When a handover conversation needs structure
Succession Facilitation is for families, shareholders and owners who know a handover is coming but have not yet agreed on the practical details. That may include who takes over day to day leadership, how ownership should move, how a spouse or sibling fits in, and what should happen if someone is no longer able to lead. In many South African families these conversations are delayed for years, then rushed after a crisis. Our role is to bring shape to the discussion before pressure builds.
We work with clients in Stellenbosch, Cape Town, Paarl, Somerset West, Johannesburg and Durban, and we also meet by video nationwide. Some families come to us with a current will and trust structure already in place. Others only have broad ideas and need help turning them into workable decisions. Either way, we focus on clear language, practical choices and a process that is respectful of family history, business realities and cash flow.
- Useful where ownership and leadership are separate
- Helpful for blended families and second marriages
- Suitable for owner managed businesses with 2 to 10 key stakeholders
- Designed for families who want calm guidance, not product pressure
What is included in the facilitation process
Each engagement starts with a discovery meeting and a document review. We look at existing wills, trust deeds, shareholder agreements, beneficiary nominations, retirement arrangements, loan accounts and any notes already made by the family or adviser. We then map the moving parts so the conversation has facts behind it, not guesswork. Where needed, we also identify gaps in liquidity, ownership transfer timing and executor or trustee coordination.
After that we prepare a facilitation plan for the family meeting or series of meetings. This can include an agenda, decision list, question set and a summary of the points that still need legal or tax input. If family members are in different towns, for example a parent in Stellenbosch, one child in Johannesburg and another in Durban, we set up a format that works across time zones and work schedules without losing the thread.
- Initial document and family context review
- Meeting agenda and decision framework
- Facilitated family or shareholder sessions
- Written action summary after each session
- Referrals for legal drafting where required
How the meetings are run
The meetings are practical and measured. We do not try to resolve every family issue in one sitting. Instead we keep the discussion on the handover itself, the order of decisions and the consequences of each option. That often means separating emotion from structure: who speaks, who decides, what must be documented, and what can wait until the next review. It is common for one session to cover ownership and another to cover income replacement, trustee roles or the treatment of a family business property.
Where families feel stuck, we break the matter into smaller decisions. For example, whether a successor should step in immediately or over 12 to 24 months, whether voting rights and economic rights should move at the same time, and whether there is enough cash available to settle estate costs without forcing a sale. We also keep a close eye on practical South African issues such as transfer duty, executor timelines, municipal rates accounts and the way a business may be affected by load-shedding or client concentration if a key person exits too quickly.
- Typically 60 to 90 minutes per meeting
- Can be run with 2 to 12 participants
- In-person or online, depending on location and urgency
- Summary notes issued within 3 business days
Turnaround times and likely timelines
For straightforward matters, the first facilitation meeting can usually be arranged within 5 to 10 business days after the enquiry form is submitted and the key documents are received. If the matter involves multiple parties or several entities, we may suggest a two step process over 2 to 4 weeks so that everyone has time to absorb the first discussion before the next one. Complex family businesses, especially where there are trusts, farming assets or multiple property holdings, can take longer because the decisions need to hold up in real life.
After the final session, clients usually receive a written action list within 3 business days. Where follow through is required, such as updated wills, trustee briefings or a revised succession roadmap, we schedule those next steps into a maintenance calendar. This avoids the common problem of a good conversation fading away while everyone gets back to normal routine.
Pricing approach and what affects the fee
We quote according to the number of stakeholders, the amount of pre work required and whether the facilitation is a single meeting or a series of sessions. There is no one size fee because a family with two decision makers and a simple ownership split is very different from a business family with trusts, second marriages and multiple income beneficiaries. Where appropriate, we may separate the facilitation fee from any later estate planning or trust work so clients can see exactly what they are paying for.
As a guide, smaller facilitation engagements are often handled on a fixed fee basis, while more involved matters may be charged in phases. If there is urgency, such as a health concern or an active succession deadline, we will say upfront whether additional time is needed. The aim is to keep fees clear and the work properly scoped, with no surprises halfway through.
- Fixed fee for defined, smaller engagements
- Phased pricing for multi meeting family structures
- Separate quotes for drafting or implementation work
- Clear scope before any session starts
Keeping the plan current after the handover
Succession is not a once off event. Business values change, children grow into new roles, marriages start and end, and tax rules and estate circumstances shift over time. For that reason, we recommend a review every 12 months, or sooner if there is a major life or business change. That can include a sale, new property purchase, a change in trustees, a new child, or a move between South African towns and provinces that affects admin and family access.
During a maintenance review we check whether the agreed handover still matches the family’s current position. We look at beneficiary details, liquidity assumptions, key person risk and whether the documents still reflect the agreed succession path. For families with active businesses, this is also the point to confirm who would step in if electricity interruptions, illness or travel disruptions affect operations at a critical moment.
- Standard review interval: every 12 months
- Earlier review if there is death, divorce, sale or relocation
- Recommended for trusts, family businesses and property portfolios
- Can be combined with beneficiary reviews and plan reviews
Key facts
| Service area | Stellenbosch base with clients in Cape Town, Paarl, Johannesburg, Durban and nationwide online |
|---|---|
| Typical session length | 60 to 90 minutes per meeting |
| Typical turnaround | First meeting in 5 to 10 business days, summary within 3 business days |
| Group size | 2 to 12 participants depending on family structure |
| Review interval | Every 12 months, or sooner after a major change |
| Pricing format | Fixed fee for smaller matters, phased quotes for complex family or business cases |
