Managing Up: Best Practices for COOs Working with CEOs
As a Chief Operating Officer (COO), you act as the bridge between strategy and execution, turning the CEO’s vision into actionable outcomes. Managing up effectively—communicating, aligning, and collaborating with the CEO—is critical to your success and the organization’s growth.
Here’s a guide to mastering the art of managing up as a COO.
1. Understand the CEO’s Vision and Priorities
Why It Matters
To effectively support the CEO, you need a deep understanding of their long-term vision, priorities, and leadership style. Misalignment can lead to inefficiencies and missed opportunities.
How to Do It
- Schedule regular one-on-one meetings with the CEO to discuss their goals and expectations.
- Ask open-ended questions to gain clarity on strategic objectives and their rationale.
- Study the CEO’s communication style—are they detail-oriented or big-picture thinkers?
Example
If your CEO is focused on expanding into international markets, tailor your operational strategies to support scalability and global compliance.
2. Be Proactive, Not Reactive
Why It Matters
A COO’s role is to anticipate challenges and opportunities, addressing them before they require the CEO’s intervention.
How to Do It
- Regularly assess the organization’s operational health and identify areas for improvement.
- Present solutions alongside problems to avoid adding to the CEO’s workload.
- Keep the CEO informed of potential risks and your plan to address them.
Example
Instead of waiting for the CEO to notice declining customer retention rates, proactively develop a strategy to enhance customer experience and share it with them.
3. Communicate Effectively and Concisely
Why It Matters
CEOs are often juggling multiple priorities and need information that’s clear, concise, and actionable.
How to Do It
- Use frameworks like SMART for goal-setting or RACI for decision-making to structure your communication.
- Avoid overwhelming the CEO with operational minutiae; focus on high-level updates and key decisions.
- Adapt your communication style to the CEO’s preferences—email, dashboards, or face-to-face briefings.
Example
Instead of a lengthy report on supply chain delays, provide a summary: “We’re seeing a 15% increase in delivery times due to supplier issues. Here’s my plan to resolve it within the next quarter.”
4. Align on Metrics and KPIs
Why It Matters
Tracking and reporting on the right metrics ensures alignment between strategy and execution. CEOs want to see measurable progress toward organizational goals.
How to Do It
- Collaborate with the CEO to define KPIs that reflect the organization’s strategic priorities.
- Use dashboards and reports to provide real-time updates on operational performance.
- Regularly review metrics to ensure they remain relevant as priorities evolve.
Example
If the CEO prioritizes increasing market share, your KPIs might include customer acquisition costs (CAC) and revenue growth rates.
5. Foster Trust and Transparency
Why It Matters
A strong COO-CEO partnership is built on trust. Transparency ensures that both parties are aligned and working toward the same goals.
How to Do It
- Share successes and challenges openly, ensuring the CEO has a clear understanding of the operational landscape.
- Be consistent and reliable in delivering on commitments.
- Provide candid feedback and be open to receiving it in return.
Example
If a new initiative isn’t delivering expected results, acknowledge it early and present a plan to pivot or improve.
6. Be a Strategic Sounding Board
Why It Matters
CEOs value COOs who can provide constructive input and challenge their assumptions when necessary.
How to Do It
- Develop a deep understanding of the business to offer insights beyond operations.
- Use data and analysis to support your perspectives and recommendations.
- Play devil’s advocate when needed to ensure decisions are well-rounded.
Example
During a discussion about a potential merger, provide an operational analysis of integration challenges to complement the financial projections.
7. Prioritize Leadership Development
Why It Matters
Strong leadership across the organization ensures smoother operations and greater scalability, enabling the CEO to focus on strategic growth.
How to Do It
- Mentor and develop department heads to create a strong leadership pipeline.
- Delegate operational responsibilities effectively, empowering your team to make decisions.
- Communicate the CEO’s vision clearly to align middle management with strategic goals.
Example
Develop a leadership training program for department heads to ensure they are equipped to handle increased responsibilities during rapid growth.
8. Maintain a Long-Term Perspective
Why It Matters
While the COO handles day-to-day operations, maintaining a long-term focus ensures alignment with the CEO’s strategic vision.
How to Do It
- Balance short-term priorities with investments in systems, technology, and processes that support scalability.
- Regularly revisit the organization’s strategic plan and adjust operations accordingly.
Example
If the CEO is focused on digital transformation, begin laying the groundwork by investing in automation and analytics tools.
9. Manage the CEO’s Time and Energy
Why It Matters
CEOs often face time constraints. Managing up effectively involves making the most of their limited bandwidth.
How to Do It
- Filter and prioritize information to ensure only the most critical decisions reach the CEO.
- Take ownership of operational challenges so the CEO can focus on strategic growth.
Example
Handle a supply chain disruption independently, keeping the CEO informed only when their input is necessary.
10. Cultivate an External Focus
Why It Matters
A COO who understands the external environment adds value by providing insights on market trends, competition, and regulatory changes.
How to Do It
- Stay informed about industry developments and share relevant insights with the CEO.
- Build relationships with external stakeholders, including suppliers and partners, to enhance operational resilience.
Example
If competitors are adopting AI to improve customer experiences, evaluate similar technologies and recommend options to the CEO.
Conclusion
Managing up as a COO requires strategic alignment, proactive problem-solving, and effective communication with the CEO. By focusing on transparency, collaboration, and long-term goals, COOs can strengthen their partnership with the CEO and drive organizational success.
Take action: Build regular communication routines and leverage tools like dashboards or performance reports to enhance collaboration with your CEO.
