The New Exec Playbook: Your Most Important First Moves in Your First Executive Role

Starting a new job is tough—but stepping into an executive role is a whole different challenge. With high stakes, unrealistic expectations, and all eyes on you, how do you navigate this transition successfully?

In this episode, Hannah talks with Yue Zhao, executive coach and founder of The Uncommon Executive, about the realities of executive life, adapting to new dynamics, and essential steps beyond the typical 90-day plan.

Interview Highlights

  • Meet Yue Zhao [01:04]
    • Yue started her career in consulting at McKinsey.
    • Co-founded a wine e-commerce startup.
    • Became the first PM at Thumbtack, a local services marketplace.
    • Worked at Instagram, leading the featuring and profile teams.
    • Held roles at Meta before becoming CPO and CTO at Fuzzy, a digital health startup for pet telehealth.
    • Transitioned to full-time coaching, teaching, and writing.
  • Transitioning to an Executive Role [02:21]
    • Early career mindset: Teams are within one's function (e.g., PMs, engineers, designers).
    • At the executive level, the "first team" shifts to other C-suite leaders (e.g., VP of Sales, CMO, CLO).
    • Natural tendency is to focus on one's own function, but executives must prioritize cross-functional collaboration.
    • The key role of an executive is ensuring all functions work together on company-wide initiatives.
    • This shift in mindset can be counterintuitive for first-time executives.
  • Building Relationships with Peers [04:18]
    • Exposure to multiple functions before becoming an executive increases the chances of success.
    • Understanding how to collaborate with sales, legal, finance, and policy is crucial.
    • New executives should first assess team dynamics and why they were hired.
    • Avoid assumptions about how things should work—validate them through discussions with leadership.
    • Key questions: What are the priorities? What is expected from this role? What challenges need solving?
    • Sometimes the role is well-defined, but in other cases, alignment must be built across the company.
    • Focus on company-wide priorities, not just functional goals within product.
  • Creating Psychological Safety [07:16]
    • Power differentials affect communication—people may withhold the full truth from those in higher positions.
    • Executives should build trust-based relationships by aligning incentives with peers.
    • Misaligned goals (e.g., sales focusing on short-term targets vs. product on long-term strategy) can create friction.
    • Finding shared goals, like company success, helps bridge gaps between functions.
    • Encouraging honest feedback from teams requires explicit, repeated reassurance.
    • Leaders should publicly and privately reinforce that raising concerns is valued and not career-limiting.
    • Repeating this message frequently helps establish a culture of open communication.
    • People often hesitate to give constructive feedback because it feels personal.
    • Framing issues as company-wide or team challenges, rather than individual faults, makes feedback easier to receive.
    • Using "I" statements (e.g., I have this challenge) helps avoid defensiveness.
    • New executives should focus on identifying problems objectively rather than assigning blame.
    • The goal is to highlight impactful issues to solve, not to criticize individuals.

People don’t like to talk about power, but power differentials exist across various functions and within the organization. The greater the power gap, the less likely you are to hear the truth.

Yue Zhao
  • Debunking Myths About Executive Life [12:21]
    • A common misconception is that executives must work 24/7 with no personal life.
    • Many avoid leadership roles due to fear of constant stress and tough decisions.
    • Some executive roles are highly demanding (e.g., frequent high-stakes meetings), while others are more stable.
    • Stress levels vary based on company priorities, team dynamics, and company stage (e.g., finding product-market fit vs. execution phase).
    • Some executive roles, even CPO, CTO, or CEO, can follow a more structured schedule without weekend work.
    • Emergencies may arise, but their frequency depends on the industry and company environment.
    • It’s possible to find senior roles that offer decision-making authority without constant unpredictability.
  • Adapting to Company Size and Maturity [16:05]
    • Coaching is highly individualized, as each person and environment is unique.
    • A person’s history, strengths, values, and beliefs interact with company size, stage, and team dynamics.
    • Success isn’t just about skill development but also understanding and adapting to the environment.
    • Many focus on learning new skills, but sometimes the key is changing how they engage with their surroundings.
    • Adjusting interactions can lead to different responses, shifting perspectives and potential outcomes.
  • Navigating Board and Investor Relations [17:55]
    • There's always a higher authority—executives report to the board, and public companies face even more oversight.
    • Boards consist of diverse members with different perspectives and priorities.
    • The board’s main powers are approving/denying acquisitions and removing the CEO.
    • Their primary leverage is the CEO’s desire to keep their position.
    • The board isn’t as intimidating when viewed as part of the same team, aiming for company success.
    • Resource allocation and investment decisions are key areas of board influence.
    • The board’s trust in the CEO determines decision-making ease.
    • Executives navigate board-CEO dynamics, deciding whether to align with or challenge leadership.
    • Managing the board involves aligning perspectives for long-term strategy execution.
    • These dynamics introduce complexity and potential chaos.

At the end of the day, a board has two main levers: they can approve or deny acquisitions—whether it’s someone purchasing the company or the company acquiring another—or they can fire the CEO.

Yue Zhao
  • Early Challenges for New Executives [22:32]
    • Executives must balance multiple aspects: company-wide relationships, board dynamics, and direct team management.
    • New executives face immediate high-stakes decisions without full company context.
    • Early decisions often rely on past experience and pattern matching, which can be flawed.
    • Poor early calls are common but improve over time with deeper understanding.
    • Key skills include knowing when to decide, testing assumptions, and recognizing mismatched patterns.
    • Prioritization is crucial—determining which tasks to focus on and which can be delayed.
    • Onboarding executives must navigate learning while making urgent, complex decisions.
  • Key Strategies for New Executives [25:51]
    • Companies take a long time to hire executives, leading to built-up pressure for immediate decisions.
    • New executives must balance urgency with limited knowledge of the company.
    • Written content (reports, decks, past reviews) helps onboard faster than verbal communication.
    • Identifying trusted individuals in the organization is crucial—some may already have the answers but lack authority.
    • Empowering key team members can help drive progress.
    • Understanding peers' priorities, challenges, and motivations is essential.
    • Learning the company’s incentive structures and decision-making culture helps navigate the landscape effectively.
  • Setting Boundaries and Work-Life Balance [28:57]
    • Executives generally control their schedules unless emergencies arise.
    • Prioritizing important time blocks and strictly protecting them is crucial.
    • Slipping on schedule boundaries can become a slippery slope.
    • Using separate work and personal phones/calendars helps maintain clear separation.
    • Creating a company culture that respects calendars benefits everyone.
    • Leaders should model and advocate for time protection to reinforce the norm.
    • Consistently protecting time strengthens personal and organizational discipline.

Meet Our Guest

Yue Zhao is a leadership coach who helps women and minority leaders accelerate their careers and reach the C-suite. She has coached hundreds of aspiring executives since 2016 through her accelerator and 1:1 executive coaching.

Prior, Yue was the Chief Product and Technology Officer at Fuzzy Pet Health, PM manager at Meta, and first PM at Thumbtack. She is the author of The Uncommon Executive, an advisor at LifeX Ventures, and a serial entrepreneur. Yue has an MBA from Harvard Business School.

photo of Yue Zhao

The biggest blocker to really honest relationships is when you have different motivations and when you perceive that you have different goals that you're trying to achieve.

Yue Zhao

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