Setting Up a Family Office: Navigating Challenges and Creating Value

Hubbis recently hosted a thought-leadership discussion and lunch at Zuma in the DIFC, in collaboration with Bryan Henning, SVP, Head of International at Eton Solutions. The exclusive gathering brought together senior management from Single and Multi-Family Offices, along with professional service advisers in Dubai, including private client lawyers and tax experts. The topic of discussion, "Setting Up a Family Office: Challenges and Consequences," covered critical issues such as the need for family offices, tax implications, governance, and the growing role of technology and AI in managing the complex needs of ultra-high-net-worth families.

The concept of the family office has gained significant traction in recent years, particularly among ultra-high-net-worth (UHNW) families seeking to manage their wealth and estate in a structured and personalized manner. The UAE, with its stable political environment, favorable tax regime, high quality of life, and sophisticated legal infrastructure, has become a magnet for such families. In response to this growing trend, Hubbis, in collaboration with Bryan Henning, SVP, Head of International at Eton Solutions, hosted a thought-leadership discussion at Zuma in the DIFC, Dubai, to address the pressing issues involved in establishing and managing a family office.

The event brought together a select group of senior management from Single and Multi-Family Offices and professional service firms, including private client lawyers and tax advisers, to explore the challenges and consequences of setting up family offices, and to share best practices in navigating these complexities.

Why Do You Need a Family Office?

One of the first topics discussed at the event was the fundamental question: Why do ultra-wealthy families need a family office? The answer lies in the growing need for customized and holistic wealth management solutions that cater to the specific requirements of UHNW families. The attendees shared insights on how a family office enables the integration of asset management, legal services, tax planning, and succession strategies under one umbrella, ensuring that family wealth is managed and protected for future generations.

Family offices, whether virtual, multi-family, or traditional, serve as centralized platforms for managing the complex financial and personal affairs of UHNW families. Participants highlighted that the decision to establish a family office depends largely on the family’s goals, the complexity of their assets, and their need for tailored services. For some, the primary focus is wealth preservation across generations; for others, it may be legacy planning or philanthropy.

Key Considerations and Tax Implications

Setting up a family office, especially in a jurisdiction like the UAE, comes with its own set of challenges, particularly around tax planning. The discussion emphasized the importance of a thorough understanding of local and international tax regimes. While the UAE offers significant tax benefits, including no personal income tax, global families must consider their home country’s tax laws and how cross-border wealth transfers might be affected.

Bryan Henning and other experts underscored the need for specialized advice on tax structures as well as the ability to operationalise this advice within the family office within an appropriate reporting system. Missteps in tax planning can lead to unintended liabilities, including double taxation or penalties from tax authorities. Additionally, the forum discussed the importance of aligning family office structures with tax-efficient vehicles such as trusts or foundations, which can protect assets and enhance long-term wealth planning strategies.

Family Office vs. Investment Office: The Division of Responsibilities

A key point of debate was the distinction between a family office and an investment office. While both handle financial matters, a family office typically manages a broader range of services, including estate planning, lifestyle management, and philanthropy, while an investment office is primarily concerned with managing the family’s financial portfolio.

The participants discussed how, for many families, this division is not always clear-cut. A well-structured family office should strike a balance between managing personal affairs and investing wealth prudently. One approach shared at the event was the use of external Chief Investment Officers (CIOs) to manage portfolios and aggregate accounts across multiple financial institutions. This allows family offices to optimize investment strategies while focusing on other essential functions such as governance, risk management, and intergenerational wealth transfer.

The Role of Technology in Family Offices

One of the most dynamic discussions revolved around the increasing role of technology in family office management. Family offices are increasingly adopting advanced software solutions to centralize their operations, facilitate secure communication, and manage data efficiently. This digital transformation is key to improving reporting accuracy, data encryption, and overall operational efficiency.

The discussion highlighted the use of AI and EtonGPT technologies for document management, streamlining administrative tasks, enhancing security and creating generative inferences on their underlying financial information in a timely and seamless manner. Many of the attendees emphasized the importance of cybersecurity in protecting sensitive family data, particularly given the rise in cyberattacks targeting wealthy families and their assets. Platforms that offer secure, encrypted communication channels and customizable access permissions were regarded as indispensable tools in managing the complex needs of family offices.

Moreover, the forum noted the benefits of integrated software solutions that provide centralized databases for accounting, tax reporting, and investment management. As the complexity of managing family wealth grows, particularly across multiple jurisdictions, these systems help family offices maintain comprehensive oversight of all assets, ensuring that no financial detail is overlooked.

Governance: Ensuring Compliance and Accountability

Governance emerged as a crucial topic during the event, with attendees discussing the importance of creating transparent and accountable family office structures. Establishing clear governance frameworks is essential for ensuring that the family office operates smoothly and aligns with the family’s values and long-term objectives.

Participants debated the challenges of keeping abreast of evolving legal and procedural requirements, particularly in cross-border contexts where families may have assets spread across different countries. The conversation underscored the need for regular legal reviews and risk assessments to ensure compliance with all regulatory obligations. Failure to stay current with legal and tax requirements can expose the family office to reputational and financial risks.

Additionally, governance was also discussed in the context of generational transition. Many family offices struggle with succession planning, particularly when it comes to passing on leadership and decision-making responsibilities. Participants shared best practices for ensuring that younger generations are adequately prepared to take over the family office’s operations, including training programs and structured involvement in decision-making processes.

Common Pitfalls: What Typically Goes Wrong?

No discussion on family offices would be complete without addressing the common pitfalls that many face. According to Bryan Henning, one of the most significant challenges is managing expectations. Families often underestimate the complexity and cost of setting up and running a family office, particularly when starting with a relatively modest wealth base. The forum emphasized that establishing a family office with less than $50 million in assets may not be cost-effective due to the operational and compliance overhead involved.

Another common issue is a lack of coordination between different service providers. Without a centralized platform or clear communication, families may find themselves with fragmented and disjointed advice, leading to costly mistakes or missed opportunities. The solution, as discussed, lies in using integrated technology and establishing strong governance frameworks to ensure seamless collaboration among all stakeholders.

AI’s Role in Family Office Efficiency

A final and highly engaging point was the role of AI in driving operational efficiencies within family offices. As the complexity of managing UHNW families’ affairs grows, AI can play a transformative role in automating routine tasks, analyzing financial data, and even supporting decision-making processes. For example, AI-powered tools can help family offices optimize their portfolios by analyzing large sets of financial data in real-time, flagging potential risks, or identifying opportunities for tax efficiency.

While AI offers many advantages, participants also stressed the need for human oversight. Family offices, particularly those dealing with sensitive family dynamics and complex legal structures, require a personal touch that AI cannot fully replicate.

Navigating the Future of Family Offices

As the event at Zuma made clear, setting up and managing a family office is no small feat. The complexities involved—from tax planning and governance to technology integration and family dynamics—require careful consideration and expert guidance. However, with the right approach, family offices can provide UHNW families with the tailored solutions they need to manage their wealth, protect their legacy, and navigate the increasingly complex global landscape.

In today’s rapidly evolving financial environment, the future of family offices lies in their ability to adapt, embrace technology, and provide holistic, customized services. With AI-driven tools, secure platforms, and a focus on governance and compliance, family offices can continue to play a critical role in managing the wealth of the world's most affluent families