As artificial intelligence becomes increasingly prevalent in our daily lives, local councils have a unique opportunity to harness these tools to enhance their operations. In a recent webinar, I shared my experiences using various AI platforms to streamline council tasks and improve efficiency.

The Evolution and Ubiquity of AI

What strikes me most about AI is its pervasiveness in our everyday lives. From banking apps to car sensors, from website FAQs to Netflix recommendations, AI has quietly integrated itself into our daily routines. This technology, first defined by Professor John McCarthy in 1955 and furthered by Alan Turing's vision of human-like artificial intelligence, has evolved dramatically. The real game-changer came about two years ago, when advances in processing power and the vast accumulation of digital data led to unprecedented capabilities in AI systems.

Before you jump in, I highly recommend you watch this 5-minute video by google

Five Things You Need To Know About How Generative AI - Watch Now

Exploring Different AI Platforms

I've discovered several AI tools that have transformed how I handle my parish clerk duties. Here are the five key AI tools that have made my council work more efficient and effective.

1. ChatGPT by OpenAI

ChatGPT has become my go-to assistant for drafting communications. During the webinar, I demonstrated how it helps craft resident consultation letters, particularly for situations like playground equipment updates. What makes it particularly valuable is its ability to:

• Adjust tone from casual to formal
• Quickly revise and shorten text
• Maintain consistent council voice
• Structure communications professionally

2. Google's Gemini

As a newer addition to the AI family, Gemini brings unique advantages to council work:

• Integrates seamlessly with Google Search
• Provides AI-enhanced overviews of search results
• Offers comprehensive answers drawing from Google's vast knowledge base
• Excels at research tasks and fact-checking

3. Microsoft Copilot

Working in close collaboration with OpenAI, Copilot has become an invaluable tool for:

• Document creation and editing
• Integration with existing Microsoft tools
• Generating and modifying content
• Suggesting improvements and alternatives

4. Claude by Anthropic

Claude stands out for its thoughtful, interactive approach:

• Asks clarifying questions to understand requirements better
• Excels at creative content generation
• Takes an ethical approach to AI assistance
• Provides detailed suggestions and alternatives

5. Otter 

One tool I've found particularly valuable is Otter for meeting transcription. While it occasionally produces amusing interpretations (turning "parishioners" into "parachutes" or "Sturminster Newton” into "steamers to Newton", it serves as an invaluable backup to traditional note-taking. Allowing me to focus on meeting facilitation, its range of tools is useful for:

• Generating meeting transcripts
• Creating automated action item lists
• Producing meeting summaries
• Reviewing specific discussion points in detail
• Providing both oral and written reference for specific discussion points

Experiment with using Otter and ChatGPT or Claude.ai for generating meeting minutes, here’s a potential workflow and some tips:

Workflow:

1. Record the Meeting with Otter: Start with Otter.ai to capture the meeting audio and generate a transcript.
2. Share the Agenda with ChatGPT or Claude: Upload or paste the agenda alongside the Otter transcript to help the AI understand the context and structure of the meeting.
3. Generate Minutes from the Transcript: Ask ChatGPT or Claude to summarise key points, decisions, and action items based on the agenda and discussion.
4. Review and Refine: Review the AI-generated minutes for clarity and accuracy, adding context or adjusting for any nuances missed in transcription.

Pro Tips for Using Otter Effectively:

• Clear Speaker Identification: Encourage speakers to identify themselves when speaking, as this improves clarity in AI-generated summaries.
• Refer to Agenda Items: Ensure participants refer to agenda items clearly to maintain organised transcript sections, which will improve the AI's ability to recognise distinct discussion points.
• Start with the Free Version: Otter’s free version is often sufficient, especially for trialing this method.
• Timely Review: Go through transcripts shortly after meetings, while details are still fresh, to confirm accuracy before sharing with AI tools for minutes creation.
• Maintain Human Oversight: While AI is helpful, it shouldn't replace human judgment
• Structure for Success: When using tools like Otter, structure meetings with clear agenda references and speaker identification

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Looking Ahead

The pace of AI development is remarkable, with significant advances happening in months rather than years. These tools aren't replacing the essential human elements of council work, but they're certainly making our jobs more manageable and efficient.

For councils considering AI adoption, my advice is simple: start small, experiment with these tools, and gradually integrate them into your workflow. The benefits in time savings and improved efficiency are well worth the initial learning curve.
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Remember, AI is here to augment our capabilities. It is definitely not there to replace our judgment. As Google continually reminds us, it is still experimental, it is a computer model, and it makes mistakes. As we continue exploring these technologies, finding the right balance between innovation and responsible implementation remains key to success in local government operations.
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Beverly Barker is the Clerk to The Orchards' Margaret Marsh Parish Council and an advocate for responsible AI adoption in local government.

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Watch my webinar