August 26, 2024
When I first started working as a Chief of Staff in a technology company, executives often ribbed me about the job title: “What is this, the West Wing?”
Fast forward ten years, and I’ve had the opportunity to coach many of those same leaders as they hire and onboard their own Chiefs of Staff. They’ve been amazed to see how a Chief of Staff can help them navigate complexity, boost team engagement, and deliver outsized results.
As one Chief Marketing Officer recently shared, “I was so burned out that I was considering retirement. My new Chief of Staff took over countless tasks that drained my energy and helped me reconnect with why I love this job. I wish I’d hired him 5 years ago.”
But what exactly is a Chief of Staff, and how can one transform the way leaders operate? Let’s explore this emerging role, when leaders should consider hiring for it, and how to set up the relationship for success. We’ll also discuss creative alternatives for organizations that may not yet be ready for a full-time Chief of Staff.
What is a Chief of Staff
A Chief of Staff acts as a trusted advisor and strategic partner to a leader, often the CEO or senior executive. This role includes shepherding critical projects, “air traffic control” communications across functions, facilitating conflict resolution, and ensuring alignment with the leader’s vision and priorities.
Think of the Chief of Staff as the strategic “right hand” of the leader, someone who streamlines operations, improves efficiency, and enables the leader to focus on the most important aspects of their job.
When Should a Leader Consider Hiring a Chief of Staff?
Leaders should consider hiring a Chief of Staff when they find themselves overwhelmed by the sheer volume of tasks and responsibilities that come with their role. When a leader is spending more time managing day-to-day operations than focusing on strategic initiatives, a Chief of Staff can be invaluable. When an organization is growing rapidly or undergoing significant changes, a Chief of Staff can provide the stability and support needed to navigate these transitions smoothly.
How to Set the Role and Relationship Up for Success
Whether you’re hiring your own Chief of Staff or supporting a leader as they recruit and onboard this important role, here are a few points to keep in mind.
Define Clear Objectives: Before bringing a Chief of Staff on board, clearly define the goals and responsibilities associated with the role. What specific tasks will they handle? How will their success be measured? Be sure to leave space for their own unique strengths and contributions, too.Establish Trust and Communication: Regular check-ins and honest feedback are essential. When I work with a leader and their Chief of Staff, I emphasize the value of being willing to “tell each other the kind truth” about what’s going on in the organization.
Empower the Chief of Staff: Provide the authority, access, and resources that any Chief of Staff needs to succeed. This includes access to information, the confidence that their leader will uphold their decisions, and the ability to collaborate with the leader’s peers, direct reports, and the broader organization.Cast a Compelling Vision: Ensure that the Chief of Staff understands and aligns with the leader’s vision and strategic priorities. If these are weak or unclear, engage the Chief of Staff to help make them clearer and more compelling. This alignment is crucial for the Chief of Staff to effectively support and drive the leader’s agenda.
Alternatives to a Full-Time Chief of Staff
If your leader or organization is not ready for a full-time dedicated Chief of Staff, here are several alternatives to consider.
1. Structure a Rotational Role
Consider making the Chief of Staff role part of a rotational program for high-potential employees. This approach helps emerging leaders elevate their perspectives and priorities beyond their individual functions while gaining valuable experience and exposure to strategic decision-making. It can also help identify future Chief of Staff candidates from within your organization.
2. Assign Chief-of-Staff Tasks as Developmental Opportunities
Identify specific tasks that a Chief of Staff would otherwise take on–such as All Hands event preparation, joint strategic planning, or cross-functional project management–and distribute this work among high-potential employees. This not only provides developmental opportunities but also helps leaders manage their workload more effectively. It’s a win-win: leaders get the support they need, and high-potential employees gain valuable experience.
3. Engage Internal Shared Services or External Fractional Services
If a full-time Chief of Staff isn’t feasible, consider leveraging internal shared services or engaging external fractional services to meet the leader’s needs. Internal shared services teams such as Communications, Finance, or Event Planning can handle some tasks traditionally led by a Chief of Staff. Meanwhile, external fractional services can tap into experienced professionals on a part-time basis. This flexible approach allows organizations to access high-level support without prematurely committing to a full-time hire.
What's the Right Next Step for You?
In an age of disruption and distraction, the role of the Chief of Staff is becoming increasingly vital. Whether you decide to hire a full-time Chief of Staff or start with alternative approaches, the key is to ensure that leaders have the strategic support they need to thrive. By understanding the role, knowing when to hire, and setting up the relationship for success, you can unlock the full potential of this strategic right hand and navigate the future with confidence.
Looking to empower your Chief of Staff and accelerate their capabilities? Connect with Rebecca.
Looking to grow your talent strategy? Book a call with one with one of our consultants today.