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Data rooms are a typical part of the due-diligence process for mergers and acquisitions. However, they can also be used for other transactions, such as fundraising, IPOs, legal proceedings and much more. They’re a safe way to share data securely with a restricted number of individuals with permissions.

The purpose of a virtual data room is to simplify due diligence by allowing more information to be shared, and reduce the risk for miscommunications. The best VDRs come with a sophisticated full-text searching feature, a programmable folder system and indexing tools to assist users with the navigation of data. They also feature dynamic watermarking, which can prevent unintentional duplication and sharing, and let users create permissions for specific files and portions of the VDR.

To ensure that investors get a positive impression of your business, you must organize and present your data in a professional manner. Make sure that you have a well-organized folder layout and clearly label all documents you keep in each section. This will save them time and keep them interested in your pitch. Avoid sharing fragmented or unconventional analysis (like showing a small portion of a Profit & Loss statement instead of the entire report), as this will make investors confused and hinder their ability to make a final decision.

The most successful financial processes are built on momentum. If you have all the data that an investor wants prior to their first meeting, they’re much more likely to move quickly. A good way to build momentum is to create your data space using the framework above in order to answer 90 percent of their questions now.