Is there an optimum bid team structure?

In theory, a well-structured bid team should run like clockwork – with defined roles, clear processes, and seamless collaboration.

But in practice? It’s rarely that straightforward.
 
Some teams are lean and agile, with one person wearing multiple hats, while others are large and specialised, with Bid Leads, Proposal Managers, Writers, Designers, Coordinators, and Knowledgebase Managers all playing distinct roles.
 
In our 2025 Salary Survey, 70% of respondents said they perform at least one secondary role.

So when most bidders don’t have a clean-cut job title, how do we define what’s ‘optimum’ in the profession? And how do we recruit when roles are so often blended?
 
I’ve seen all sorts of structures:
▪️ Bid teams aligned to sales, marketing, or forming a ‘work-winning’ triumvirate.
▪️ Centralised bid hubs supporting multiple business units.
▪️ Hybrid models that flex depending on the opportunity.
 
So what’s the ideal setup? The answer depends on several factors:
▪️ The size and complexity of bids.
▪️ The maturity of the bid process.
▪️ The tools and tech available.
▪️ The organisation’s culture and collaboration style.
 
There’s no one-size-fits-all but there are best practices. And I’d love to hear yours.
 
How is your bid team structured? What’s worked well? What would you change? Or, what’s the ‘dream’ bid team structure? Join the discussion here.

Written by Ben Hannon