If you're a parish or town council clerk juggling minutes, agendas, reports, emails and resident queries, often all at once, you are not alone. The workload keeps growing, but the time rarely does. Artificial Intelligence (AI) can help lighten the load. 

Tools like ChatGPT, Claude, Gemini and Microsoft Copilot can help you write documents, summarise information, draft responses, or come up with ideas. You don’t need to learn complicated commands or new software. Just type your request in plain English, and the tool does the rest. 

This guide offers 10 practical ways AI can support your work, plus clear advice on how to use it responsibly and when not to. 

10 Practical Ways AI Can Help You Today 

Important Note: To stay GDPR-compliant, never use personal or confidential data in AI tools. 

1. Drafting Minutes and Agendas: Paste anonymised notes or bullet points (no names or personal details) and ask AI to create a professional draft. 
2. Writing Newsletters and Notices: Provide bullet points or a short summary of what needs to be created and ask: "Write a friendly 200-word newsletter article about our upcoming community litter pick." 
3. Summarising Complex Documents: Copy text from a long, complex public report (e.g., from a principal authority) and ask: "Summarise this document in five clear bullet points for a non-expert." 
4. Improving Emails and Correspondence: Ask AI: “Draft a template response for residents reporting potholes.” You can also request rewording of your own draft email for a more professional or neutral tone. Never paste actual resident emails. 
5. Research and Information Gathering: Ask general questions like: "What are some low-cost ways for a parish council to engage with younger residents?" 
6. Preparing for Meetings: Ask AI to extract key points from a publicly available report. Try: "What are the main recommendations in this report?" 
7. Drafting Policy Templates: Need a starting point? Try: "Draft a simple template for a social media usage policy for a small council." You can then review and adapt it to your council's needs. 
8. Creating Community Surveys: Ask AI to generate well-structured questions. For example: "Create five unbiased survey questions to gather resident feedback on our local park." 
9. Planning Projects and Events: Get help organising. Ask: "Create a simple checklist for planning a village fete, including key milestones and tasks." 
10. Assisting with Grant Applications: Use AI to help shape ideas for a funding bid. Ask it to: "Write a paragraph outlining the community benefits of a project to install a new public noticeboard." 

Tip: The clearer your instructions, the better the results. Think of it like briefing a new assistant. 

How to Get Started 

You don't need special equipment or technical skills. The main tools are web-based and offer free versions: 

• ChatGPT (from OpenAI) 
• Gemini (from Google) 
• Claude (from Anthropic) 

Simply visit their websites, create a free account and start typing your requests in plain English; this is called a prompt. There is nothing to install or download. Many AI tools can also search the web to provide up-to-date information. 

If your council uses Microsoft 365, Copilot may already be available in Word, Excel, Outlook and Teams. Copilot may offer better privacy protection than free AI tools. 

Your Guide to Using AI Safely and Responsibly 

Always apply professional judgement. Using AI is safe if you follow some simple rules: 

• GDPR and Confidentiality: To comply with GDPR, never enter names, contact details, confidential meeting notes, or any internal council business. Treat AI like a public forum. 
• Keep Queries General: Instead of using real details, describe the situation broadly. For example, ask "How can I respond to a noise complaint?" Don’t paste in the actual complaint.
• Treat AI as a First Draft: AI gives you a starting point, not a finished product. Your experience and local knowledge are essential. 
• Check Facts Carefully: AI can make mistakes. Always verify anything related to finance, law, or policies. 
• Ensure the tone is right: Review AI-generated content to make sure it reflects your council’s style and community values. 
• Be transparent: If AI helped draft something, be open about it when appropriate. 
• Consider an AI Policy: It is advisable to create a simple AI usage policy outlining safe and acceptable use for both clerks and councillors. 

When Not to Use AI 

Avoid using AI for: 

• Personal or confidential information 
• Making legal, financial or HR decisions 
• Final versions of policies or formal council documents 
• Replying to complaints or matters needing local sensitivity 
• Anything where complete accuracy is essential 

Common Questions Answered 

• Can AI replace a clerk? Absolutely not. It is a support tool, not a replacement for your professional judgement. 
• Is the information always accurate? No. AI can sometimes make mistakes or "hallucinate" incorrect facts. Always fact-check any important information and treat its output as a draft. 
• Is it free? Yes, free versions are great for starting. Paid plans are better for regular use, offering enhanced privacy, power and consistency. 
• Do I need training to use it? You can start right away, but training is highly advisable. It will help you write effective prompts and ensure responsible, ethical use. 

Parish and town councils are carrying more responsibility than ever, often with limited time and resources. AI won’t do your job for you, but it can act as your co-pilot. By handling routine drafts it gives you the space to focus on the work that truly needs your judgment, experience, and connection to the community. Experiment with it, use it responsibly, and you might be surprised how helpful this new tool can be. 

Want to go further? Our free live training sessions on Microsoft Teams give you hands-on practice with ChatGPT, Claude, Gemini and Copilot, led by an expert trainer who understands your world. Browse our free courses and book your place today.