Local authorities across the country are integrating AI solutions into their work to create a more efficient decision making processes, as well as helping create more joined-up services across sector teams. However, the use of AI does not come without reservation. Used irresponsibly, it can leave the door open for data breaches, sharing of incorrect information or biased decision making, leaving some authorities understandably cautious of implementing AI. 

As its adoption becomes increasingly widespread, now is the time for property teams to find ways to use AI to benefit their service – not doing so could mean they get left behind. We speak to a number of local authorities who are keen to reap the benefits of AI for their property portfolio, but are unsure how to use it safely within their teams.

So, how can local government decisions be supported with AI safely? Local authorities remain legally accountable for their decisions, regardless of whether AI tools have been used to support the decision-making process. AI should therefore be treated as a decision-support tool rather than a decision-maker, with appropriate officer oversight and governance arrangements in place.

Let’s take a look at what that could look like in practice.

Reducing administrative burdens with AI

One strong use case for AI in property teams is reducing the administrative burden placed on already under resourced teams. Local Planning Authorities can struggle with pressure from growing application backlogs coupled with the national drive to accelerate house building. This administrative burden is well suited to AI, which can assist with reviewing and categorising applications, extract relevant information and organise documentation, improving productivity whilst also reducing overall pressure on the team.

Leeds City Council is one example of an authority using AI to improve productivity and reduce admin tasks. They collaborated with client intelligence platform, Xylo, to help process the 6,000 planning applications they receive each year by designing, testing and launching Xylo Core, an AI workspace that helps planning officers by taking on the administrative work. Each AI decision is reviewed by a qualified planning officer for accuracy. 

The result of the Xylo Core implementation was more productive and happier staff, with 67% of Leeds City Council officers reporting that they save more than two hours per day since it was introduced.

Using AI to accelerate town regeneration

Beyond reducing administration, AI also has significant potential to support town regeneration. AI can help local government use data and analytics to build spaces that communities value. AI tools can be loaded with years’ worth of historic data to analyse trends, support decision making on planning, regeneration or infrastructure projects, estimate project costs and assess design viability.

Planners can use AI to generate 3D models, such as digital twins or simulations, to give a much more accurate picture of how infrastructure upgrades or traffic changes would impact a town. 

Barnsley, for instance, has been recognised by the government as the UK’s first ‘Tech Town’ and its local authority is taking advantage of this by using AI to overhaul a vast number of public services and business. With AI technology being used to enhance a number of local government services, the local planning team will be adopting it to plan and build the right infrastructure for the town’s needs. The council has also become one of the first in the UK to roll out Microsoft's Copilot at scale, demonstrating its wider commitment to using AI to improve public services and reduce administrative pressures.

Considerations to make before implementing AI tools

It’s clear that AI use can be extremely beneficial to local authorities, however it’s important that before implementing any AI tools you carefully consider its wider impact and make sure that due diligence has been carried out.

For example, before implementing AI tools authorities should consider data protection requirements, equality impacts, transparency obligations and information governance arrangements. Particular care should be taken where AI may influence decisions affecting residents, businesses or service users. Considerations need to be made on how third-party data will be safely processed and protected if it is fed into any AI programme. 

To address this, authorities need to assess AI suppliers and check they have robust data security, policies on intellectual property ownership, auditability and contractual accountability before using software for projects.

Key takeaways: how can decisions be supported with AI safely?

• AI can be best used for administrative activities. This allows officers to focus on high value work.
• Whenever AI is being used, always make sure humans are kept in the loop and review its outputs. AI should be pragmatic, and not outsource the thinking of qualified professionals.
• If your team plans to use AI, clear governance, data protection and ethical frameworks need to be in place ahead of any implementation to minimise any risks.
• Monitoring productivity gains, staff feedback and service improvements will help to show the value that AI does or does not deliver.
• Where AI is used to support public services, authorities should be transparent about how it is being used and ensure officers can explain and justify decisions reached with its assistance.
• Local authorities remain accountable for decisions made using AI-assisted processes.
• Transparency and clear audit trails are essential where AI influences public service delivery.
• Authorities should undertake appropriate supplier due diligence and ongoing monitoring of AI systems.
• Success should be measured not only through productivity gains, but also through accuracy, user confidence, service quality and public trust.