Last week, we covered five tips for first-time board members who are preparing for their first board meeting. There is a lot to learn—both about the company and its culture, as well as the board and its culture. Continuing last week’s column, here are more suggestions on how to be an effective, productive part of a company’s board.

6. Be prepared

Study and assimilate each meeting’s materials that the company has sent you, and do so before the meeting. Don’t use meeting time to read materials you had received in advance. It will be embarrassing for you and annoying to others if you appear inattentive and disinterested, or if you ask a question that was answered in the board materials. Be attentive during meetings—listen, observe and think.

7. Observe and use your wisdom and instincts.

Directors should exercise their wisdom. Being wise involves more than intelligence and good instincts: it requires knowledge, experience, observation, and assessment. This combination of skills and talents produces judgment that, over sufficient time, can lead to wisdom. You have already developed business acumen, but to become a wise director, you must learn how to hone your observation skills.

A wise person once said that you have two eyes and ears, but only one mouth; use them accordingly. Listen and observe at least twice as much as you talk. This is particularly applicable for your first few board meetings, when you are learning not only about the company, but about how the board works in practice—the personalities, the dynamics, and how the directors interact with each other and with the executive team.

Observe the board’s social culture, that is, the relationships and interactions among directors, themselves, and with the company’s management. What are the board’s unwritten rules and traditions? Does it have a developed “style” or way of conducting its business? Just how formal or informal, courtly or direct, are these interactions? A board’s social culture can vary greatly by industry, geography, and the company’s age. A Silicon Valley tech company’s board may operate and interact much more informally than a hundred-year-old northeastern industrial company’s board.

Do directors seek consensus, or do they move rapidly to a vote? Are there factions on the board? There can be, particularly when various constituencies like unions or large shareholders have won representation. If the board is consensus-driven, think about how you can use your facilitation skills in helping arrive at consensus; if it is decision-driven, think about how you can help sharpen the issue and state the question.

Remain observant before you enter and after you leave the boardroom. Many boards have a directors’ dinner prior to the board meeting. Do they use the time to discuss business or is it more about building relationships? One new director of a manufacturing company got off on the wrong foot by monopolizing dinner conversation talking about his gun hobby when the board typically used the board dinner to continue discussing company matters. He should have listened before “pulling the trigger.”

8. Understand your role, the board’s role, and management’s role.

A common mistake that new directors make is not knowing the difference between management’s role and the board’s role. We all know that officers manage a company and run its operations, and that directors oversee management on behalf of the shareholders and authorize and approve certain actions as law or stock exchange rules may require. Your questions and comments should reflect that you are performing this oversight role.

Directors are elected by the shareholders to represent the shareholders’ collective interests—not the interests of the CEO and not the interests of any particular shareholder or group of shareholders, with some rare exceptions. Again, your questions and comments should reflect that you are performing your oversight role on behalf of all shareholders, and not any particular faction or constituency.

While we are on this subject, one gripe we hear from senior management is that some board members try to foist their friends who are consultants or attorneys on the company when not requested. One CEO complained about a board member who asked management to meet with management consultants to whom he owed favors. These special favors waste management’s time and are not needed and inappropriate. Similarly, don’t recommend friends, contacts, or family for positions with the company unless asked.

9. Don’t point out every inconsequential error.

As a board member, you will be bombarded with information, data, and reports. Inevitably, you will find a few typos or numbers that don’t match up. Avoid wasting time by bringing up every mistake that you encounter. “Senior management is under a tremendous time pressure to get these board packages out, and they’re usually voluminous,” an experienced board director told us. “There are going to be inconsistencies in the data between when the CFO put his page together and the COO put his page together.” Focus on what is material, and don’t dwell on the inconsequential.

10. Ask for a mentor.

Many boards offer a formal on-boarding program and orientation for new board members. If your board does not have one, ask the Chairman, Lead Director or Chairman of the Nominating & Governance Committee for a mentor to help you assimilate quickly into the board.

11. The company’s employees are not your employees.

When you ask management for something—especially when it is for you—be cognizant of what you are asking for. Is it important to you performing your role as a director? Is it time-sensitive? Realize that management drops everything when directors ask for something. Be sensitive to their time.

12. Be available, and be of service.

One of the most common complaints we hear about board directors is that getting them together outside of scheduled board meetings can be like “herding cats.” Many board members are retired and serve on other boards, while others are still working. Everyone has demands on his or her time, but to be a successful board director, you must be available and responsive outside of meetings. Your responsibilities to the company shareholders and the board do not end when you walk out of the boardroom.

Likewise, don’t be afraid to go above and beyond the call of duty. One CEO raved about his new director because the director had asked if he could visit stores with the CEO after the board meeting. Another new board member of a company that was making a major acquisition told the CEO that if it would be helpful, she would be pleased to meet with the management team to share her experience with a similar type of transaction. As a board director, seek out ways to demonstrate that you are engaged and committed.

Continue reading for more expert advice on effectively communicating as a board director.

Over the years, we have definitely seen our fair share of wacky interview questions here at The Alexander Group (TAG). Some, like the client who asked business continuity candidates how they would keep their lawyers in the building following the recent East Coast earthquake, are spot-on and give real-life examples of how the candidate deals with stress. Others like, “If you were shrunk to the size of a pencil and put in a blender, how would you get out?” (reportedly from Deloitte), seem just a little less relevant.

We believe by asking the right interview questions, an employer can avoid some of these hiring mistakes by getting a picture of who the candidate is at their core and how well they will be able to become an integral part of your organization. Here are a few of the basic questions we often ask and we recommend to our clients in order to avoid one of those dreaded hiring mistakes.

1. What three adjectives best describe you? This simple question can provide speedy insight into how a candidate operates (or how they would like to operate). Not only will someone list whatever they believe are their most impressive attributes, you’ll also get the ones that come to mind first. Did they say they are inclusive? Decisive? Purposeful? As a firm, TAG has been asking this question for twenty years, and no one ever responds with the same three adjectives.

Depending on what kind of leader you’re looking for, this question gives quick insight into what the candidate thinks of themselves in a business setting. Watch out for the candidate who can’t come up with three words, however. We remember a candidate for CFO position with a highly entrepreneurial, rapidly growing company who sat in total silence for an entire two minutes before responding with “thoughtful” and “methodical” (well no kidding!). He then asked if he could email us later with a third adjective. Given the fast-paced atmosphere at the company, it should come as no surprise that we did not move forward with him for this role.

2. In just five minutes, tell us about yourself (and start at the beginning). We like to begin an interview with this question. It allows the candidate to hit the highlights, but if you’ve read their resume, you already know those. What the answer really tells the interviewer is how good the candidate is at listening and following direction. A candidate who actually followed your instruction within the five minute time frame is a rare gem. After all, you don’t want to be sitting there 40 minutes later, while the candidate still prattles on about their high school marching band. Having them start with their childhood may also help you understand what their lifelong passions are. We recently had a candidate whose loss of his father to a brain tumor at a young age inspired him to pursue a career in neuroscience. Understand what makes your candidate tick at a personal level, and you can get a feel for what will be important once they are making decisions for your company.

3. What is your management style? And how do you like to be managed? One of the most challenging aspects of bringing a new executive into your organization can be meshing their (new) leadership style with the existing philosophy. For example, some of my colleagues once interviewed a candidate who responded that he was not a micro-manager; in fact, he liked to spend as little time dealing with his direct reports as possible. Unfortunately for the candidate, the client’s company culture was particularly collaborative and they were looking for someone who was willing to get down in the trenches with his team. Needless to say, he didn’t get the position.

4. What has been the hardest time in your career? This is a great question to see how the candidate has been able to handle sticky situations or overcome difficult hurdles. Do they describe it with humility and tell you how they solved the issue, or do they pass the blame to others or chalk it up to circumstances “beyond their control”? A great candidate will also be able to tell you how it made them a better person and strengthened their career.

Of course, the answers to questions like these may make that hiring decision more paralyzing than ever if you aren’t quite sure what kind of person you’re looking for. While measurable skills and past career successes may be exactly what you’re looking for on paper, you’ll be back at that interview table again in a year if you can’t articulate what personality traits will be most effective in your organization.

To identify these characteristics, ask the questions above of your own organization. What are three adjectives that describe your culture? Is the structure highly matrixed or does management have more of a top-down approach? What has been the greatest challenge in recent years, and how did your organization approach it?

By recognizing how the company operates from a motivation and community standpoint, you’ll be able to identify your front-runner candidate who will want to put their whole heart into the position.

Iconic Songstress Adele Would Be a Great Addition to the C-Suite

I recently scored tickets to Adele’s opening night concert in London. It was as spectacular as you would expect and as the ticket prices reflect. Even after reviewing the concert for Culture Map, I have not been able to get the concert out of my mind. And of course, being in the business world, there must be some business lessons to learn that will allow me to savor the experience, at least on paper, a bit longer.

Adele’s meteoric rise is obviously tied to her talent. But there is more to maintaining iconic status than just talent. She has many talents that I see in successful CEO’s.

1. She is Efficient
The tickets stated a start time of 8 pm, and the website said that Adele would start on time and end about 10:30. Although Adele was a few minutes (less than 15) late, it was because the 20,000 sell-out crowd was slow getting to their seats. And despite a seemingly unstructured concert with lots of give and take, the concert was smoothly orchestrated, and indeed ended on time. Compare this time efficiency with Madonna, who is making herself notorious these days for starting shows as much as 2 hours late. Time is money, and time management is an indication of both one’s reliability and value placed on fans (clients and customers). Use your time well. Do what you say you are going to do.

2. She Is Authentic
After her first three songs Adele said, “I have so much to tell you,” and started chattering away about her son, her tour, the crowds in Belfast, breast feeding, a skin blemish, and how awed she was to be at the Oscars. It was not scripted; it was as if she were talking to an old friend. She was just being herself, and that authenticity gave her beautiful songs so much more meaning and emotional depth.

3. She is Vulnerable
Adele opened the show with her number one hit single, “Hello,” singing the first few words and then letting the audience finish the song because she was overcome with emotion. “I’m so nervous,” she said, that “I thought I was going to burst into tears as I came up to the stage.” She understands that being open and sharing her experiences does not equal weakness.

4. She Made the Audience Feel Special
Adele reached out to individuals in the audience, stopped the concert to take selfies with them, and acknowledged the various placards that he fans were waving. Even in a venue filled with 20,000 fans, everyone felt she was singing just to them. To watch her do this so naturally made me think about the times we all miss opportunities to make our colleagues feel seen, heard and valued. She displayed a well-known trait of highly successful executives, to make someone feel like they are the only one in the room.

5. She Is Confident
To interact with a large audience, calmly and enthusiastically, to respond to fans yelling your name, and to engage on a personal level with fans takes a huge amount of confidence. Think about the concerts or performances you have been to. Even pros such as Paul McCartney, Bono and Bruce Springsteen limit their interactions to specific, scripted times in their concerts and for the purpose of dancing to a song. Not Adele. She said, “I’m really eager to talk to you,” and proceeded to do just that. She even addressed the fact that some in the audience may not be adoring fans and confidently stated, “Those who didn’t want to come or came because of a friend I’m going to win you over.” And she did.

6. She is Grateful
Adele simply but impactfully thanked the audience, repeatedly and in different ways. “I know it is hard to get out on a Monday night.” “Thank you so much for coming to see me.” “Thank you so much for waiting between my albums for me to come back.” “Thank you for giving me some privacy to raise my son.”

7. She Has A Healthy Sense of Humor
After her fourth song she cracked, “you know my songs are tear-jerkers. This one isn’t so you better stand up and dance while you can.” When she asked someone from the audience who she had invited to the stage because he yelled he came from Brazil when he had arrived and he answered, “last year,” she laughed as hard as we did.

8. She Keeps It All In Perspective
Although it is the source of much of her personal and financial accomplishment, Adele knows that performing doesn’t define her. She stated “these next 93 concerts (she will be touring through the end of the year) are not my life.” She later said, “I don’t even know how to put on make-up. This me –all dressed and made up—is not me.”

9. She’s Got Talent
And of course, she has a voice that is one of the best of our generation.

And what is Adele’s advice for the audience?
Find your passion. Adele spoke of her passion for music, but more importantly, that having a child was “singularly the most important thing I have ever done in my life. I’m so incredibly proud of myself for bearing this child.” Whatever you do, find your passion—something that you love.

MANAGING DIRECTOR JOHN LAMAR RECOMMENDS CLINT HILL’S “MY TRAVELS WITH MRS. KENNEDY”

John Lamar’s latest book recommendation is “My Travels with Mrs. Kennedy,” written by New York Times and USA Today bestselling author Clint Hill.

Hill was a U.S. Secret Service Agent from 1958 to 1975, serving five presidents—Eisenhower, Kennedy, Johnson, Nixon, and Ford. He was in the motorcade in Dallas on November 22, 1963, assigned to protect First Lady Jacqueline Kennedy, when President John F. Kennedy was assassinated.

His latest book includes humorous stories and intimate moments, as well as startling details about how traveling helped them both heal during the excruciating weeks and months following the assassination of President John F. Kennedy in November 1963. He also writes of the year he spent protecting Mrs. Kennedy after the assassination, a time in his life he has always been reluctant to speak about.

As Hill’s friend and neighbor, Lamar has had the privilege of knowing the man behind the stories but still finds himself awestruck by Hill’s experiences as a U.S. Secret Service Special Agent.

“He is a remarkable man and a dear friend. He is 90 years old yet sharp as a tack,” John Lamar said.

For an in-depth look at Hill and My Travels with Mrs. Kennedy, visit The Today Show link.

All of us have friends, family or co-workers who just seem unable to find that next position. Although The Alexander Group is not on that side of the placement business, we have counseled untold numbers of executives seeking positions. Here are six tips you can offer your friends that will make you seem like the guru of career counseling.

1. Re-evaluate your resume.

Ask friends, especially those who are in human resources or any type of writing field to critique your resume. It is very difficult to prepare your own resume. Remember that a resume should show how you made your company a better place. Hiring managers are interested in a resume that outlines not just responsibilities, but quantifiable achievements. If you have a broad background, you may need more than one resume depending on the position for which you are being considered

2. Get fit.

Once you get your resume into shape, it’s time to get yourself into shape. Use the extra time you always wished you’d had to get to the gym, the tennis court, the yoga studio, or just outside for a long walk. The benefits of a workout regimen while you are job searching are numerous. First of all, it can lend some structure to your day that you might be missing without a full time job. By marking it on the calendar, you’ll know you have something you can plan your day around. Secondly, getting those endorphins going will reduce your stress and provide a boost to your mood. Last but not least, the physical benefits of getting in shape will make you feel strong, confident, and increase your self-esteem during a challenging time. Working out and making sure you have a strong body is one thing you can control when other parts of your life are unpredictable.

Use LinkedIn.

LinkedIn is a tremendously important tool for many career-related purposes: getting new business, checking references, following particular companies, locating people from your past. Many believe that it is enough to be registered on LinkedIn. Not so. As we’ve written about before, anyone seeking a new position should have a picture, a fully completed profile and should be aggressively adding contacts.

We recommend spending a minimum of 30 minutes to an hour of each day reaching out to potential contacts such as search firm professionals, past and present business contacts, former managers, classmates, friends, etc. Additionally, add a couple of recommendations from past managers or co-workers and join academic and/or corporate alumni groups. Spend time examining the connections of your contacts. Do any of your current contacts have friends who could possibly help you? Use Google to find articles on how to use LinkedIn in your job search. If your job seeking friend cannot do all of the things mentioned above, then they are running a race blindfolded.

Understand what recruiters can and cannot do.

Most people misunderstand what recruiters and executive search professionals can and cannot do for them; this is especially the case for retained executive search firms. We often hear complaints from job seekers that Korn Ferry, Russell Reynolds—and any other retained firms you can name—refused to meet with them. But please understand that there is a distinction between recruiters and headhunters. Headhunters represent candidates. Recruiters represent the hiring organization and—in the case of a retained search firm—are retained to identify and recruit talent for a specific position. Given a choice between meeting the needs of an existing client, meeting with a prospective client, or advising a job seeker, most of the time, job seekers come last.

There is an exception to this rule: If you or your company had a relationship with a search firm before you were unemployed, then the above should not apply. Search firms are interested in relationships, and if you have given a search firm business, don’t hesitate to ask them for help reviewing your resume and introducing you to other partners in their firm. They owe you. And if a retained search firm has helped you, don’t thank them by referring all of your other out-of-work friends to them. Thank them by telling them that, once you get a new position, they will get your first search.

Be your own headhunter.

Encourage your friends to embrace introspection, research and responsibility. If you could design your own position, where and what would it look like? Can you think of specific companies that attract you? Do you know anyone at these companies? Some will say “I just want to get back to work again”. But, if you are not working, why not spend time thinking about and researching what type of company would be a fit for you. After all, who knows what makes you happier better than you? Job seekers must assume responsibility for their job search, at least in terms of being clear on what they want. Don’t assume a new position will fall into your lap. Do not be afraid to send your resume directly to the president or board member of the company. It may be better received coming from you rather than a recruiter.

Don’t get discouraged.

It is hard not to get discouraged, believe that your networking efforts are not working or, worse, take the rejection personally. As an old friend said to me, “There have never been two winters in a row.” Nothing lasts forever—including your current job (or unemployment) stress. Approach your search for a new position as a gardener approaches planting flowers. Not all flowers or leads may bloom. With bad weather conditions (i.e. the economy), maybe only one flower or lead will bloom. But, this should not stop you from continuing to plant the seeds or reaching out to new contacts because it only takes one for a new opportunity. The next contact you make may be the one.

Ask for help—both personally and professionally. Many find it hard to reach out and say “I’m struggling and feeling despondent.” They think it denotes weakness. Force yourself to reach out to friends for reinforcement and encouragement and vow to yourself that you will give the same support to others. You cannot get what you don’t give.

WET CIGARS, POLYESTER SUITS AND POINTED-TOE SHOES — EXECUTIVES SHARE THEIR (BEST) WORST INTERVIEW STORIES

At The Alexander Group and Alex & Red, we have collectively conducted thousands (and thousands) of interviews in our three-plus decades in executive search. We’ve seen the good, the bad and the ugly, and we have shared a few of our less impressive interview experiences here—partly as cautionary tale, partly for our readers’ amusement.

This time around, we asked clients, candidates and friends of the firm to share their (best) worst interview stories. Here are the ones that left us shaking our heads, laughing out loud and nodding in empathy. Who doesn’t have a story like these?

The air up there

“As a second-year law student at the University of Chicago, I was going through the law firm interview process for the first time in my life,” shares one legal executive. “I found myself in an interview with a posh and somewhat patronizing partner from an L.A.-based firm. About five minutes into the interview, he asked me whether I was in the top 5 percent of my class. I promptly assured him that I almost certainly did not breathe such rarefied air. He then informed me that his firm’s policy was to only hire students in the top 5 percent of their class.

“Flippantly, I responded, ‘Every firm says that, but the top 5 percent of students can only be spread so thin.’ He assured me that his firm has always managed to fill its needs fishing in such a tiny pond. We then silently stared at each other for what seemed like hours, at which point I thanked him for his time, excused myself, and slunk out of the interview with 20 minutes to go.”

Right on time?

A former trial attorney turned leadership coach recalls this story: “In the days before digital calendars, I showed up for my interview to clerk for a well-known Federal Court Judge only to find that his administrative assistant had written the appointment down for a week later. She was mortified and apologized profusely. I graciously put her at ease and said I’d be happy to come back in a week. She and the judge both felt so bad, they insisted I stay and the hour passed pleasantly with repeated apologies from them and kind demurs by me.

“When I returned home, I double-checked my desk calendar—and realized that I had in fact showed up a week early!”

When HR falls over backwards for you… literally

An executive in the energy industry learned early in his career to keep his ego in check: “I interviewed with Boeing while a student at MIT Sloan (the business school of the Massachusetts Institute of Technology). I walked into the room to find to my great disappointment not a senior corporate executive but a junior HR associate. He leaned back in his chair and fell over backwards on the floor. He then proceeded to ask me some rather basic math questions, which I found insulting. I said I was not interested in any further discussions with him, and I left.” That was wrong, he admits. “I should have kept my ego in check and used the opportunity to impress him with my skills. I never repeated the mistake.”

At the wrong end of a wet cigar

“Years ago,” shares one law firm executive, “I spent a day with a firm in Chicago. I had five good interviews and one awful one—and the awful one was with the Managing Partner. He spent most of the interview pointing the wet end of a cigar at me and was highly agitated. Every time I thought I nailed a question, he just seemed more upset. I tried harder with every question to show him I had what it took to do the job. I tried to connect with him on a personal level. Nothing seemed to work. The cigar kept coming.

“I was hugely relieved when the HR representative arrived to escort me to the next meeting. The managing partner didn’t shake my hand or even say good bye; he just said good luck and turned back to his computer and piles and piles of paper.

“Just like in sports,” he advises, “you can’t let one bad play turn into a string of bad plays. You have to focus, play your game and not get shaken. If you can’t turn it around, you can walk away confident that it isn’t a good fit.”

What’s wrong with you?

An executive seeking a new position, before she landed her current position at JPMorgan Chase, spoke to the head of a contingency search firm. She relayed this conversation: “The consultant opened with, ‘Here’s the problem with you: You don’t make enough money for your level. People are going to think there’s something wrong with you.’

“I looked at the consultant from the contingency firm, knowing full well that this would be the last conversation we had, and said, ‘here’s my concern with you representing me as a candidate: If you can’t present my skills and experience (and tenure) as ‘the deal of the century, even if we all we do is bring her up to market’, then I am not sure we have anything else to talk about.’

“Needless to say, that was the last time I entertained a cold call from that firm.”

You can be too prepared

A legal executive with a multibillion-dollar corporation was interviewing with an international consumer packaged goods company for a Deputy General Counsel position. “I was so convinced that the role was right for me that, at the interview, I became deeply engaged in a conversation with my interviewers about their business issues and the legal risks associated with them. I thought we had engaged in a concrete and practical business discussion. The feedback from the recruiter, however, was that I hadn’t let my interviewers get a word—or question in—edgewise! When I returned for the second round, I was conscious of the number of questions I asked. It was a lesson to me to pay attention to the dynamic of the interview and let the interviewer guide the conversation.”

What are you implying?

An experienced HR consultant recollects one interview with the head of the legal department who also managed the HR function (always a red flag, says this consultant). “He rambled on without focus about the HR team being relatively junior, etc. etc. He then simply stopped speaking. I paused a moment and then asked, ‘Is there a question for me?’ His smug response to me was, ‘It’s implied.’

“I just stared at him and went on to discuss my approach to mentoring. I did not elect to proceed with the ‘process.’”

More best of the worst:

A successful journalist once applied for a job with Investor’s Business Daily as a writer. The interviewer asked him if he knew what an investment banker was. He misunderstood and replied, “An investment anchor is someone that anchors all the transactions together.” It was a short interview.
“As he entered the room,” Abby Buchold, Research Associate for The Alexander Group, recalls, “my interviewer yelled ‘just do your job!’ at a maintenance worker in the hall outside his office. I finished the interview, but politely declined to return for round two.”
One HR consultant discloses an interview with a Vice President of HR, during which “he never turned around to look at me. I talked to the back of his chair the entire hour. He did hire me though—my first HR job!”
Another executive was asked if she was going to work when she had kids. “I was 25 and single.”
Our Founder and Managing Director Jane Howze remembers this early interview: “I flew into town to for an interview. Ted, the hiring manager, wasn’t there. His staff was obviously embarrassed; as one person frantically tried to find him, another tried to make up for it by saying ‘this is Ted’s office; here is where Ted has coffee every morning; here is where Ted sits in the law library.’ After two hours, I flew back home, never having met Ted. I learned later that Ted was a bit of a problem.”

Polyester and pointed-toe shoes

“When you grow up in Mount Pleasant, Michigan, your fashion choices are limited,” laughs one investor who began his career in law. “In my first year of law school, I interviewed with the big-three Detroit firms. I show up on interview day in a medium gray polyester suit, peach-colored tie, and $8 Bally loafers with pointed toes—sadly they were navy and not black or brown. On this fateful day, I’m watching my classmates in dark gray and navy wool suits, and I look like my grandpa Hanson at a funeral! I later learned from a classmate of mine who joined that law firm and saw my application, that the interviewing partner had written a big “NO” across the entire page of my evaluation form.

“I was making great grades at law school, defying the odds, but I wasn’t getting any job offers. The next year, I got smart. I went to Sears in Ann Arbor—I still remember standing at the cashier’s counter—and bought a navy-blue pinstriped “King’s Road” suit for $89 and a lawyer-like pair of tasseled loafers. That year, I got the first permanent associate offer out of Dickinson Wright. And the difference was an $89 suit.”

ALL ARTICLES

Strategist. Gatekeeper. Advisor. These aren’t just buzzwords for resumes or LinkedIn profiles. They are the critical duties of a role becoming prevalent in the C-Suite.

TV shows like “West Wing” and recent turnover at the Presidential level have attracted national attention to the role of Chief of Staff. Once primarily a government or military role, Chiefs of Staff (COS, for short) are beginning to appear on the rosters of non-government organizations. The trend began in the tech industry about five years ago as many former government officials left D.C. to join Silicon Valley startups.

“I first saw the role emerge more than 10 years ago in the financial services space,” says Jane Howze, Managing Director at The Alexander Group. “Larry Green held the title at Tudor Pickering Holt & Co. for six years, working side by side with President and Founder Dan Pickering.”

Today, the role has spread into banking, arts, professional services firms, and media. Warren Buffett has a Chief of Staff, as do Amazon’s Jeff Bezos and Merck CEO Kenneth Frazier. Venture capitalist Peter Thiel’s COS famously went on to become Chief Technology Officer of the United States.

Demand for transparency, corporate accountability and the rise of social media mean that many chief executives are becoming more like politicians or public personalities, spending more time connecting with the public and media. Chief executives need a way to offload the work that isn’t getting done. Enter the Chief of Staff.

A springboard to the C-suite

As a researcher for an executive search firm, I often identify Chiefs of Staff as potential C-suite candidates: Chiefs of Staff learn first-hand what it takes to run and grow a business, and the experience can accelerate their careers. They have valuable operations, financial or human resources experience—or all of the above—and make excellent candidates for Chief Operations Officer, Chief Strategy Officer and many other C-Suite roles, depending on the search.

Chief of Staffs are also highly influential: This influence has helped women and people of color in the role forge their own unique career paths. “They are being positioned as the next wave of C-Suite executives themselves which is really exciting,” says Caroline Pugh, COS to President of CareJourney. “The chief of staff role could be the very role that finally evens out the gender disparity in boardrooms.”

Karen van Bergen, former CEO of Omnicom Public Relations Group, spent three years as Chief of Staff to the President of McDonald’s Europe before she advanced to the CEO role. Today, she serves as Dean of Omnicom University, the holding company’s long-standing management development program. Kathleen Lynch joined UBS Group Americas as Chief of Staff and a strategic advisor to senior management; today she serves as Chief Operating Officer.

”It’s the best leadership course you could potentially take,” said Nate Jenkins, Chief of Staff to Founder and Chief Executive of Sidewalk Labs, Daniel L. Doctoroff. “I am expanding how I both take in information and make decisions.”

What are typical responsibilities?

Beyond being the chief executive’s right hand, a COS will likely take on a specific focus while acting as a trusted partner for the chief. Sound ambiguous? “No Chief of Staff is the same,” according to Scott Amenta, another Chief of Staff profiled in a recent New York Times article. Dennis Yu, Chief of Staff at Chime, described the role as a “foil to the principal”. Like a weird kind of work twin? “Yes,” he replied.

Maggie Hsu, former Chief of Staff to the Zappos CEO, describes the variety of responsibilities a Chief of Staff may take on:

Administrative. These could include scheduling and planning meetings, attending along with the executive to take notes, and later following up on post-meeting action items. They may coordinate the executive’s calendar, keep critical contact information updated, and help them prioritize their tasks. It is important that a COS be organized, efficient and flexible.
Project management, such as tracking important initiatives, keeping stakeholders updated on a project’s status, and managing project teams. An ability to build relationships between business units is an important skill for a COS focused on project management. It is also important to be able to track the full lifecycle of a project from start to finish while keeping an eye on the big picture.
Financial. This could include running the budgeting cycle, conducting quarterly business reviews, preparing for board meetings, tracking financial metrics, or evaluating investment opportunities. This blend of administrative and strategic duties is a common task for a COS.
Strategic initiatives. It’s an ambiguous role and is custom-designed to fit the needs of a specific executive. As a result, the COS may take on projects that do not fit within any one business unit or function, such as developing new ideas and business opportunities, building out new functions or business units, designing function strategies, or providing decision support for stakeholders. Problem-solving skills are a must.
Human resources. Some Chiefs of Staff have human resources backgrounds: They may evaluate the organizational structure to identify gaps, update the recruitment process, carry out diversity & inclusion initiatives, or work with the Chief Human Resources Officer to streamline HR processes. They can play a part in the people operations of a company, influencing the community culture. Being people-oriented is important no matter what duties are assigned; it is especially helpful in this case.
Gatekeeping. Excellent communication skills are critical for this, as the COS represents the chief executive to his contacts and the public. The COS may spend much of their time fielding internal and external communications for the executive, vetting media requests, attending meetings on their behalf, and maintaining critical relationships. Excellent verbal and written communication skills are essential.

An effective Chief of Staff must be absolutely trustworthy.

Regardless of the blend of functional responsibilities, one quality trumps all others: Trust. An effective Chief of Staff serves as a trusted advisor who will represent and protect his or her executive’s reputation and serve as a trusted sounding board for politically sensitive and confidential matters. “The executive is constantly getting requests for their time, money, advice or other resources, and they need someone who can vet and respond to these requests appropriately,” says Hsu. “This requires a high degree of understanding and trust between the COS and the executive.”

Need more firepower in your C-suite?

“The main purpose of a chief of staff is to add firepower to the person he or she has been hired to support,” according to Chris Hutchins, the founder and CEO of Grove. Need that firepower in your C-suite? Hutchins suggests an organizational audit to discover what tasks are eating up too much of your chiefs’ time and what a COS could take on for her or him.

Ultimately, a Chief of Staff role will mean different things to different chief executives, and be an extension of that executive. No two are alike.

Brian Rumao, Chief of Staff to Jeff Weiner, LinkedIn’s CEO, said that while he has program management and strategic responsibilities, the role “has no boundaries or preconceived notions of how to measure success.” When discussing the details of his core responsibilities, Weiner said “The core part of the role is clearly defined. Above that, the role is ultimately what you make of it.”

We’ve had numerous opportunities over the years to conduct searches for executives who will be replacing a retiree, or soon-to-be retiree. The process of retiring can be awkward for both the retiree and the company. As is true with most things in life, there are no absolutes, and every organization must determine the best plan for everyone involved.

Not surprisingly, when exiting executives can’t wait to hit the door—whatever their reasons—it makes for a crisp transition. Conversely, when retiring executives don’t have a plan for their new life in retirement, or worse, they don’t want to retire, the change of control can be difficult for everyone, at both a professional and a very personal, emotional level.

Timing

No two clients handle the setting of an executive’s retirement timetable in the same way, and we hear strong opinions about timing formed through experience in the trenches.

Two weeks? Too fast. Executives tell us that there simply is not enough time to even learn what questions to ask, much less absorb the knowledge dump in that amount of time, even when those leaving remain available.

An extended transition, while seemingly well-intended, creates more problems than solutions.

Two quarters to two years? Too slow. Many times, an extended transition, while seemingly well-intended, creates more problems than solutions. For one, the retiring executives must continue to find ways to remain relevant to the organization and validate themselves and their (usually large) paychecks. Perhaps more critical is the impact such delays have on the troops who are uncertain about to whom to look for directives and leadership. Despite everyone’s best intentions, employees will most often pursue familiar routes of problem solving and communications until forced to do otherwise.

That said, a longer transition can help, especially when the outgoing executive is able to manage certain matters while the new executive deals with bigger issues, like getting up to speed on the organization, its business strategy, its people, and its potential needs.

Worst case? Undefined transition schedules that leave the organization in a state of limbo. A mandate for change can be made especially difficult when the creator of those policies and procedures is still around. If the trains are running on time, installing a new leader doesn’t imply wholesale change. Either way, the ambiguity creates a tightrope upon which the entire organization is perched, trying to balance potentially competing loyalties, questions about authority and chain of command, and employees’ uncertainty about their own future vis-à-vis the organization and their new manager.

Undefined transition schedules leave the organization in a state of limbo.

Just right. We have found some consensus indicating that a one- to two-month transition period is just right. This seems to allow for both the outgoing and incoming executives, and the people on their teams, to implement an effective, efficient, and respectful change of control that honors the contributions of those leaving while conferring credibility on the new leader.

Announcing the transition

How an organization handles the messaging of retiring executives and their replacements seems to play a significant role in how smoothly the transition occurs. One major corporate client begins planning at the highest levels six months before the selected retirement date, makes a formal announcement two months out, and then the retiree is gone. Some organizations prefer to ease the executive into retirement, being careful to not offend anyone or intimate anything less than a stellar performance by the retiree, and a longer overlap is often viewed as more appreciative of their contribution.

So much seems tied to the frequency with which an organization may deal with these situations. Generally speaking, larger organizations have standardized procedures and smaller organizations almost have to reinvent the wheel each time.

Consider the future

Interestingly, a couple of themes consistently surface as we speak to both outgoing and incoming executives: (1) treat people with respect, and (2) remember that this is just one piece of a continuing story.

They express it in various ways: what goes around comes around, karma, the Golden Rule. Call it what you will, the message is clear: We would be wise to remember that we will all be the retiree someday.

An engagement.

A wedding anniversary.

A first Thanksgiving in America.

An eleventh Thanksgiving in America.

A post-Harvey gathering.

A Thanksgiving birthday.

Thanksgiving memories are more than parades and pumpkin pie around here. They are a collection of snapshots in time—some recent, some experienced many years ago, but they are as special as the people who share them.

This blog is a tradition we look forward to all year long. When life dishes out difficulties and disappointment, it’s sometimes easy to forget the good stuff—health, travel, quiet times with those you cherish, and laughing with those you love. We offer these recollections in hopes you, too, have glimpses of gratitude to share during the Thanksgiving season.

Traditions come in various configurations, so whether you’re enjoying (deep-fried) turkey or salmon, running a 5K, or celebrating on a beach, we hope your Thanksgiving is full of moments worth sharing.

Happy Thanksgiving,

The Alexander Group

John Lamar, The Alexander Group, Founder & Managing Director

Thanksgiving is one of our favorite holidays, and fall is one of my favorite seasons. Can you say football?

The colors of the vineyards are all lit up in amber and gold, yet the weather is still temperate enough to eat outside, and, of course, the highlight is dessert by the open fire. I’m not sure we’ve had the best turkey day yet, but last year was pretty epic as we had our friend and fine artist, Eloin Rivera, join us from Cali, Colombia.

Faith admired his work on Instagram and hired him sight unseen to paint two murals in our dining room in Mexico. It was risky, yes, and I thought she was crazy, but six weeks and many hours of scaffold commitment later, our walls were covered in life-sized, perfectly rendered palm groves —just spectacular!

Jane Howze, The Alexander Group, Founder & Managing Director

In November 2005, my husband, John, and I took our anniversary trip to the big island of Hawaii. We were married on Thanksgiving week of 1980, and it was our usual trip, which is to say, beautiful.

On the actual day of our anniversary, John kept rushing me to get ready for dinner, saying that he didn’t want to miss the sunset. I still didn’t think anything was unusual when he suggested I put on a little makeup and do a little more to my hair before we left the room. When we arrived at the beachside restaurant, a minister awaited us to renew our vows with an ancient Hawaiian wedding ceremony on the sand in the middle of a heart created by an array of orchids. I don’t think I have ever been so surprised or moved.

This year, you will find us again back on the big island, celebrating our 43rd wedding anniversary. Count me grateful and loved.

Amanda Brady, The Alexander Group, COO/Managing Director

There’s always something special about New Orleans, but celebrating Thanksgiving in The Big Easy elevates the holiday in a way only the city and its unique energy can. Amanda Brady tapped into that energy in Thanksgiving 2020, marking the holiday with these iconic New Orleans images.

The company culture conversation isn’t anything new, but as employment rates stay low and the remote versus in-office debate volleys back and forth, it’s a discussion here to stay.

Intentionality is at the core of building company culture; sometimes, the strongest advocates for culture come from inside the building. Often, the best response leadership can give its employees is to listen and empower employees to suggest and implement plans. This approach isn’t just about the warm fuzzies; Gallup reports an eighty-five percent net profit increase over five years within companies that build a strong culture.

So, what does this look like in a real-time, tangible way? With offices and time zones spread across the country, The Alexander Group, like many other professional services firms, asked the same question, with leadership actively listening and welcoming ideas.

The results?

Well, for one, you will find most of us gathered or in front of our computers the third Thursday of every month for happy hour, a 60-minute opportunity to chat, laugh and discover new things about each other. The Alexander Group’s Anthony Ott spearheads the monthly event, drawing from experiences at a former employer.

“We have our heads down, working so hard that it’s nice to take a breath and get to know each other better,” associate Anthony Ott said. “We talk about non-work things and that helps build camaraderie, empowerment and trust.”

Ott uses an app that randomly selects the various groups each month, making sure at least one member of leadership is included, supplying the teams with ice breakers, trivia, quizzes and other conversation starters should they be needed. The Alexander Group is a gregarious bunch, so while the trivia has largely gone untouched, the spirit behind happy hour is thriving. The four to six people per group allows for conversation in a small setting, which is also by design.

“Having a small group is more conducive to really talking with each other. It allows us to see another side of a co-worker they may not normally see because we’re in a work mindset,” Ott said. “We all have a common denominator, and this gives a chance to expand culture and team building.”

Sociologist Tracy Brower studies work-life happiness and fulfillment and calls this “Social Capital,” the ability to form fulfilling relationships, generate new ideas and ask advice for how to get things done within the organization.

“Strong cultures also have intricate webbing of social capital—the networks of people across the organization. To maintain positive cultures in hybrid/remote working situations, leaders need to be intentional about encouraging people to build their networks,” Brower said. “They can do this by connecting people across departments, providing for cross-functional learning opportunities and creating time for people to have virtual coffee or networking discussions with colleagues across the company.”

The happy hours are in addition to monthly catered lunches where staff is encouraged to catch up over a meal, group outings to play darts or Top Golf and annual company retreats. Many of The Alexander Group team members, including managing director John Lamar, are based in California, so the West Coast contingent makes it a priority to gather in person a few times a year.

“It’s so much fun to meet in person, give them a hug and spend that time together,” Ott said.

A by-product of leadership-supported gatherings is the framework of a safe space to exchange ideas and encourage mentorship. Employees who know they are seen and heard feel valued, and that means greater staff retention.

McKinsey & Company study authors Terra Allas and Brooke Weddle say connection building helps meet the psychological and emotional needs of employees. They suggest setting up regular/daily meetings at the beginning of each day, allowing time for socializing and creating regular events to build social connections. McKinsey research shows society is a key source of meaning for employees, along with company, customer, team, and individual.

Indeed, that is what Pax8 CEO John Street finds with his employees. Street prioritizes inclusivity within his company, connecting every day with someone on his staff in a meaningful way.

“Creating a feeling of belonging locally, regionally and globally is priceless, and sustaining that feeling requires an inclusive approach and active commitment from leaders. For example, I make it a practice to call one employee each day and ask, “What’s going on in your world? What are you thinking about?” These discussions help me signal to every employee that they belong and are valued,” Street said in a January 2023 Forbes Magazine article. “Embedding inclusion and belonging is a core tenet of employee recruitment and retention.”

Indeed, Ott, knowing he was heard and supported by leadership, was motivated to expand the social capital plans at The Alexander Group. Next steps include one-on-one exchanges where team members can dedicate time for business development, marketing and organizational ideas and a quarterly exchange of constructive firm-wide suggestions.
“Empowered employees feel like they have a voice. We all come from different places and have different ideas. We all have something to offer,” Ott said.

Street has also found an energized employee base by listening to his staff. They feel encouraged and see themselves rising within Street’s IT company.

“When employees know their voices are being heard, they not only feel engaged but are actually engaged. Innovations rise to the top, and the individuals who bring great ideas to the table often become future leaders in the organization. Because they deeply understand the importance of being heard, these new leaders will then continue to prioritize listening to team members. Leaders can encourage employees to speak up in a variety of ways, like physical or virtual suggestion boxes, surveys or simply asking them directly,” Street said.

Every company is different, so if happy hour and axe throwing aren’t exactly the social experiences your team would appreciate, human resources expert Renee Cocchi says what’s most important is choosing activities that will help teams get closer to each other, be happier and more comfortable in the workplace so they can produce their best work. Planning to get social? Cocchi offers these tips when adding events to the culture-building event calendar:

Clearly communicate the goals and purpose of the activity
Encourage participation and collaboration from all team members
Make the activity fun and enjoyable, but also challenging.
Follow up on the activity to discuss any lessons learned and how they can be applied in the workplace.