Annie’s Project – Education for Farm Women Annie’s Project – Education for Farm Women a 501(c)(3) organization.

Succession Planning Part Two Improving Family Communication

Start with Your Communication Practice your listening skills Become more aware of how you send messages Are you too vague? Are you assuming the receiver has knowledge they may not have? Are you using the wrong channel for the message? Are you asking for feedback? A good review for participants is to apply these principles to their goal setting meetings.

Take Time to Explain Does the next generation know your wants and desires for the farm and other assets? Off-farm heirs might not understand today’s farm language. Transition planning comes with its own set of terms – does everyone understand what is being said?

Learn… Learn about personality types Learn about communication styles Participate in a communication workshop Hold a farm-based Real Colors workshop Spend time reading feedback and body language of others Body language—arms crossed

Hold Family Business Meetings Begin holding regular family business meetings. Work out an agreement to allow for consistent and productive meetings. Manage your farm and ranch for today and tomorrow. Regular family business meetings are good way to begin to get the family used to discussing farm related topics, goal setting, future planning, planting decisions, etc. It’s a lot easier to put estate planning on the agenda b/c everyone knows that topic is coming up and can be prepared for it. Move your meetings away from home base, mom’s kitchen table, etc. Have them somewhere that is neutral. This too can help with when there is a person who tends to dominate the conversation. Make sure the location is comfortable with no phones, table and chairs be able to adjust heat and coolness. Serve refreshments. Don’t be afraid to change the invitation list. There may be some meetings that estate planning is the topic and off-farm heirs need to be involved with that meeting and other meetings that don’t affect them. Decide if in-laws are going to be a part of the meeting or not. Written minutes from the meetings are important also. They give an accurate record of topics discussed and decisions made…much better than trying to remember. Written minutes can also be shared with those not at the meeting…that way everyone is getting the same information and it is not be relayed and interpreted by a spouse or other family member.

Family Business Meeting Tips Decide who are the “right” people to attend. Chose a person to run the meetings. Select a recorder/secretary Distribute an agenda in advance and stick to it. Meet in a neutral place (not at Mom and Dad’s house.) Hold the meeting at a convenient time Begin and end meetings on time. Decide who are the “right” people to attend each family business meeting How many generations? In-laws? Family members not in the business? Young family members not yet in the business? Family members who are employees with no management responsibilities? Chose a person to run the meetings who knows how or is willing to learn Need not be Mom or Dad Delegate authority and responsibility to the person running the meetings Demand that the person is fair, consistent, even tempered, responsible and patient Be willing to go outside family for the person if necessary Distribute an agenda in advance Holding the meeting at a time that is convenient for the attendees. There may never be a “perfect” time but a time that allows the “key” persons to attend is important. The general rule is, don’t schedule meetings during family gatherings such as holidays or birthdays. It is best to keep “business” separate from family and personal events whenever possible. Include enough detail so that people know how to prepare for the meeting Use consistent format for agenda Expect everyone to come prepared Stick to the agenda Avoid introduction of topics not on the agenda Identify topics for future meetings as you go These are some ways to get the conversation started…remember little steps are important – tackle one issue at a time and don’t overwhelm yourself or other members of the family. These are sensitive issues that take time and consideration.

Family Business Meeting Tips Avoid socializing during the meeting. Expect recorder/secretary to distribute minutes soon after meeting. Minimize reconsideration of actions taken at last meeting. Evaluate the effectiveness of your meetings at least once each year. Avoid socializing during the meeting. Socialize before or after the meeting Take breaks as necessary Have refreshments available before and during the meeting. Expect the recorder/secretary to distribute minutes soon after meeting Use consistent format for minutes Record actions taken but not all the discussion that led to the actions Include next steps agreed to Include to whom assignments were made for follow up. Minimize reconsideration of actions taken at last meeting. Reconsider only when there is new and important information. Disallow members wearing down the rest of the family until they get what they want. Evaluate the effectiveness of your meetings at least once each year. Be willing to admit something is not working Be willing to experiment

Outside Facilitators If necessary, outside facilitators can help: Make sure everyone understands what is being said. Make sure everyone has a chance to share their input. Keep the conversation flowing in a positive direction. Guide the family through difficult discussions. This person can help make sure everyone is understanding what is being said and help guide the communication flow – keeping the conversation going and moving in a positive direction. The facilitator can take some of the power away from the dominate personality. It’s easier for an outside person to say, please let Billy talk, it’s his turn, because they don’t have to go to Christmas dinner with that person.

General Communication Tips Small agreements build rapport and momentum. Questions are powerful language tools. Express more appreciation and affirmation. Use “I” statements and limit “you” statements.

Help Each Other Establish a home independent of your parents/children Be consistent in your mood, humor, temperament and cheerfulness Admit your mistakes Ask about what others feel and think Pay attention to non-verbal cues

Help Each Other Encourage friendly, open conversation Invite and respect differing viewpoints Don’t make assumptions – ask Rephrase to be sure you understand If you have reservations, voice them respectfully

Cautions Some problems are bigger and require more than open communication. Get over past hurts. This won’t go away after Mom and Dad go, it will only get worse. No one can get everything they want. Families must often overcome history of failed meetings.

The Good News! Everyone of us can become a better communicator. Every family business can learn to have successful business meetings. Hard work and an open mind earn big rewards.

Friendly Reminders Don’t assume you will have time or feel well enough to complete your “bucket” list. What knowledge has not been transferred? Don’t leave the burden of making decisions to the surviving spouse or next generation. Does the next generation want it? Can we get along? Introduce the case study “My farm problem” about the 37 year old farm boy talking about communications with dad. Discuss with class. What advice would you give ………….

Friendly Reminders Communicate! Be open about your wishes. There’s no time like today to start; what potential regrets can you eliminate now? Talk to your kids and spouse!

Communicate about Succession Does the next generation want to farm? Can we all get along? Is there enough income to support multiple families? Do we have a shared vision and specific goals?

Annie’s Project – Education for Farm Women Annie’s Project – Education for Farm Women a 501(c)(3) organization.