Maximising Growth with a Chief of Staff
The Strategic Impact of a Chief of Staff in Fast-Paced, Expanding Companies
Hello, I am Saurabh Tandon and welcome to the weekly edition of More than Buzzwords. Today’s newsletter is relevant for people looking for a careers as generalists, chief of staff and founders’ office roles. Also for folks already in this profile, looking to get better at their work. The newsletter provides ample frameworks, tactics and examples become your best in such roles. Hope you find value in it.
Let’s dive in!
A CoS isn’t just your typical assistant; they’re a generalist who thrives on variety and yeah – challenges!
Like the Swiss Army knife of your organisation—they are versatile, adaptable, and always ready to tackle whatever comes their way.
You’ll find them juggling roles like project manager, operations guru, and strategic advisor—all while keeping the CEO laser-focused on what truly matters and preventing burnout.
Historically, the CoS role has roots dating back to military leaders like Napoleon, who relied on trusted aides to manage complex operations. Fast forward to today, and this role has evolved into a strategic powerhouse for CEOs.
Imagine being in a startup where everything is moving at lightning speed. You’re juggling growth, team dynamics, and market shifts, and it can feel overwhelming!
Right? Phew!
As Christine Barton, a BCG Managing Director and Senior Partner puts it-
“The context in which CEOs operate today is significantly less stable and more dynamic than it was five years ago, making the Chief of Staff (CoS) role increasingly vital in navigating these challenges.”
CEOs have a never-ending to-do list and not enough hours in the day! Amidst a million tasks flying your way, a Chief of Staff (CoS) swoops in to save the day.
They’re not just gatekeeping; being a big-picture genius and needle-moving prodigy, they’re sorting through the noise and prioritising requests so the CEO can zero in on what really matters.
While the boss tackles those big projects, a Chief of Staff (CoS) handles the rest—like prepping presentations, crunching metrics, and rolling out new processes—setting everyone up for success!
So whenever someone asks me, "What is a CoS?"
I say, "Ask me what they aren't!"
They truly are just about everything!
A CoS embodies the roles of an Executive Assistant, Project Manager, Strategic Thought Partner, Operations Manager, Communications Planner, Event Coordinator, Research Expert, Liaison, and even the Executive’s Stand-in.
What’s the colour and size of a CoS hat
So, yeah, a Chief of Staff (CoS) hat is all about supporting executives and juggling multiple tasks. It can go to any length, comprising strategic planning, project management, and team coordination—but no, it’s not exactly as dramatic or extreme as Veep, a political satire series aired on HBO, made it out to be!
Think of a Chief of Staff (CoS) as the executive’s right-hand person, but the role can be totally different depending on the organisation and the leader!
A Chief of Staff (CoS) is at the heart of CXO's effectiveness, playing an instrumental role in decision-making, collaboration, and driving strategic initiatives. but with a twist!
#1. Their roles and responsibilities include delivering critical projects on time and with high quality, conducting thorough research, translating CXO objectives into actionable plans, and improving systems and operations.
#2. They’re also the ones enabling cross-functional frameworks that keep everything running smoothly. Talk about multitasking!
#3. A successful CoS needs to be a trend-spotter, creating insights on industry shifts while building consensus among teams and driving them toward the common goal.
#4. They prioritise tasks based on the organisational vision and lead without formal authority—basically, they’re the glue that holds everything together!
#5. And let’s not forget their knack for communication; they can articulate ideas like nobody’s business.
CoS might deliver plans for tech transformation projects, whip up annual operating budgets, interview mid to senior-level candidates, evaluate team performance, or even incubate those moonshot ideas that could change the game.
Typically reporting to CEOs, CoS can also lend their magic to CPOs, CMOs, and CSOs in mature organisations.
Why Do Organisations Need a COS?
#1. Making communication effective
As organisations grow, communication can often hit a snag. A Chief of Staff acts as the glue, fostering key internal and external relationships to keep everyone connected and informed.
They’re the behind-the-scenes wizards, often flying under the radar with the expertise to zoom in and out according to the situation.
Being lateral thinkers and non-dogmatic flirters, they are receptive to new ideas and learn through experimentation, fostering innovation and adaptability.
#2. Helps Scaling Efforts
Alex Louisy, the Co-founder and CEO of Upflow, shared his experience after initiating the hiring of a Chief of Staff following their Series A funding.
“As we prepared to grow from 15 to over 50 employees, I realized the complexity of our organization was increasing rapidly. I needed someone who could work alongside me to maximize my impact and help navigate this growth.
My Chief of Staff has been instrumental in streamlining operations and ensuring that as we scale, our vision remains clear and actionable.”
headcount planning can get messy without the right people in the CEO’s arsenal.
#3. Building Informal Leadership
Beyond their operational role, a Chief of Staff plays a vital part in mentoring team members and nurturing future leaders within the organization. This is especially valuable in startups where employees often juggle multiple roles.
Seriously, if you need it done, they’re probably on it!
Their ability as an assertive influencer allows them to make key decisions and sway others, even without formal authority.
#4. Expediting decision making
And let’s not forget the CoS’s knack for making the principal party—the CEO or CMO—shine! They make decision-making faster all while overseeing strategic planning and implementation.
For a CoS, it’s a game of Tetris—fitting all the important pieces together so that the CEO can strut their stuff without tripping over all the details!
Key Hiring Attributes and Questions
#1. Adding value to cross-functional KPIs
Cross functions don’t want to only provide status updates for their projects, they want value to be added to their daily work and an effective CoS provides the same.
This question helps to gauge the problem solving abilities of a CoS in ambiguous situations.
#2. Resolving conflicts between CEO and CXOs
Vision of the CEO might be different from a CXO who has the execute a task.
Making sure full alignment is there, bottlenecks are solved timely and goal posts don’t shift is the job of a CoS. This question helps to gauge if the skew of a CoS is towards meritocracy or authority and designation.
#3. Finding early signs of red flags in key projects
Usually projects are post-mortemed and the by the time they are reviewed for success, its too late to take any corrective actions in the case the project misses it targets.
It is essential to be pro-active & predictive while analysing projects and this questions helps to gauge the ability of a CoS to be agile.
#4. Prioritising needle moving projects from an overwhelming set
Any organisation has about 5-6 key departments and every dept. executes a minimum of 7-8 projects at the same point of time.
So how to we really prioritise 5-6 needle moving projects from a plethora of ~50 projects running in an org. Exactly the job of the CoS!
#5. Executing work from intrinsically & extrinsically motivated people
Not every employee is cut from the same fabric. All carrots and all sticks approach doesn’t work with all the employees.
A CoS must understand the motivation and drives of the team members and informally create internal frameworks on which tactic is the most effective with what team member.
COS Vs. Executive Assistant- Whom to Go For?
While both roles support executives, they’re like apples and oranges—distinct but equally important!
Do you follow me?
Think of a CoS as your strategic partner-in-crime. They work closely with the CEO or COO to align daily operations keeping long-term goals in mind.
Megan McCarthy, a Chief of Staff at Cureatr, says-
“A Chief of Staff is not just an assistant; they are a strategic partner who helps drive the mission of the organisation forward. They manage projects, align teams, and ensure that the executive’s vision is executed effectively.”
Now, let’s flip the script.
An EA is your go-to logistics guru — think scheduling, travel arrangements, and keeping the executive organised. They’re essential for day-to-day operations but usually don’t dive into high-level strategy.
If your startup is in growth mode and needs someone to tackle complex projects and drive initiatives, a CoS is your best bet to turn chaos into clarity.
But if you’re drowning in admin tasks, an EA can swoop in and save the day, freeing you up for some serious strategic thinking.
So, for you what’s it going to be?
Do you have the Makings of a COS? + First 30-60-90 Days as a COS
A successful CoS gotta be adaptable, strategic, and a great communicator. If you thrive in dynamic environments and can juggle multiple priorities without breaking a sweat, you might just be the right fit. So, buckle up – coz it is going to be a wild ride.
And the first 30, 60, and 90 days in your new role will be crucial.
#1. As a Chief of Staff (COS), your first 30 days are all about getting your bearings. It is going to be your “meet and greet” phase! You’ll want to connect with the CEO and product, technology, marketing, and operations heads.
These key meetings help you get the scoop on what makes the company tick—its products, services, and team dynamics. Don’t forget to mingle with different teams to soak up the company culture and understand their roles and challenges.
#2. Moving into days 31-60, it’s time for some serious analysis and yeah number crunching too. You’ll be looking back at what worked and what didn’t over the past year.
This is your chance to develop a strategic plan that addresses any missed goals. Plus, you’ll want to get a good grip on the organizational structure to spot any gaps or overlaps that could use some streamlining.
#3. Finally -- 61-90 days is the time to shift gears and get into execution mode! This is where you can shine by contributing to strategic decisions through market research and data analysis.
Take the lead on problem-solving initiatives to help teams tackle issues before they snowball.
And why not pick a project to manage independently? It’s a great way to showcase your leadership skills while making a real impact
But it is not just about those first 90 days!
And here’s why!
You never know how a CoS in their 5th month stacks up against one who’s been in the game for 14 months.
Frankly, you can never predict --- neither can I!
That’s how dynamic this role is.
Takeaway
The Chief of Staff (CoS) is a dynamic force in any organisation, seamlessly juggling a variety of roles to keep the CEO focused on strategic goals. They manage projects, streamline operations, and enhance communication, ensuring that everything runs smoothly.
As companies grow, the CoS becomes crucial for navigating complexities and fostering collaboration. This role empowers CEOs to execute big while the CoS handles the details, making them an invaluable asset in today’s fast-paced business environment.
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