City Staff and AI Tools: Practical Learning for Everyday Impact

AI literacy begins with demystifying the technology. For municipal teams, this means understanding not just how AI works, but how it fits into day-to-day tasks and long-term goals. Employees don’t need to become data scientists, but they do need to grasp what AI can and cannot do. This includes understanding core concepts like machine learning, natural language processing, and data bias. When teams know the boundaries of AI, they are better equipped to make informed decisions about when and how to use it.

For example, a city’s permitting office doesn't need to build its own AI models to benefit from AI. Instead, by understanding the capabilities of tools like ChatGPT or Microsoft Copilot, staff can experiment with automating repetitive document reviews or generating draft communications. When staff are encouraged to explore these tools in a low-risk environment, they gain the confidence to ask better questions and use AI effectively, rather than relying on it blindly.

Ethics and Limits: Teaching Responsible AI Use

Understanding AI’s ethical considerations is essential for responsible use in government contexts. Municipal teams must be aware of issues like data privacy, algorithmic bias, and transparency. These concepts should be embedded in training programs, not treated as separate topics. For instance, when using AI to assist with hiring or public engagement, teams should question the data sources and decision logic behind AI recommendations to avoid reinforcing systemic inequities.

Clear guidelines and case-based training can help employees navigate these concerns. Cities like Boston have developed AI ethical principles to guide technology use, emphasizing accountability and community engagement in algorithmic decision-making¹. Embedding these principles into internal training ensures that staff can think critically about AI outputs and are empowered to challenge results that don’t align with policy or values.

Productivity Gains Through Accessible Tools

Integrating AI into everyday workflows doesn’t require custom software or major investments. Many departments are already experimenting with tools like Notion AI for meeting summaries, or ChatGPT for drafting policy memos and grant narratives. These tools lower the barrier to entry and allow staff to interact with AI in practical, meaningful ways. The goal isn’t to replace human judgment but to reduce cognitive load so employees can focus on higher-value tasks.

Companies like PwC and Accenture have launched internal AI training programs that include hands-on coaching with generative AI tools, encouraging employees across departments to apply AI in their work². These programs highlight the importance of cross-functional learning and demonstrate how AI can support everything from HR to procurement. Municipal leaders can adopt similar approaches by offering optional AI labs or “office hours” where staff can test tools on real tasks with guidance from technical advisors.

Creating Safe Spaces for Learning and Experimentation

One of the most effective ways to cultivat