How Town and Parish Councils Can Use AI to Improve Efficiency and Communication
Artificial Intelligence (AI) is rapidly transforming the way organisations work, and Town and Parish Councils are no exception. With tools like ChatGPT, councils can significantly streamline their workload, improve communication, and enhance engagement with their communities. Despite its potential, only 20% of businesses are currently using AI, making it a largely untapped resource for local governance.
This guide outlines how councils can leverage AI for tasks such as content creation, administrative efficiencies, and community engagement, based on insights from a training session by Becky Walsh.
Setting Up ChatGPT for Council Use
Before diving into how ChatGPT can be used effectively, it’s important to set up separate accounts for work and personal use. AI tools learn from your interactions, so keeping council-related work distinct helps maintain consistency and professionalism in tone and output.
Sign up at chat.openai.com using a work email.
Use separate accounts for personal and professional interactions.
Be mindful of confidentiality – avoid entering sensitive information into the AI.
Practical Uses for Councils
1. Content Creation and Communication
AI can be a game-changer for councils in producing clear, engaging, and accessible content. Some of the key applications include:
Writing articles for local newspapers: Councils can input survey results or community updates, and AI can format them into well-structured articles.
Summarising road closures: Instead of using complex council jargon, AI can translate notices into easy-to-understand public messages.
Social media and newsletter content: AI can draft engaging posts that highlight key messages, ensuring clarity and readability.
Translating content: ChatGPT can convert messages into Welsh or other languages, improving accessibility for diverse communities.
2. Survey Analysis and Report Writing
Councils often gather community feedback through surveys, which can be time-consuming to analyse. AI can:
Summarise survey responses: Uploading a PDF or text file of survey results allows AI to extract key themes and insights.
Generate reports: AI can structure findings into professional reports for councillors and the public.
Create tables and visual summaries: Data can be automatically formatted into digestible formats for easy reference.
3. Administrative Efficiency
Councils juggle numerous administrative tasks, and AI can help lighten the load by:
Drafting job descriptions: AI can generate role descriptions and person specifications, saving hours of work.
Analysing procurement documents: AI can compare proposals against council criteria and summarise key points.
Meeting minutes review: AI can scan through minutes and highlight recurring topics or concerns over time.
4. Enhancing Community Engagement
AI can support councils in making their communications more engaging and accessible:
Generating press releases: AI can convert formal reports or announcements into engaging press-ready content.
Creating personalised engagement: Councils can tailor responses to community concerns with AI-generated summaries and explanations.
Building social media engagement: AI can suggest post ideas, event promotion strategies, and responses to community questions.
Addressing Concerns About AI Use
Is AI Safe for Council Use?
While AI is a powerful tool, councils must be cautious about data security.
Avoid uploading confidential information: AI tools are not fully secure for sensitive data.
Always edit AI-generated content: AI should be seen as an assistant, not a replacement for human judgment.
Use AI ethically: Ensure transparency in how AI is used to create communications.
Will AI Replace Jobs?
AI is not about replacing council staff but rather enhancing their efficiency. It allows officers to focus on strategic work and community engagement rather than getting bogged down in repetitive tasks.
Getting Started
To start using AI effectively:
Experiment with the free version to understand its capabilities.
Create separate work and personal AI accounts.
Start with small tasks like social media posts or email drafting.
Test AI-generated outputs and refine prompts for better results. IT’S ALL ABOUT HOW YOU WRITE A PROMPT!
AI offers a huge opportunity for Town and Parish Councils to improve efficiency, communication, and engagement with their communities. While it requires thoughtful implementation and oversight, the benefits of adopting AI tools like ChatGPT are undeniable. Councils that embrace this technology now will be ahead of the curve, providing better services while reducing workload stress.
As AI continues to evolve, councils should stay informed about its developments and consider integrating it into their workflows to maximise its benefits.