AI is no longer optional. It’s the foundation for the next era of growth, efficiency, and competitive advantage. And while every organization’s AI journey will look different, those that figure it out faster will pull ahead — quickly.
But thriving in the age of AI isn’t about adopting the flashiest tools or overhauling your processes overnight. It’s about being intentional, informed, and adaptable.
Here are five key takeaways from my session at APMP’s BPC Dublin on how bid, capture, and revenue teams can write the next chapter of winning with AI.
1. Implement with intention
AI isn’t a magic bullet. Success starts with focus — choose one high-impact use case where AI can create meaningful results. For many Responsive users, this has meant starting with response generation: empowering teams to draft high-quality answers and proposals faster, using their trusted content and voice.
Resist the temptation to “do AI” everywhere all at once. Focus on areas where your team feels the pain the most — and where the technology is proven to deliver. The goal is results, not experimentation for experimentation’s sake.
2. Know the tech
You don’t have to become an AI expert. But you do need to understand the basics of how AI works, where it excels, and where it falls short. For instance, AI can accelerate drafting and automate routine tasks, but human oversight is still essential to ensure accuracy and relevance.
Test the tools. Ask questions. Know when and where AI is adding value — and when it’s not. Understanding your AI tools builds trust, both within your team and with buyers who are increasingly asking how AI is used in the responses they receive.
3. Use AI judiciously
While AI can dramatically speed up and simplify the response process, it’s not a “set it and forget it” solution. The best teams use AI as a powerful collaborator — not an autopilot. Whether you’re drafting a response, analyzing requirements, or automating content updates, success comes from how you engage with AI before, during, and after it does its job.
Providing clear, strategic inputs from the start is essential. This means setting the right tone, defining the scope, and ensuring AI is using the most accurate and compliant information. When you’re specific about what you need — and what’s off-limits — you avoid the risk of generic, off-target, or non-compliant outputs. And once AI has delivered its work, it’s critical to apply human judgment to ensure it aligns with RFP or tender instructions, adheres to submission requirements, and reflects your organization’s unique voice and value proposition.
4. Reimagine work
AI is more than just an efficiency play. It’s an opportunity to rethink how work gets done and who does it. Many Responsive customers are using AI agents to handle routine, time-consuming tasks like content clean-up and document shredding, freeing their teams to focus on strategy, storytelling, and building relationships.
When you remove the work that slows people down, you create space for them to operate at a higher level. Teams become more strategic, more creative, and more valuable. But the real opportunity isn’t just about freeing up time; it’s about reshaping how your team works, embedding AI into your culture, and positioning your function as a leader in driving AI innovation across the organization.
Some bid teams and organizations are creating dedicated roles — like AI Leads or AI Custodians — responsible for overseeing AI use, driving best practices, and identifying new opportunities to apply AI across the business. Others are fostering a culture of "use case hunting," where team members are encouraged to spot and share AI wins, experiment with new workflows, and continuously learn from one another.
The goal is to make AI a natural, integrated part of your team’s culture — one that empowers everyone to upskill, innovate, and elevate their impact.
5. Pace ahead of the market
AI is evolving rapidly, and so are customer expectations and regulatory frameworks. The most successful teams aren’t waiting for clarity — they’re engaging with customers, asking questions, and getting ahead of concerns. For example, some buyers now require disclosure on whether AI was used in bid responses, while others prohibit it entirely.
By staying informed and proactive, you can set the tone in these conversations. Understanding the EU AI Act, embracing human oversight, and providing transparency builds trust — and turns compliance into a competitive advantage.
6. Evolve at the speed of AI
If there’s one constant with AI, it’s change. The technology is evolving at breakneck speed, and with it, so are the expectations of customers, regulators, and internal stakeholders. Teams that thrive aren’t just adapting to change — they’re anticipating it.
This requires a mindset of continuous learning and experimentation. Stay curious. Test new approaches. Encourage your team to engage in conversations beyond your own organization and industry. The more you explore, the more you’ll uncover opportunities to work smarter, move faster, and stay ahead of what’s next.
AI resources
- The AI Handbook for Strategic Response Management
- Responsive blog
- Sign up here for an advance copy of the 2025 State of Strategic Response Management Report