How Civil Servants Can Effectively Use Generative AI

Technology is moving fast, and it’s changing how we work—even in public service. The good news? Tools like Generative AI (Gen AI) are here to help us work smarter, not harder.

You don’t need to be a tech expert to benefit from this. In fact, Gen AI can handle many of the repetitive tasks that eat up your time, freeing you to focus on what really matters—serving the public.

In this article, I’ll walk you through how civil servants can use Gen AI to make their jobs easier, whether that’s by automating simple tasks or assisting with more complicated projects. And the best part? You don’t need to know how to code to get started.

Generative AI can create things for you—whether it’s writing a report, drafting emails, or even generating code to automate office tasks. Simply put, it helps you get more done in less time.

For example, let’s say you need to send out personalized letters to a large number of people. Instead of manually drafting each letter, Gen AI can generate them for you based on a template, saving you hours of work.

Or, if you need to automate repetitive tasks, Gen AI can generate simple code to do the heavy lifting for you.

Here’s a practical example: say you’re using Google Workspace, and you need to send out personalized certificates or letters.

With tools like ChatGPT or Google Gemini, you can prompt the AI to write a script that automatically pulls data from a spreadsheet, creates personalized documents, and even sends them out for you. With just a click, the work is done—no more manual input after the initial setup.

Here’s how Gen AI can help:

• Automate Emails and Documents: Use Gen AI to generate scripts that create and send personalized documents or reports, eliminating the need to draft each one manually.
• Report Writing Assistance: Provide key points to the AI, and it will create the first draft of your report or summary for you to review and fine-tune.
• Simple Task Automation: Don’t worry about writing code from scratch. Simply describe what you need to the AI, and it will generate the code for you. Whether it’s automating data entry or generating responses, Gen AI makes it possible.

I get it—this might sound a little too technical at first. But trust me, it’s easier than you think. You don’t need to be a programmer to take advantage of these tools. The AI does most of the heavy lifting; you just need to tell it what you want, and it writes the code for you.

Once it’s set up, running the automation is as easy as clicking a button. Imagine the time and effort you could save each week.

When working with sensitive information, data security is always a priority. That’s why it’s important to use trusted platforms and follow best practices.

Ensure your data is secure by using encryption where possible and activating features like two-factor authentication (2FA) to protect access.

Here’s a real-world example. A team in a public office needed to send out hundreds of personalized certificates. Instead of manually creating each one, they used Google Apps Script generated by Gen AI.

In minutes, the script pulled data from a spreadsheet, created the certificates, and automatically emailed them to the right people. What could have taken days was done in a few clicks.

The workplace is changing, and having even a basic understanding of AI can help you stay ahead. By learning how to use these tools, you’ll save time, reduce stress, and enhance how you serve the public. It’s about working smarter, not harder.

To help you get started, I’m offering a course on Google Apps Script and using tools like ChatGPT and Gemini to generate code and automate tasks. It’s designed for beginners, so no prior experience is required.

You don’t need to be an expert to start using Generative AI in your daily work. With a bit of guidance, you can leverage these tools to handle repetitive tasks, freeing you to focus on the more meaningful aspects of your job.

Gen AI is here to make your work easier and more efficient, allowing you to better serve the public.