across multiple companies
- Onboarding a newly invested company into the fund's operational support framework

## Inputs To Gather

- **Company basics**: Company name, stage (pre-seed/seed/Series A+), sector, current headcount, founding date
- **Cap table snapshot**: Current ownership breakdown, option pool size, last round valuation and date
- **Board composition**: Board seats (investor, founder, independent), observer rights, committee structure
- **Financial state**: Latest monthly/quarterly financials — revenue, burn rate, runway in months, cash position
- **KPIs and milestones**: Core operating metrics the company tracks (ARR, MRR, DAU, GMV, etc.) and board-approved milestones for the current period
- **Support requests**: Open asks from the founder/CEO — hiring needs, introductions, strategic guidance, follow-on capital timing
- **Fund context**: Fund ownership percentage, pro rata rights, reserve allocation remaining, any co-investor dynamics

## Workflow

1. **Assess current company health**
   - Review latest financials against plan: revenue trajectory, burn rate, and months of runway
   - Compare KPI performance to prior quarter and board-approved targets
   - Classify company status: on-track, watch-list, or needs intervention
   - Flag any covenant triggers, down-round risk, or runway below 6 months

2. **Prepare board materials**
   - Draft or review board deck structure: financials summary, KPI dashboard, product/engineering update, hiring plan, strategic priorities, open asks
   - Prepare investor-side notes: questions to raise, governance items, compensation or option pool matters
   - Compile a pre-read package with updated cap table, prior meeting minutes, and any consent items requiring board approval
   - Identify topics requiring formal board vote vs. advisory discussion

3. **Coordinate hiring and talent support**
   - Map open roles against company priorities — distinguish between critical-path hires and nice-to-haves
   - Identify candidates from the fund's network or talent platform for top 1–2 roles
   - Track recruiting pipeline status: sourced → intro made → interviewing → offer stage
   - Flag executive-level searches (VP+) that may need retained search firm engagement

4. **Execute business development introductions**
   - Match portco needs (customer intros, channel partners, strategic alliances) against the fund's network and other portfolio companies
   - Structure warm introductions with context for both sides — avoid "double opt-in" without substance
   - Track intro outcomes: meeting held → opportunity qualified → deal in progress → closed/lost
   - Avoid conflicts of interest between portfolio companies competing in the same market [VERIFY: fund conflict-of-interest policy]

5. **Evaluate follow-on investment strategy**
   - Check pro rata rights and any pay-to-play provisions from prior round documents [VERIFY: specific terms in side letter or investor rights agreement]
   - Assess whether the company meets follow-on criteria: milestone achievement, capital efficiency, market opportunity validation
   - Model reserve allocation: remaining fund reserves, number of portfolio companies likely to raise, target ownership maintenance
   - Determine recommendation: full pro rata, partial participation, lead/co-lead next round, or pass
   - If bridge financing is needed, evaluate convertible note vs. SAFE terms and whether other investors will participate

6. **Compile portfolio-level reporting**
   - Aggregate company-level data into fund portfolio summary: MOIC, IRR (where calculable), and qualitative status
   - Highlight material changes since last report: new funding rounds, pivots, key hires/departures, customer wins/losses
   - Prepare LP-facing narrative for quarterly letter if applicable

## Output

- **Board preparation package**: Pre-read materials, agenda, investor notes, and action items from prior meeting
- **Company health summary**: One-page status with financials, KPIs vs. plan, runway, and risk flags
- **Support tracker**: Table of open support requests with owner, status, and next step for each
- **Follow-on recommendation memo**: Investment thesis update, milestone assessment, reserve analysis, and participation recommendation
- **Portfolio dashboard row**: Updated entry for the company in the fund's portfolio tracking system

## Quality Checks

- Financial figures reconcile to company-provided reports — do not extrapolate without marking [VERIFY]
- Runway calculation uses actual monthly burn (not averaged) and current cash balance
- Board materials distinguish between items requiring formal approval and discussion-only topics
- Follow-on analysis accounts for all committed reserves across the portfolio, not just this company
- Introductions and BD support are checked against fund conflict-of-interest policy before execution
- Cap table percentages reflect fully diluted ownership including unexercised options and outstanding convertible instruments [VERIFY: confirm with company counsel if SAFEs/notes are included in dilution calculation]
- All recommendations clearly separate data-driven conclusions from subjective judgment