Team structure document example
This is a complete team structure document example, exactly as our generator produces it. The business shown, Evergreen & Oak Landscaping, is fictional, but the structure, depth, and honesty markers are what you get for your own business.
A team structure doc tells your AI who owns what before it ever gives advice or drafts a message on your behalf. It is one file in the knowledge base that the CLAUDE.md orientation file points to.
02 — Team Structure
Team size: 9 people. [VERIFIED: 2026-07-12]
Roles & ownership
- Dana Whitfield (owner) — sales, estimates, final design sign-off, hiring.
- Marcus Bell (maintenance crew lead) — routes, crew scheduling, client walkthroughs.
- Sofia Ramirez (design lead) — design-build plans, plant sourcing, install oversight.
- Priya Shah (part-time bookkeeper) — invoicing follow-up, QuickBooks, month-end.
- Five field crew members split across two crews, reporting into Marcus for daily routes and into Sofia when they're on an install. [VERIFIED: 2026-07-12]
Decision and escalation paths
- Day-to-day operational decisions: Marcus Bell. Routes, crew scheduling, and same-day job calls go to him first.
- Customer escalations: Dana Whitfield. Anything past a normal service question gets routed to Dana directly.
- Hiring / significant spend / strategy: Dana Whitfield. She signs off on new hires and any spend outside routine supplies.
- External experts we lean on: an accountant at tax time and an equipment mechanic on retainer for the mowers and plow trucks. [VERIFIED: 2026-07-12]
Communication norms
The week starts with a 7am Monday crew huddle in the shop, where Marcus lays out routes and flags anything unusual from the weekend. Outside of that, coordination runs over group text and whatever is posted on the Jobber schedule, so most decisions are made async rather than in a standing meeting.
Nothing formal gets written down beyond what lives in Jobber. [UNVERIFIED: it's not clear whether there's any record of decisions made over group text, or whether that information is effectively lost once the thread scrolls.]
Onboarding pattern
- A new crew member shadows Marcus for a full week before working independently.
- After shadowing, they're placed on one of the two crews.
- Each truck carries a laminated checklist covering the standard steps for a maintenance stop, which new hires reference on early jobs.
- [NEEDS CLARIFICATION: is there any formal training for design or office roles, like Sofia's or Priya's, or does onboarding only cover field crew?]
Last updated: 2026-07-12
What is a team structure document?
A team structure document lays out who is on the team, what each person owns, and who decides what. It covers day-to-day operational calls, customer escalations, hiring and spend, and who the business leans on outside the team, like an accountant or a mechanic on retainer.
An AI that knows who owns what stops giving generic advice and starts giving advice that fits your business. It knows to route an operations question toward the crew lead and a pricing question toward the owner, instead of guessing. Ours is generated from a two-minute questionnaire at /start, free to try.
Questions
About this sample.
Is Evergreen & Oak a real business?
No, it is fictional. Using a made-up business lets us show a complete, unredacted document. The structure, length, and honesty markers match what the generator produces for a real business.
Why does the document mark some lines [UNVERIFIED] or [NEEDS CLARIFICATION]?
Those are honesty markers. Facts you confirmed get a dated [VERIFIED] tag, inferences get [UNVERIFIED], and real gaps get [NEEDS CLARIFICATION]. Your AI treats them differently, so it asks instead of guessing at who owns what.
What happens if I only give first names, not full role details?
The generator still writes a bullet for that person and marks what is missing with [NEEDS CLARIFICATION] instead of inventing responsibilities. You get an honest, usable draft rather than a padded one.
Where does this document fit with the rest of the knowledge base?
It is one of seven knowledge base files, referenced from the CLAUDE.md orientation file. Company overview and tech stack are the natural next files to read alongside it.
How do I get one for my business?
Answer about six questions at /start. The generator writes your team structure document along with the full knowledge base in one pass. Starting is free and takes about two minutes.
Get a Team Structure written for you.
Answer a few questions and the generator writes yours, with your details instead of a fictional business. Free to start.