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Michael Ozawa

The Importance of Governance Documents in Family Businesses

Family businesses are the backbone of many economies, often carrying a rich legacy and deep emotional ties. However, navigating the complexities of family dynamics and business operations can be challenging. This is where governance documents become invaluable. (Michael, I would use this section as the post introducing the blog)


Governance documents, such as articles of incorporation, by-laws, operating agreements, board minutes and board resolutions, serve as the blueprint of a family business, outlining the rules, responsibilities, and expectations for all stakeholders. By establishing clear guidelines and procedures, these documents help to protect the business, preserve family harmony, and ensure its long-term success.


One of the primary benefits of governance documents is risk mitigation. They provide a framework for addressing potential conflicts, such as disputes over ownership, management, or succession. By outlining ownership structures and decision-making processes, these documents can prevent confusion, costly legal battles, and emotional turmoil. Moreover, they can help protect the business from external threats by establishing clear lines of authority and accountability.


Succession Planning


Governance documents also play a crucial role in succession planning. By clearly defining the roles and responsibilities of family members, these documents can facilitate a smooth transition of leadership. They can also outline criteria for selecting future leaders, ensuring that the business continues to thrive under new management.


The Power to Enhance a Business’s Credibility


Furthermore, governance documents can enhance the business's reputation and credibility. They demonstrate to employees, customers, lenders, and investors that the business is well-managed and has a clear vision for the future. This can lead to increased trust, loyalty, and financial stability.


Tools to Promote Open Communication & Collaboration


Another important aspect of governance documents is the promotion of open communication and collaboration. By providing a structured forum for discussing family and business matters, these documents can help to prevent misunderstandings and build consensus. They can also foster a sense of shared ownership and responsibility among family members.


At some point in its life cycle, a business will need to turn to its governance documents.  This may be when a shareholder passes away or when there is a transfer of assets.  It could also be at a time when the business is having financial difficulties.  Whether attracting new capital, either as a loan or an investment, or undertaking a material change in the business, such as closing a facility or line of business, it is vital to understand and maintain the roles and responsibilities of the ownership and management.


This client situation helps illustrate this point:


The business was founded by three individuals.  The bylaws required that all three founders needed to consent to implement a material change in the business.


  Fast forward 50 years and the business was in financial distress.  The company needed to closing its original manufacturing facility, and closing required the consent of all of the owners. 


By this time the shares had transferred to multiple generations of the families of the three founders.  It took a prolonged period of time to resolve the voting rights within each of the families (various trusts, divorces, health issues, cognitive decline, etc.) and to satisfy the parties that there would not be future claims of elder abuse. During this time, the business continued to lose significant sums of money which was attributed, mostly, because the governance documents were not current.


Don’t Overlook the Value of Governance Documents


Governance documents, while seemingly benign and unimportant, are essential tools for ensuring the long-term success of family businesses. By providing clarity, structure, and accountability, they help to protect the business, preserve family harmony, and create a sustainable legacy for future generations.


Investing the time and effort into developing, and perhaps more importantly, maintaining comprehensive governance documents yields significant benefits for the entire family while allowing management the ability to implement timely actions.

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