Public procurement in institutions is more than just a bureaucratic procedure—it's a strategic function that requires coordination, expertise, and foresight. In a recent conversation, Marcela Toczanova hosted Daša Paláková from the Ministry of Culture and Zuzana Bučeková from the Department of Public Health, an expert in public procurement in state hospitals, to explore the role and challenges of purchasing teams in public institutions.

Understanding the Role of Procurement

Procurement isn’t just about compliance with public law; it’s about optimizing processes, adding value, and ensuring effective management. Marcela emphasized the importance of positioning procurement strategically within organizations:

“The uniqueness of public procurement is that the public and private sectors can inspire each other. Effective management of purchasing is crucial to achieving organizational goals.”

Both Daša and Zuzana highlighted that procurement leadership is more than overseeing procedures—it’s about connecting people, coordinating processes, and ensuring that the team functions efficiently.y.

Building and Leading Effective Teams

One of the main points discussed was the composition and capacity of procurement teams. Zuzana, with her experience in state hospitals, stressed:

“Building a competent team plays an irreplaceable role. There are few individuals who can manage contracts, set strategies, and navigate the market simultaneously.”

Marcela added that leadership in procurement is about enabling teams to perform, rather than micromanaging every task. Having specialized roles—buyers, analysts, lawyers, and process managers—ensures the procurement process runs smoothly and strategically.

Navigating Public and Private Sector Differences

Data is also transforming supplier management. Performance monitoring used to be based on periodic reviews. Today, continuous data The discussion also touched on the differences between private and public procurement. Daša pointed out:

“In public procurement, you must balance legal compliance with strategic purchasing goals. The challenge is to integrate the team, financial resources, and legal oversight effectively.”

Zuzana reinforced the need for collaboration between departments, noting that success often depends on shared planning and communication across teams.

Lessons Learned and Recommendations

Both experts agreed that underestimating the complexity of procurement can lead to inefficiencies. They recommended:

1. Strategic Planning: Anticipate project needs, allocate resources, and define clear roles within the team.
2. Collaboration: Foster a culture of teamwork between procurement professionals, legal advisors, and analysts.
3. Knowledge Sharing: Learn from best practices, avoid reinventing the wheel, and implement proven strategies.
4. Capacity Building: Invest in training and develop internal expertise to manage complex procurement projects.

Marcela summarized the approach succinctly:

“It’s not about finding mistakes from the past but ensuring that future projects are managed efficiently with the right team and strategy.”

Looking Ahead

The experts highlighted ongoing initiatives like the annual EBF conference in Ostrava, which connects human resources, management, and public procurement professionals to discuss challenges, share knowledge, and improve processes in Central Europe. Such initiatives demonstrate the commitment to building stronger, more effective procurement teams.

Personal Insights and Holiday Wishes

The conversation also brought a personal touch, with discussions about holiday traditions, family time, and the importance of rest. Both Taša and Zuzana reflected on how professional achievements are balanced with personal life, emphasizing the value of well-being and human connection.

“Christmas is a period of peace, love, and respect. It’s important to take a step back, enjoy family, and recharge for the year ahead,” said Taša.

Public procurement is evolving, and so must the teams that manage it. Strategic leadership, effective collaboration, and continuous learning are essential to navigate both routine tasks and extraordinary challenges. As we approach the new year, strengthening the capacity of procurement teams remains a top priority—not just for compliance, but for meaningful organizational impact.