Today, we’re speaking with Simon Glairy, an expert in insurance and Insurtech, with a specialization in risk management and AI-driven risk assessment. Today, Simon is here to discuss the role of automation in processing public consultations, specifically focusing on a solution tested by the City of London Corporation.
Can you explain the role and importance of public consultations in the context of local planning authorities?Public consultations are vital for community engagement in local planning. They help local planning authorities (LPAs) understand the opinions and priorities of the community, ensuring that plans reflect the needs and concerns of the residents. This process fosters transparency and trust between the authorities and the public.
How did the City of London Corporation handle the 2,000 consultation comments during the City Plan 2040 process before using the automation?Before implementing automation, the City of London Corporation manually processed these comments. This involved sorting through numerous emails, categorizing them, and entering the details into a database by hand, which was incredibly time-consuming and labor-intensive.
How did the partnership with MHCLG Digital Planning help in processing consultation responses more efficiently?The partnership with MHCLG Digital Planning introduced an email processing automation built as a Microsoft 365 add-on. This automated system significantly improved efficiency by categorizing and storing email submissions automatically, thereby reducing the need for manual data entry.
What are the key features of the Microsoft 365 add-on developed for automating the email processing?
4.1. How does it categorize and organize the email submissions?
4.2. What data does the system collect and store from the emails received?
The Microsoft 365 add-on automatically categorizes unread emails based on predefined criteria and organizes them in a central SharePoint database. It collects data such as the sender’s name, email address, subject line, any attachments, and the body text of the email. This comprehensive data collection ensures all relevant information is stored efficiently.
Can you elaborate on how the automation reduces manual data entry and labor?
5.1. How much time does it potentially save for each consultation process?
5.2. What kind of tasks does it automate to save this time?
The automation reduces manual data entry by automatically processing and categorizing the incoming emails. This saves LPAs approximately 1 to 2 months of administrative work per consultation process. Tasks such as reading emails, extracting details, and inputting them into a database are fully automated, allowing staff to focus on analyzing the data instead.
What were the specific outcomes that the City of London Corporation observed after implementing the automation?
6.1. How did it impact their administrative workload?
6.2. Were there any improvements in the accuracy and organization of the consultation data?
After implementing the automation, the City of London Corporation experienced a significant reduction in their administrative workload. The automation enhanced the accuracy and organization of the consultation data, as it minimized human error and ensured consistent data entry.
How user-friendly is it to set up and use this automation tool for other local planning authorities?
7.1. Can you elaborate on the compatibility of the tool with different IT systems?
The automation tool is quite user-friendly and can be easily set up by LPAs that already use Microsoft 365. It is compatible with various IT systems, making it versatile for different organizational setups.
What are some potential challenges or limitations that could be faced when using this automation tool?Potential challenges could include initial setup issues for LPAs not familiar with Microsoft 365 or those using different IT infrastructures. Additionally, there might be a learning curve associated with understanding and configuring the automation according to specific needs.
Michelle Rowland mentioned adding additional columns for summarizing and analyzing comments—how detailed and customizable is the data export process?The data export process is very detailed and customizable. Users can add additional columns to the exported spreadsheet to summarize and analyze comments further, tailoring the data outputs to meet their specific analysis requirements.
How does the centralized SharePoint database help in making data-driven decisions?The centralized SharePoint database facilitates easy access, review, and analysis of consultation responses. By having all data in one organized location, LPAs can quickly generate reports and insights, leading to more informed and data-driven decision-making.
What would be your advice to other LPAs considering the implementation of this email processing automation?My advice to other LPAs would be to embrace this automation tool for its ability to greatly reduce manual labor and enhance data accuracy. They should ensure their teams receive adequate training on how to use the system effectively and consider customizing the tool to best fit their specific consultation processes.
Can you share any feedback or suggestions for improvement that you’ve received from other local planning authorities who have used this tool?Feedback from other LPAs has been overwhelmingly positive, highlighting the time-saving and accuracy benefits. Some suggestions for improvement include further customization options and enhanced integration capabilities with other planning tools.
Lastly, where can LPAs or other interested parties give feedback or seek support regarding this automation tool?LPAs or other interested parties can share their feedback or seek support by contacting the digital planning team at digitalplanningteam@communities.gov.uk. This will help continue improving the tool and address any queries or issues users might encounter.
Do you have any advice for our readers?For those looking to optimize their digital planning processes, consider adopting automation tools that streamline labor-intensive tasks. Stay informed about new technologies and be open to integrating them into your workflows to enhance efficiency and accuracy in decision-making.
