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New CEOs are typically focused on creating and implementing a strategy, building a top team, and driving culture change. Optimizing administrative workflow may not seem to be a priority. But a former CEO who now advises boards argues that many chief executives need a chief of staff (CoS)-someone who goes beyond the executive assistant role to help the office function smoothly. According to one CoS, the role encompasses being an air traffic controller for the leader and the senior team, an integrator connecting work streams that would otherwise remain siloed, a communicator linking the leadership team and the broader organization, an honest broker when the leader needs a wide-ranging view without turf considerations, and a confidant. In this article Ciampa outlines what a CoS does, the qualities one needs to succeed, and the ways companies typically design the role (with varying levels of responsibility) to help make a CEO more focused and productive.

A startling percentage of new CEOs fail within their first 18 months, according to many estimates--whether they come from outside or are promoted from within. Sometimes the new leader makes poor strategic moves, and sometimes the board makes an imperfect choice, overestimating a candidate's abilities or hiring someone whose skill set doesn't fit the context. But when succession fails, the responsibility is almost always shared. New leaders may be unable to read the political situation clearly or achieve the cultural changes their strategic and operational agendas require. Boards and key executives may not grasp the complex nature of CEO succession or consider the likely political and cultural challenges the new leader will face. A CEO transition is not the same as onboarding, which is a formal, short-term, agenda-driven orientation program of briefings and meetings. It is a longer process of interactions both formal and informal, planned and impromptu; it should begin when the board's choice accepts the position and last for months after he or she arrives. The outgoing CEO, the chief human resources officer, and the board all have key roles to play in the process, writes the author, who describes best practices for each. The article includes an interview with Mark Thompson, CEO of The New York Times Company, about his own succession process in 2012.

Most designated CEO successors are talented, hardworking, and smart enough to go all the way--yet fail to land the top job. What they don't realize is, the qualities that helped them in their climb to the number two position aren't enough to boost them to No. 1. In addition to running their businesses well, the author explains, would-be CEOs must master the art of forming coalitions and winning support. They must also sharpen their self-awareness and their sensitivity to the needs of bosses and influential peers because they typically receive little performance feedback once they're on track to become CEO. Indeed, the ability to pick up on subtle cues is often an important part of the test. When succession doesn't go well--or fails altogether--many people pay the price. Among those at fault are boards that do not keep a close watch on the succession process, human resources organizations that should have the capacity to help but are not up to the task, and CEOs who do a poor job coaching potential successors. But the aspiring CEO also bears some responsibility. He can dramatically increase his chances of success by understanding his boss's point of view, knowing his own limitations, and managing what psychologist Gerry Egan has called the "shadow organization"--the political side of a company, characterized by unspoken relationships and alliances--without being labeled "political." Most of all, he must learn to conduct himself with a level of maturity and wisdom that signals he is ready--not almost ready--to be chief executive.

Botched leadership transitions occur with alarming frequency--a fact that's laid bare regularly in the business pages of the nation's newspapers. The headlines trumpet the premature departures of designated successors--leaders such as Merrill Lynch's Herb M. Allison and AT&T's John Walter, who left their respective companies before they could claim the CEO's seat. Dan Ciampa and Michael Watkins, who have counseled senior executives and successors through more than 100 leadership transitions in the past 25 years, point to the successor's dilemma as the dominant cause of failed leadership transitions. The dilemma is an emotionally charged power struggle played out between the CEO and his would-be heir. Ciampa and Watkins describe the way the problem builds on both sides of the desk--the CEO's fear of giving up control versus the designated successor's need to enact the changes expected of him and prove himself to the board. They cite anecdotal evidence and their own research to suggest that this complex psychological dynamic leads CEO-successor relations astray and can block the successor's path to the top spot. But the authors also offer four ways for the would-be heir to overcome the successor's dilemma. These include gauging the CEO's readiness to leave before accepting the number two spot, maintaining regular communication with the CEO despite ever-present obstacles such as travel and business schedules, and developing and using a balanced personal advice network to help navigate the shift in power. The authors stress that defusing the problem is the responsibility of the successor, not the CEO. The reason is simple: the successor has the most to lose.