Transparency in Family Financial Matters

Choose the right time and tone for topics such as money and succession issues in family-run companies.

The last thing you need in your family business is a disruption caused by miscommunication over crucial decisions such as promotions, the succession plan, or division of ownership. But in the absence of deliberate, scheduled discussions, people tend to make assumptions, and resentments can build. One of the best ways to avoid surprise issues is by planning regular family meetings so that everyone will know there is a time and place when important matters are disclosed, discussed, and settled.

How Family Retreats Simplify Communication

At Whittier Trust, we’ve helped orchestrate and facilitate hundreds of such family business meetings. Many of our clients hold annual or biannual family retreats that involve several generations, and we encourage this methodical, structured approach to keeping everyone informed. 

One client recently planned a particularly tough retreat after the family patriarch and company founder had passed away. In addition to having their Whittier Trust advisors there to moderate, they brought in an attorney and a counselor to help everyone understand the changes in both business and personal matters after the loss of the head of their family. 

Although there were multiple generations and more than 30 family members present, discussion at the retreat was wholly transparent. In the most loving way, family leaders conveyed how the business would go forward and shared their vision for the family’s legacy. They emphasized how they were reinvesting profits and building reserves for inevitable downturns, like the challenges the company had faced during the pandemic. They made it clear that the goal was to preserve the family’s legacy and assets for future generations.  

They also made sure that the third and fourth generations understood they had access to education to better their lives through a protected education fund. An education fund was a gift from the patriarch and matriarch, structured so that funds would be replenished in perpetuity, promising all family members the tools to better themselves through unlimited access to education and training.

The retreat concluded with a discussion of their personal philanthropic legacy. Each family member would have input on charitable causes to support, and they reviewed the process for collaborative decision-making. The final takeaway was the reassurance that family leaders were working hard to ensure a continual transfer of wealth for future generations. As the retreat drew to a close, moderators circled back to be sure everyone understood the key points and that all issues were resolved.

Anticipating Communication Challenges

Sometimes the hardest work of a retreat is done on the front end before even setting a date. If significant tension exists between any family members, you run the risk that your time together will be consumed by grievances; or worse, that someone will refuse to attend or be a last-minute no-show. This type of family discord is not uncommon and can be managed with the help of a neutral, third-party facilitator who will ensure that every concern is brought to the table. 

Working with the facilitator, the Whittier Trust team of advisors can organize individual interviews for each family member before specific retreat planning has even begun. This is everyone’s chance to make sure their voice is heard and that every complaint or worry, no matter how small, is taken seriously. The facilitator then works with the Whittier team to set a strategy for family discussion at the retreat with the goals of transparency, inclusiveness, and empathy. 

Although heads of families are sometimes hesitant to bring in an outside party, they inevitably realize that relationships are unlikely to improve without specialized help. After all, if the family hasn’t achieved effective communication while the matriarch and patriarch are alive, how much worse might it become when that leadership is gone? To safeguard their own legacy, they must allow for a new approach, knowing it's their best chance at more trusting communications in the future.

The Five Rs of Family Retreats

If you’re looking to organize your own family business meeting, you can use this “Five R” structure as a starting point:

RETREAT

Schedule at least two days away from home and work, rather than simply holding a meeting at the office, or trying to combine a meeting with a family vacation. A retreat allows members to arrive mentally and emotionally prepared to engage in productive conversations, knowing they’re coming to a focused environment in a space with few distractions.

RESOURCES

Communicate the goals of the retreat from the outset and bring all the reinforcements you need, including documentation and professional assistance. Our Whittier Trust team not only helps facilitate family meetings, but also coordinates with lawyers, accountants, moderators, or anyone else needed. The retreat is another chance to reinforce family values, work ethic, and healthy attitudes about wealth, so it’s essential to factor in individual personalities and each member’s familiarity with the status of the business and your wealth. 

RESPECT

Although you don’t want a casual conversation, you also don’t want to be too formal. Discuss the importance of listening and learning from other family members’ perspectives at your initial gathering and approach all conversations with trust and empathy. Be inclusive and bring in spouses and younger generations at appropriate times, giving them specific ways to be involved, such as philanthropy or education discussions. 

RESOLVE

Be prepared to pronounce final decisions for the present, while staying committed to further discussion in the future. If a family member is suggesting an alternate direction for some aspect of the business or their own life choices, hear them out, give a specific and respectful response, and if necessary, propose a later date to continue talking after everyone has had time to consider all options.

REPETITION 

Plan on getting together every year or at least every two years. Circumstances change and the company may have ups and downs, but communication should be a constant. Having a date on the schedule lets everyone know that you are invested in consistent, transparent discourse and that even if day-to-day operations are too busy for meetings, they will always have that chance to ask questions and present ideas at the annual retreat.

How Whittier Trust Can Help

As a multi-family office for more than 35 years, Whittier Trust is an expert in guiding families through multiple generations—protecting and enriching the family legacy while encouraging stewardship among newer members. We bring your investments, real estate, philanthropy, administrative services, trust services, and more under one roof, letting you maintain control, while your personalized, trusted team of advisors helps ensure the strength and success of your portfolio and your family. For more information about Whittier Trust’s services, visit www.whittiertrust.com.

 

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Written by Dominique E. Langerman, Assistant Vice President, Client Advisor, Philanthropic Services in Whittier Trust’s Pasadena office.

Featured in the Los Vegas Review-Journal. For more information, start a conversation with a Whittier Trust advisor today by visiting our contact page.