Tips For a Successful Annual Family Meeting

A few years ago, we attended the INSEAD executive program on family business. It was a turning point for our family business in terms of identifying goals and best practices. One best practice that came out of this program was to hold an annual family meeting – we call it our Family Council meeting.

The intended outcome of this meeting is to spend time together, of course, but beyond that it is to update those family members not involved in the day to day operations of the family business on the current states of our business units, and to benefit from their thinking, insights, and questions.

We just came back from our third Family Council meeting, held at Villa Verde Resort in Friuli, the region of Italy where our father grew up. Each meeting gets better, as we learn from our experiences. Here are our best practices so far:

Roxane:

  • Have someone take photos; these times are precious! My husband Guillaume is (one of) our assigned photographer.
  • If the work meeting lasts the equivalent of a full work day – which it should – make sure there is time to exercise or practice an outdoor activity before dinner. Your body fluids get moving again, your brain is oxygenated, and everything feels much better afterwards. I know I needed this time!

Rachel:

  • Do not schedule anything right after the meeting, as ours usually lasts longer than scheduled. We learned this the hard way our first Family Council meeting (we all had a train to catch): everyone left rushed and frustrated at not having been able to share everything we wanted to share (yes, we do talk a lot and the goal of these moments is to share, share, share). However, balance this with respect for timing and scheduling.
  • Set a clear code of conduct. I love ours – love, respect, no sleeping (see photo!).

Cyrille:

  • Organize some bonding time before starting the meeting. Reconnecting emotionally and tuning our energies towards one another makes the business discussions much more open, rich and authentic.
  • If one or more family members has a hobby they are passionate about, it’s great to include it in the schedule. Our dad loves golf, and so do some other family members. Thus, we set aside time to golf (see bonding time above). The rest of us were by the pool and that was superb too!
  • Include a festive and joyful together time after the meeting. Either a dinner – or even better, stay overnight and have some fun the morning after.

Ada:

  • Schedule “alone time” in the midst of all the “together time.” Without it, I am not very much fun to be around.
  • Include the children in the day as much as possible. Either in terms of them participating in the presentations and discussions (depending on the age), or in terms of them being present even if they are not actively participating. Per our Dad, it is never too early to start – and they learn by osmosis.
  • Think about all of the possible tension points that will surely come up during such intense family time. Plan for them. Figure out how to diffuse them before they occur.

We already can’t wait for next year’s meeting!