A recent study by the UK Government Digital Service (GDS) reveals that the implementation of Microsoft 365 Copilot has significantly boosted productivity among government workers. The trial, which involved 20,000 civil servants across 12 major government organizations, demonstrated that employees saved an average of 26 minutes per day by using the AI-powered assistant. This time savings, when extrapolated across a full working year, could potentially free up nearly two weeks per employee, allowing them to focus on more strategic and impactful tasks.
The Microsoft 365 Copilot provides generative AI assistance across various Microsoft Office applications like Word, Excel, PowerPoint, Outlook, and Teams. It enables users to perform tasks through natural language, streamlining processes that traditionally involved mouse movements and manual navigation of menus. This shift towards a more intuitive and conversational interface has proven to be a key factor in the observed productivity gains.
UK Technology Secretary Peter Kyle presented the findings at SXSW London, highlighting the transformative potential of AI in government operations. He emphasized that AI tools are helping civil servants save time on routine administrative tasks such as drafting documents, preparing lesson plans, and managing schedules. This allows them to dedicate more effort to delivering faster, more personalized support where it is most needed. The initiative aligns with the government's broader "Plan for Change," aimed at modernizing the public sector and achieving £45 billion in savings through technological advancements.
The GDS trial, conducted between September 30 and December 31, 2024, gathered self-reported data from the participating civil servants. The study revealed fairly consistent time savings across different professions and organizational ranks, although the specific ways in which the AI tools were used and the benefits derived varied. Impressively, over 70% of users agreed that Microsoft 365 Copilot reduced the time they spent searching for information and performing mundane tasks, while simultaneously increasing the time they could devote to more strategic activities.
The positive feedback extended beyond just time savings. The study also found that users displayed a strong value attachment to using the AI assistant tool, with an impressive 83% adoption rate within the first month, maintained at around 80% throughout the experiment. Many users also signaled benefits from changes in how they spend their time, with productivity gains allowing users to spend time on more strategic and satisfying tasks. Overall, users had an average satisfaction score of 7.7 out of 10, and an average recommendation score of 8.2 out of 10. The experiment achieved an impressive 83% adoption rate within the first month. Adoption levels of around 80% were maintained throughout the experiment. In professions with the highest satisfaction scores, such as project delivery and operational delivery roles, around 75% of users agreed that Microsoft 365 Copilot led to improved productivity and a reduction in time spent on mundane tasks.
However, the study also acknowledged some limitations. Concerns regarding security and the handling of sensitive data led to reduced benefits in some instances. Additionally, the AI tools were found to be less effective when dealing with complex, nuanced, or data-heavy aspects of work. The study didn't investigate whether the workers used this extra time to do more work, take extra time for lunch, or head off to the pub early. Despite these limitations, the overall results indicate a significant positive impact on government worker productivity.
The Alan Turing Institute conducted a separate report that supports these findings, estimating that approximately 40% of public sector employee time could be supported by generative AI. This could free up staff from laborious tasks through automation, allowing them to concentrate on other critical elements of their jobs. The Institute emphasized the importance of embedding these technologies in a safe and responsible manner, considering the complexities inherent in public sector work and said that using a generative AI tool to support initial drafting could decrease this time by 70%.
The successful trial of Microsoft 365 Copilot aligns with the UK government's broader strategy to embrace AI and digital technologies to improve public services and stimulate economic growth. The AI Opportunities Action Plan highlights the government's commitment to leveraging AI to boost productivity and improve services across various sectors.
