Harnessing LLMs to Improve Written Communication in Federal Workplaces

Just as the steam engine paved the way for the new, industrialized world, the internet ushered in a new, unprecedented era. Today, Large Language Models are set to do the same. In federal workplaces, for instance, there is a constant need for clear and effective communication.

It is no longer just a requirement but has become a necessity. Furthermore, complex government operations also require that when the same is communicated to anyone, it needs to be done so succinctly and persuasively. Another issue that federal professionals need to deal with is the diverse range of communication channels out there. From emails to reports, memos, policy documentation, codes, and more, they face more and more challenges maintaining high clarity, coherence, and accessibility standards.

Recently, advancements in generative AI (Large Language Models such as ChatGPT?and Gemini) have become the go-to tools for employees. They are set to improve communication efforts extremely, but only if used properly.

Reports suggest that more than 85% of business leaders?believe that generative AI will help their organizations maintain a competitive advantage over at least the next five years. Furthermore, LLMs are paving the way for further AI improvement, particularly the development of Artificial General Intelligence (AGI).

For federal agencies, the question is how to harness these tools to not only meet but exceed communication standards in a rapidly evolving world.

The Role of LLMs in Federal Communication

LLMs offer more than just automated responses or content generation. They represent a critical asset for federal employees, enabling them to refine their communication by improving the flow, coherence, and clarity of their written work.

However, it is very important to understand that LLMs don’t replace the fundamental principles of good communication. Instead, they serve as supplements. They can help implement these principles much more effectively.

For example, a federal employee drafting a policy report can use an LLM to ensure that the language is clear and the argumentation is logically structured. The LLM can suggest alternative phrasings that enhance readability or identify sections where additional context is needed. Hence, the employee can produce a more polished and persuasive document that better serves the agency’s objectives.

Augmenting Research and Data Integration

Beyond improving the quality of written communication, LLMs can also assist in augmenting research efforts. Federal employees often need to substantiate their points with accurate data or relevant precedents. LLMs can quickly identify and integrate this information, ensuring that the final document is well-supported and credible.

Consider a federal analyst preparing a briefing for senior leadership. With the help of an LLM, the analyst can efficiently gather the latest statistics or regulatory updates, incorporating them seamlessly into the briefing. This not only saves time but also enhances the briefing’s value by providing leadership with up-to-date, data-driven insights.

While the benefits of LLMs are significant, it’s essential to implement them responsibly. Federal employees must remain vigilant in ensuring that the content generated or refined by LLMs aligns with agency standards and ethical guidelines. This includes verifying the accuracy of information, maintaining confidentiality, and avoiding over-reliance on AI-generated content.

For example, a federal communications officer tasked with drafting a public statement on a sensitive issue can use an LLM to draft initial versions. This draft will focus on clarity and tone. However, it is important that they carefully review the output to ensure it meets the agency’s messaging standards and does not inadvertently include biased or inappropriate language. Language models often have filters and limitations, too, which is why they may end up omitting some critical data elements. The officer must read through the generated response to ensure the integrity of communication and completion of the message.

To learn more about the use of LLMs in federal workplaces, you can use our course at Management Concepts. These courses can help achieve better communication and, therefore, better outcomes for the agency.

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