For many ultra-high net worth families, a well-run household means hiring a team of professional in-home staff and family office professionals.
Both groups are there to support the family’s goals, and sometimes, their duties and responsibilities may overlap a bit.
To avoid confusion, duplicated work, communication frustration, or misunderstandings, it’s important to outline clear boundaries. This ensures collaboration and efficiency.
Here are some ways to do that.
How to Create Clear Roles Between Family Office and Household Staff
Define Each Team’s Function
First, begin by establishing the primary role of the family office team and group of household staff.
For example, a family office usually directs financial administration, investments, philanthropy, strategic planning, and long-term objectives.
Household staff, however, generally oversees the daily duties of the home – attending to the family’s personal needs, housekeeping, childcare, food preparation, wardrobe management, property maintenance, and more.
Job Descriptions Are Key
Each staff member should have a written job description that lists their core responsibilities and reporting structure. This is especially important for positions that may overlap.
For example, if your family office CEO coordinates finances, but your estate manager oversees paying on-site vendors, it’s important that responsibilities are clearly distinguished.
Written description can also identify areas where you require collaboration between the two groups.
Outline Who to Report To
Having a clear chain of command is an important part of keeping your estate running smoothly. Each staff member should know who they report to and who has the authority to make decisions.
For instance, a household manager or director of residences may manage the daily household operations, while a family office executive may require broader oversight of the administrative matters.
Each home and family office is unique and that means you must decide what structure works best.
- Should your household staff have a direct relationship with your family office team?
- Should each one run independently or does the principal make the final call?
- Staff shouldn’t be confused about who to report to.
They should be certain about who can approve expenses.
They should know where to go if they have a question about scheduling, wages, or any other operational decisions that may impact the home or family office.
Everything should be in writing, so it minimizes unnecessary delays and prevents staff from getting conflicting information.
Encourage Communication
Regular cross-team communication is an important part of a home and family office that functions well.
Encourage family office leaders and household managers to schedule regular meetings, use a shared calendar or project management system, or set up daily work logs.
Doing this opens the lines of communication and helps bring up issues that may require prompt attention.
Consider Schedules
Travel is one area where family office and household responsibilities commonly intersect.
The family office may manage travel logistics, financial arrangements and broader itineraries, while household staff may coordinate packing, transportation, childcare, pet care, and more.
Teams may benefit greatly from a shared itinerary or centralized travel protocol that can help make sure everyone has access to the important details they need.
Focus on Respect
The family office and household staff teams are complementary to each other. They are part of the same operation and should have the same goals in mind: providing the best of the best in their specific role.
Each person brings strategic insight, expertise, and experience to the family and their contributions should be weighed equally.
Building a culture of respect should always be your highest priority.
Ready to Expand Your Family Office or Household Staff Team?
Your home and your family office are one of a kind.
Our team of experienced recruiters works with each client to understand what type of family office or in-home support they need and then we work hard to find the most qualified individuals for placement.
Contact us today and experience our personalized and attentive service that prioritizes what’s most important to you.
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