By Group Captain Sadeeq Garba Shehu (rtd.)
When new executives with a change mandate take over an organisation, they typically invest time in reshaping its strategy and determining the kind of culture needed to succeed. Those choices guide other decisions, including who their senior managers will be and how the leaders will allocate their time. Sadly many neglect the key factor that will help determine their effectiveness: the administrative system that guides day-to-day operations in their offices. This system ensures that leaders make the most of their limited time, that information arrives at the right point in their decision-making process, and that follow-up happens without their having to check. Many new executives default to the system they’ve inherited. Often there’s a better way to handle the information flow necessary for a President to succeed—and very often, a chief of staff (CoS) can play an essential role.
The CoS to the President is a political appointee of the president who does not require Senate confirmation and who serves at the pleasure of the President. While not a legally required role, Since President Obasanjo, all Nigerian civilian presidents have appointed a chief of staff. President Obasanjo had Gen Abdullahi Mohammed, while President Umaru Musa Yar’Adua had Gbolade Osinowo. The position was temporarily absent between 18 September 2008 – 17 May 2010 when President Yaradua sacked Osinowo and never appointed a replacement. President Goodluck Jonathan had Mike Oghiadomhe and Jones Arogbofa. President Muhammadu Buhari had the late Abba Kyari, and after his demise, the current CoS Prof Ibrahim Gambari. The position of CoS to the President is widely recognised as one of great power and influence, owing to daily contact with the President and control of the Office of the President. Almost all, if not all, governors in Nigeria now have a Chief of Staff, and many ministers have them.
The CoS role originated in the military and dated back centuries. Cicero, the Roman politician and orator, used a slave named Tiro, who, according to Cicero’s biographer Zach Bankston, served as a secretary, a financial overseer, and a political strategist. Andrew Roberts’s Napoleon: A Life describes the vital role that Louis-Alexandre Berthier played in assisting Napoleon at the height of his powers. The historians Ron Chernow and Joseph Ellis have described the CoS–like a role that Alexander Hamilton played for George Washington. These people aren’t to be confused with the personal secretaries or aides-de-camp that each leader also had. Rather, they were close advisers who handled the most-delicate strategic matters and became trusted confidants. While the Chief of staff is a role that started in the military, and now, we can see it in most industries and sectors.
WHAT DOES A CHIEF OF STAFF FOR THE PRESIDENT DO?
While there is no one-size-fits-all when it comes to describing the duties of a CoS in Nigeria, and each incumbent had wielded / not wielded power according to his personality and the relationship he has with his principal, the President, or the style of the President, their primary duties are making time, information, and decision-making for Mr President more effective. In other words, a CoS to Presidents helps Presidents become the best version of themselves.
The role of the chief of staff is not about dealing with administrative tasks only as he is not a PA. A CoS does not manage the President’s day-to-day schedule. The chief of staff is a leader. He/she makes high-level decisions, strategizes processes, and sets policies by devising meaningful plans and generating useful ideas, anticipating problems, and coming up with new solutions.
Paraphrasing Patrick Aylward, who breaks down the job of any CoS into five categories, I would say the job of the CoS to the President can be summed up as:
1. An air traffic controller for the President and his cabinet controlling the flow of people into the President’s office.
2. An integrator connecting MDAs’ work streams that would otherwise remain siloed, breeding inter-ministerial/inter-agency squabbles, duplication, overlap and fragmentation.
3. A communicator linking the Presidency team and the broader FG apparatus.
4. An honest broker and truth-teller when the President needs a wide-ranging view without turf/mandate considerations.
5. A confidant without an organisational or personal agenda-His agenda being only that of Mr President.
An effective and successful CoS to the President should be able to translate the above five categories can be translated into tasks and duties.
REQUIREMENTS OF AN EFFECTIVE AND SUCCESSFUL CoS: SKILLS AND PERSONAL QUALITIES
The main responsibility of CoS is to help the President stay organised, which will allow him to give time to more important A items. This requires a good understanding of the business of government, effective communication skills, and the ability to manage projects and relationships. It also requires the skill to anticipate and avoid problems, add value to the President’s vision, and be intelligent on the organisational and political levels. The CoS must be excellent in the management of important projects. The ability to simplify complicated tasks, strategic thinking and problem analysis is one of their strongest suits, and they should know how to see things through, from idea to execution, even when the President himself forgets.
The best skill one would have for any position is being effective in getting the right things done. In his book The Effective Executive, Peter Drucker argues that effectiveness derives from a set of five practices anyone can learn: managing time; focusing on results (what to contribute to an organisation); building on strengths; concentrating on top priorities; and making effective decisions. Experts are agreed that the above five skills or practices are extremely useful when it comes to the chief of staff position.
Managing time: When it comes to time, presidents find it challenging to have enough of their time at their disposal and available for important matters, which do make a difference. They can get easily distracted, and leaving little time to focus on strategy is usually the outcome. A good chief of staff helps presidents record, manage, and consolidate time and reallocating time through doing, delegating, and deferring non-urgent tasks and cuts unproductive demands on time. CoS helps diagnose time wastage (e.g., excess of meetings) and communicates where the President’s time should be spent to key stakeholders.
Focusing on results: Most executives focus on efforts rather than results.. An excellent CoS redirects the President’s attention towards contribution by focusing on direct results, building values, and developing people.
Building on strengths: Presidents might not be fully aware of all the available strength points (the strengths of associates, the strengths of individual ministers and cabinet members, and even the President’s own strengths). Excellent CoS helps the President conduct strength assessments to fully comprehend the team’s strengths and how to manage them best. CoS can help redesign jobs to attract and scout the right people and talents, recognise those with weak performances, especially managers, and initiate action plans.
Concentrating on top priorities: The need to prioritise and focus on major opportunities is the very core of a President’s job. This is what delivers results. Successful Presidents need to eliminate anything that is not worth doing and concentrate on the tasks that, if done perfectly, will make a difference. A successful CoS prepares and facilitates strategic planning processes and encourages the President to drop processes before they begin to decline. CoS leads or co-leads strategic initiatives and aims for what makes a difference rather than what is easy and safe to do.
Reaching effective decisions: With the chief of staff handling a considerable number of tasks, the President will have more time to think through big decisions, with the CoS serving as a reliable sounding board by testing opinions against facts. Without the help of a quality CoS, the President may make rash decisions, will not study the consequences of a decision before making one, and may be indecisive most of the time. An effective CoS gathers different teams’ perspectives to help Mr President understand the implications and helps direct the President to make decisions only when there is a disagreement, test opinions against facts, and compare the effort done and the risk of not taking action versus taking action.
Managing Meetings: Holding meetings is an integral part of the chief of staff’s responsibilities. Meetings represent a great demand on the President’s time, and the role of the chief of staff is to help the President never allow meetings to become the main demand on his time. To effectively manage meetings is a crucial part of the role of a chief of staff, as this chief of staff must not only manage the meeting but the people, agenda, objective, goal, strategies, and measures. To do this, the CoS must ensure all relevant MDA representatives are in the room, at the table, and participating while ensuring that meetings are designed to move the business forward with timed actions against goals. So, effectively managing team meetings is an important job requirement for the role.
The most sophisticated chiefs of staff also assist the President in thinking through and setting policies—and making sure they are implemented. They anticipate problems and are especially sensitive to issues that require diplomacy. They function as extra eyes and ears by pointing out political potholes their bosses may not recognise (especially if the bosses are new to the company). Importantly, a CoS acts with the implicit imprimatur of the President—something that calls for humility, maturity, and situational sensitivity.
Regardless of specific responsibilities, a CoS can help a leader achieve sharp gains in productivity and impact. The CEO to the President helps the leader become better organised, with more time for A items; Manages important projects well; Helps President and his Cabinet navigate through uncertainty and risk. Required capabilities include: Can do project management, Can manage relationships, Communicating well, Organising the President’s office, Can simplify complexity, Does strategic thinking and problem analysis, Can manage the process of idea to execution, Can anticipate and avert problems, Can grasp and adding value to the president’s vision, Has organisational and political intelligence, ability to research on a full range of topics. A good CoS knows which relationships are most important to the leader’s agenda. Being organised and disciplined, showing attention to detail, and following up doggedly to ensure the right results. Ability to see what pressures the leader faces in pushing for changes and to find ways to lessen them. Finally, communication skills are crucial because the CoS must help refine the leader’s message and ensure that it is understood by the right audiences.
WHAT KIND OF CoS SHOULD THE PRESIDENT-ELECT LOOK FOR?
So far in the CoS role , we have seen Gen Abdullahi Mohammed (OBJ), Gbolade Osinowo (Yaradua) Mike Oghiadomhe and Jones Arogbofa (GEJ) , Abba Kyari and Prof Ibrahim Gambari (PMB) , each with his different style , the powers he wielded , and based on the style of his Principal . With respect, the most enduring name, for good or bad (depending on who you ask) is that of late Abba Kyari. Many agree there were fewer inter-ministerial squabbles and less confusion in the Presidency when Kyari was around. He left a legacy and a reputation of a rigid gate-keeper for PMB, qualities that several analysts believe are required of a CoS to the President. During the last days of his presidency, Barack Obama observed: ‘One of the things I’ve learned is that the big breakthroughs are typically the result of a lot of grunt work—just a whole lot of blocking and tackling.’ Grunt work is what chiefs of staff do.” Richard Nixon’s first chief of staff, H. R. Haldeman, garnered a reputation in Washington for the iron hand he wielded in the position—famously referring to himself as “the president’s son-of-a-bitch”, he was a rigid gatekeeper who would frequently meet with administration officials in place of the president, and then report himself to Nixon on the officials’ talking points.
Everyone requires help to achieve his or her highest potential and to sustain the effort it takes to lead a complex organisation. The right chief of staff can be an important source of assistance to leaders who are pushing their organisations and themselves to ever better performance. President-elect Bola Ahmed Tinubu, in looking for a CoS, should look for all the qualities enumerated here but in addition, look for that person that also has the capacity and personality to be a rigid gatekeeper and, like Nixon’s CoS Haldeman and PMB’s CoS late Abba Kyari be “the president’s son-of-a-bitch”. But to be an effective CoS, the President must also empower the CoS. Both Nixon’s Haldeman and PMB’s Kyari have empowered CoS.
Group Captain Sadeeq Garba Shehu (rtd.) is a Private Security Consultant and member APC PCC Security Committee.