Overview
Civil service documentation often involves preparing and updating documents to meet reporting requirements, providing status updates to different stakeholders, and revising materials throughout a multi-step approval process. If you are in an administrative role, this heavy paperwork load for maintaining public trust and transparency can consume a significant amount of your workday that could be spent on higher-impact work. In this section, we’ll explore how generative AI can be used safely to reduce the time spent on lower-impact routine tasks, allowing you to focus on the core responsibilities that drive your role and align with your priorities.
Applying This Tip
Consider thinking of a Generative AI tool as a graduate student intern assisting with your writing and editing process.
ChatGPT right now is our sort of grad student intern. We will give some projects, and they usually get it wrong the first couple of times, and you say, ‘Well, try to do this,’ and you give it a little bit more feedback.”
Brian Daniels
Director of the Rhode Island Office of Budget and Management
With this iterative approach, documents can be drafted and edited faster while still adhering to your agency or jurisdiction’s requirements using these strategies:
Prompt Example
“Generate a formal email response for a colleague seeking clarification on [common inquiry topic or detail]. Address their specific question: [insert the colleague’s question here removing any confidential information]. [Provide any necessary context or explanation]. Draft the response to be clear and concise.”
Generate Communication Templates
Written communication can take various forms depending on the country or workplace, including emails, WhatsApp messages, Microsoft Teams messages, Slack threads, or other team collaboration tools. Coordinating across agencies, providing departmental updates, or answering common inquiries can be streamlined with the assistance of GenAI. GenAI tools can help draft this correspondence quickly, create a template for your reply, or simply rephrase your writing in a more professional tone.
Generative AI Use Case
Respond to Common Inquiries
In the following fictional scenario, a Budget Analyst in Japan’s Budget Bureau of the Ministry of Finance (MOF), saves significant time by using a GenAI model to draft responses to common inquiries, such as status updates on budget requests. Instead of manually drafting each response, the analyst uses a pre-built template that a GenAI tool helps generate.
Prompt
“Draft a professional and polite response to a program manager who is inquiring about an update on their program’s base budget request for their mental health initiative in the upcoming fiscal year. The request is currently under review, and discussions are ongoing to finalize the decision. While the review process is still pending, the estimated time for a response is expected by January 20th.”
Gen AI Generated Answer
Subject: Update on Base Budget Request for Mental Health Initiative
Dear [Program Manager’s Name],
Thank you for reaching out regarding the update on your program’s base budget request. I understand the importance of this initiative and appreciate your patience as we work through the review process.
At this stage, your request is still under review, with ongoing discussions to finalize the decision. While I cannot confirm an exact timeline just yet, we anticipate that a response will be available by January 20th.
Thank you for your understanding and continued dedication to this vital initiative. If you have any further questions or require additional information, please feel free to reach out.
Best regards,
[Your Name] [Your Position] [Your Contact Information]
Would you like any adjustments or additions to this message?
This fictional use case scenario was created using Microsoft Copilot. The mention of Japan’s Budget Bureau of the Ministry of Finance does not imply or constitute any endorsement.
By using a template, the Budget Analyst can easily adapt the response to different inquiries without having to start from scratch each time. Over time, the analyst can refine this template to include common phrases or specific data relevant to various departments or ministries, further streamlining the process.
Prompt Example
“Help me brainstorm ideas for [ topic ]. Suggest tone options and messaging for [audience].”
Generate Ideas
Generative AI can be a helpful tool for civil servants when it comes to brainstorming ideas for documents, proposals, or reports related to policies, community initiatives, or government programs. It can help expand on initial thoughts, suggest different angles, and offer alternative approaches to complex issues such as budgeting, regulations, or public outreach. By using GenAI for brainstorming, civil servants can quickly generate diverse ideas and refine their concepts.
Generative AI Use Case
Generate Strategies for Future Proposals
In the following fictional scenario, a Program Manager in India’s Ministry of Education, overseeing the Swachh Bharat Swachh Vidyalaya (Clean India Clean Schools) program uses a GenAI tool to brainstorm ideas for a future proposal.
Prompt
“Help me brainstorm ways to involve local communities and school management committees in maintaining sanitation facilities to reduce costs and ensure long-term sustainability. Focus on strategies for community ownership, shared responsibility, and sustainable maintenance practices.”
Gen AI Generated Answer
1. Conduct Community Needs Assessment: Start by assessing the current state of sanitation facilities within the locality. Identify areas where improvements are needed most urgently based on factors such as population density, accessibility, and usage patterns. Consult with local leaders, schools, and residents to gather insights into their needs and preferences regarding facility design, location, operation, and maintenance. This assessment will help build consensus among stakeholders and facilitate collaborative efforts towards achieving common goals.
2. Form Local Committees: Establish committees comprising representatives from community groups, schools, and local authorities responsible for overseeing sanitation facility management. These committees can be organized around geographical regions, demographics, or stakeholder interests (e.g., parents, teachers, business owners). Encourage participation through open meetings and consultations, ensuring transparency in decision-making processes. Provide training and resources necessary for members to fulfill their responsibilities effectively.
3. Build Ownership and Responsibility: Encourage community involvement and empower residents to take charge of maintaining sanitation facilities by promoting awareness about hygiene practices and encouraging regular cleaning routines. Organize workshops and campaigns focused on educating people about proper waste disposal methods, water conservation techniques, and sanitation protocols. Promote civic pride by involving volunteers and rewarding contributions made by community members. Facilitate communication channels between committee members, residents, and facility managers so everyone stays informed and accountable.
This fictional use case scenario was created using ChatGPT. The mention of India’s Ministry of Education does not imply or constitute any endorsement.
These strategies provide a framework for cost-effective and sustainable sanitation solutions while aligning with local priorities. With this information, the Program Manager has a starting point for further research and development.
Draft Initial Versions of Documents
Even with established templates and previous examples to draw from, writing an initial draft still calls for time and attention. You may regularly work on a variety of documents such as RFPs, cost justifications, update briefs, and specific departmental reporting. All of these drafts can be assisted with a GenAI tool. In using the GenAI tool, you can get support in completing initial drafts of official documents. With GenAI handling the initial draft, you receive a general layout and narrative structure to refine further.
Generative AI Use Case
Draft an Executive Order
GenAI can assist civil servants in drafting executive orders and public memos, tasks that require precise language and a clear structure. By using GenAI, you can quickly generate a first draft based on the necessary format. For example, the State of Rhode Island used a GenAI tool to draft the first version of an Executive Order, reducing the time spent on drafting and allowing more focus on the policy alignment. This same approach can be applied to other public notices, like announcements or advisories, that follow a similar format.
Update Administrative Documents to Align with Reporting Requirements
Prompt Example
“Here’s the current version of the [type of report] [paste existing text], along with the updated reporting template [paste new template]. Update the report to follow the new format, make sure all required sections and data are included according to the latest requirements.”
Government reporting requirements are frequently updated to align with new policies. Use a GenAI tool to update these documents to reduce the time spent making these manual adjustments. Provide the tool with the latest template or guidelines along with existing information, and it will generate a draft that adheres to the new requirements.
Generative AI Use Case
Adopt a Fit-for-Purpose AI Model
Governments worldwide are already adopting AI models to ensure secure handling of sensitive information while safeguarding user data. These models offer a tailored solution to keep critical data within government agency systems, providing an added layer of trust and compliance.
In Singapore, for example, the Government Technology Agency’s Pair app helps civil servants draft emails, conduct research, and generate ideas, all tailored to the specific needs of Singapore’s government context. Security is a top priority, with all data kept private within the government system, not stored on third-party cloud services.
Questions to Consider When Tailoring The Tip
- Which routine government documents do you frequently prepare? How can GenAI tools assist in streamlining the brainstorming or drafting process for these documents?
- What key points, tone, language, and structure should you direct the AI to focus on in your document? Are examples or additional details required for clarity?
- What are the required review and approval processes within your department to ensure accuracy, compliance, and transparency in the final document?
Best Practices for Prompting a GenAI Tool
As Daniels said, a GenAI chatbot usually won’t get it just right the first time. To get the most useful response, it’s important to understand how to structure your prompts and avoid common pitfalls.
Below are some dos and don’ts to keep in mind when prompting a GenAI tool:
For more examples of prompt types that can help with your work, view our Sample Prompts and Responses PDF. If you’re looking to deepen your understanding and practice of crafting effective prompts, consider taking an online course to get the most out of GenAI tools. You can find courses on LinkedIn Learning, such as The Art of Prompt Writing, or check your region’s government website for Generative AI training programs for civil servants, like California’s State Staff Training on Generative AI Foundations.
Recommended Resource: AI Usage Policy
An AI Usage Policy is a document that outlines the rules and principles for using artificial intelligence (AI) technologies in an ethical and responsible way within an organization. If you are looking to create one, review this resource produced by Microsoft and TechSoup.
Safely and Securely Use GenAI Tools
When using GenAI tools to assist in document creation, it is critical to adhere to your organizational or regional guidelines for safety and security. Civil servants must ensure that the use of these tools does not compromise transparency, accuracy, or the integrity of public service information or processes. Here are best practices to follow:
- Review the sources cited by GenAI tools to confirm their reliability and correctness
Cross-check the data and facts provided, especially if the document influences policy decisions or is intended for the public. This is crucial for maintaining credibility and public trust in the documents you produce. - Cite the use of GenAI tools in the bibliography or references list
Discuss with your colleagues, supervisors, and other collaborators the use of GenAI in your drafting process. When applicable, cite the use of GenAI tools in the document’s bibliography or acknowledgments. Clearly indicate how the tool was used (e.g., drafting, brainstorming, editing) to maintain transparency with internal audiences and the public. For example, TechSoup’s Generative AI Guidelines show that it was drafted with the support of Bard. - Generated documents should be treated as initial drafts.
Always conduct a thorough review process to adjust, validate, and ensure quality with human oversight.