How to use generative AI in local government
I remember the very first prompt that I gave to ChatGPT, it went something like this; “Give me three icebreakers for an IT committee meeting.” In a matter of seconds, I had three relevant icebreakers for my meeting. What used to take me (at least) 10 minutes took less than 10 seconds.
Now, the questions I ask are more elaborate and specific. I’ll ask the generative artificial intelligence (genAI) tool of choice, “From the perspective of a facilitator to a group of technology professionals in local government, give me three icebreakers that pertain to current government technology challenges and include an image that I can use in a PowerPoint.” The response is even more relevant and gives me a nice image to use, as well.
When considering the use of AI in government, genAI offers huge opportunities to improve process efficiency, both internally as well as with public-facing solutions and responses. Strong prompts can improve public records responses, provide clearer communications, offer alternatives to budget constraints, and ultimately build constituent trust.
With time and practice (and these AI prompt tips), anyone can improve outcomes when using genAI, and that includes those using AI in local government. But first, you need to learn what a prompt is and explore the different types of prompts. Then, you can learn AI prompt best practices, how to fine-tune your questions, and be even more effective in the requests you make. Just as important, you will learn what not to do with prompts.
Different types of prompts for AI in local government
A prompt is a detailed question with specific instructions that you either type or ask the genAI tool to respond to. There are three types of prompts: instructional, analytical, and technical.
- Instructional: The most common type of prompt, where you specify exactly what you are looking for. Examples include “summarize this document or meeting minutes for me,” or “write a speech for an upcoming event.”
- Analytical: You can ask a genAI tool to review uploaded spreadsheets or reference a data set of prior-year budgets and then analyze projections for future years, etc. The action will depend on what type of analysis you include in the prompt.
- Technical: Developers are using genAI to produce code faster, review code, and find errors in the underlying code that runs the application. Beyond coding, even spreadsheet formulas and calculations can be created from a solid technical prompt.
AI prompt best practices when using AI in government
Of all the AI prompt tips out there, it is most important to focus on role, context, tone, and audience. As you craft your prompt, it is always helpful to ask the tool to present the result from the perspective of a specific role. This could be a budget analyst, human resource director, public affairs officer, or an elected official. In terms of context, set the stage for how the results will be used. For example, stating whether it is for a report, a press release, an employee communication, or minutes to be shared on a public website will produce better results.
One of the AI prompt best practices is paying attention to the tone. The easiest way to do this is by thinking about what adjectives to use. Asking genAI to be insightful, persuasive, or engaging are all great adjectives to employ. You can also use negative or harsh words, which can be helpful for developing continuity training, tabletop exercises, or onboarding new staff in critical positions (such as 911 or safety related).
In regards to the audience, I've found significant differences in results when I establish who I want to reach. This is especially important when using AI in government. Describing that you want the output to resonate with the Board of Supervisors during the annual budget workshop, or to constituents conveying news on property assessments or emergency situations, will produce much more appropriate and acceptable communications.
I have found that emphasizing these details in my prompts hits it just right. Other times, the genAI response may offer additional ideas that help adapt the prompt to my audience.
What to avoid when writing prompts for AI in government
Like any tool, genAI can be used for good or bad. It is important to first follow your organization’s acceptable use and AI guidelines. Specific areas to avoid include:
- Requests that could lead to Illegal activities
- Proprietary, confidential, or personally identifiable information
- Content that promotes violence
- Anything outside your organization’s acceptable use policy
When reviewing AI prompt best practices, remember that genAI can also produce incorrect or skewed information. Prompts asking for facts, statistics, or legal guidance should always be verified. Be mindful of prompts that can introduce bias. For example, RFP requirements that favor specific vendors, or job descriptions that inadvertently exclude candidates. Special attention should be paid to mitigating AI bias as part of responsible AI use.
Sample prompts for AI in local government
One of the best AI prompt tips is to learn by refining your prompts as you go. You can also improve your prompts by learning from others using AI in local government.
Here are a few examples from local government colleagues:
- Answer the questions on the uploaded cyber insurance application, assuming the respondent follows national security standards, and do so with wording that does not lead the reader to believe that the answers were generated by AI.
- Redline this uploaded contract to indicate which terms conflict with county contracting policy, which is also uploaded here as well.
- Find the differences in the 30 collective bargaining agreements uploaded
Finally, here are AI best practices for how to turn a weak prompt into a stronger prompt
- Weak prompt: “Write a press release about a county website.”
- Adequate prompt: “Write a professional press release announcing that Name of County launched a new government website. Mention that the website is easier to navigate, mobile-friendly, and gives residents better access to online services.”
- Stronger prompt: “Write a one-page press release for Name of County announcing the launch of its new county government website. The audience includes residents, local media, and county stakeholders. Use a professional but approachable tone appropriate for local government communications. Include quotes from the County Commissioners. Highlight improved accessibility, mobile-friendly design, easier access to online services, ADA compliance, and enhanced cybersecurity protections. Mention examples such as property records, meeting agendas, permit applications, and emergency alerts. Include a headline, media contact information, and a call to action to visit the new site.”
The stronger prompt is more detailed and is going to produce a more polished and professional response.
When using AI in government, there are numerous ways to improve your prompt skills through online education. Free training courses are available through the various genAI platforms, as well as through major technology vendors like Microsoft, Google, AWS, Salesforce, etc.
Next steps in your AI prompt journey
Practice improving your prompts by using the samples above. The difference in results will surprise you! And remember, you don’t have to accept the first response as the end of the conversation. Rather, follow up, ask for edits, and push back on the AI’s response. Take advantage of free online learning, share your prompts with coworkers and colleagues, and ask them to share theirs. Finally, ask your favorite genAI tool the following prompt: “My title is ______ and I work for ______. I want to be better with AI prompting for my work in developing memos, policies, and emails. What are your tips?”
While improving your AI prompts is important, there are other steps to take to build a responsible roadmap when using AI in local government.
To learn more about how CAI can help with AI prompt best practices or your AI journey, fill out the form below.
