Generative AI-powered tools are prompting meaningful change to the way organizations think about work. To make the most of their potential, and to do so securely, it’s important for local governments to equip their staff with the right resources to successfully innovate.
That’s why some local governments are investing in training programs tailored specifically to the needs of the public sector workforce. Internal training programs are designed to build the confidence and skills public servants need to work with technology effectively in service of the public.
What Should Municipal Staff AI Training Include?
1. Teach the Fundamentals of Prompt Engineering
To get meaningful results from AI tools like Microsoft Copilot or ChatGPT, staff need to understand how to give clear and specific instructions. This process, called prompt engineering, is essential for tasks like summarizing reports, drafting emails or analyzing trends. Training should show employees how to phrase questions or tasks in ways that AI can interpret accurately, how to refine prompts when the output isn’t useful and how to identify situations where AI shouldn’t be used at all, such as with confidential information or when human judgment is critical.
2. Connect Training to Everyday Job Functions
AI is most valuable when it helps people do their existing jobs better. That’s why training should include real examples tied to different roles. Administrative staff might use AI to prepare meeting notes or write memos more quickly. Data analysts could apply AI to sort and interpret large datasets, like thousands of 311 requests. When employees can immediately see how these tools save time or improve workflows in their specific job, they’re more likely to use them confidently and creatively.
3. Reinforce the Importance of Oversight and Responsibility
AI can help streamline tasks, but it can also make mistakes, present outdated information or offer misleading results. Staff need to understand that anything produced with AI still requires careful review. Training should emphasize that employees are ultimately responsible for the accuracy and quality of any content they use or share, even if it was generated with AI.
4. Ground AI Use in Local Policies and Governance
Finally, staff must be aware of the policies that guide how AI is used within their organization. This includes knowing what kinds of data can be shared with AI tools, what platforms are approved for use and how to handle issues like privacy, bias and transparency. Training should help staff understand these local rules and why they matter.
Examples from AI Trainings from Local Governments and Agencies
Rolling out AI trainings for public sector employees can look different across settings. While some local authorities are adopting AI-powered tools across their organizations, some are starting with job-specific pilot cohorts or relying on partnerships to bring in specialized learning modules.
Scaling Co-Pilot in San Francisco, CA
San Francisco, CA is equipping nearly 30,000 city employees with Microsoft Copilot Chat and has launched a five-week training campaign to ensure staff can use the tool effectively. The city is offering live workshops, office hours and government-focused courses in partnership with InnovateUS to help employees apply AI to everyday tasks like drafting reports, summarizing documents and analyzing data. This training effort builds on a six-month pilot involving 2,000 employees, where participants reported saving hours each week by using AI to reduce administrative workload.
To support the rollout, the city updated its generative AI guidelines and reinforced requirements under its AI Transparency Ordinance. Staff are responsible for how they use AI-generated content, and all tools must meet strict privacy and security standards.
Building AI Talent in San Jose, CA
San Jose, CA is training city employees to build and apply AI tools through its AI Upskilling Program. This is a 10-week course developed in partnership with San Jose State University. Staff dedicate one hour per week to learning how AI might impact their daily work, such as summarizing 311 reports or analyzing large datasets. The program includes two learning tracks: one for general staff to boost administrative efficiency and another for data analysts focused on tools like Python, SQL and GIS. Two cohorts have completed the training so far, with a third launching this fall and a goal of reaching 1,000 of the city’s 7,000 employees next year.
One analyst built a custom assistant to identify trends in 311 requests to help improve responsiveness to resident concerns. The city estimates the program has already saved $50,000 and up to 20,000 staff hours by reducing reliance on external consultants.
Supporting Teachers and Students in St. Charles, MN
St. Charles, MN public schools are launching a new AI training program for teachers through ed-tech provider Gruvy Education, aiming to equip educators with the skills to both use and teach AI. The district will pay a base fee plus $30 per participant, with the training expected to help teachers save around 3 hours per week on lesson planning and administrative tasks. Teachers will also be required to integrate at least one unit on AI into their curriculum, ensuring students are introduced to appropriate and ethical AI use in the classroom.
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