Future-Ready Services: Unlocking council resilience through collaboration

Guest blog by Steven Taylor, Managing Director at Ayup #LPSInnovation

From streamlining digital estates to embracing open-source tech, we explore strategies for creating more resilient and cost-effective local public services, specifically around access to information.

But it’s not all about technology. We’ll also be touching on ways for councils to pool resources, share best practices, and tap into community needs through co-production.

Making room for collaboration

Reducing digital estate

We’re currently conducting an audit for a local authority that has responsibility for 18 different websites and landing pages. That’s 18 different CRMs and knowledge bases for people to keep an eye on and update where necessary.

Siloing information into singular outputs happens a lot when every team has its own information to promote. But that only makes it harder for residents to find the information they need, not to mention unwieldy for those managing them.

Reducing a local authority’s digital estate where possible allows for a more concentrated effort, not only streamlining workloads but opening up more opportunities for promotion.

Cross-departmental collaboration

We work with Public Health teams, Adult Social Care, Digital Transformation, and IT. They’re often working towards the same goal when it comes to upstreaming services and preventing, reducing, or delaying demand.

Cross-departmental collaboration is not only a brilliant opportunity to pool budget resources, but it also can help smooth over any potential gaps and avoid duplication. For example one of our clients has incorporated statutory guidance into the same platform as community services, highlighting this information using a landing page so those who need to access it have a clear route to this obligatory guidance.

Collaborating across councils

In our experience, councils are very happy to share best practices and learn from each other’s successes and struggles. This collaboration helps contribute to a more robust local government infrastructure, capable of better serving community needs.

Not only this, but opportunities to work together can pave the way for innovation in particular areas and strategic long-planning, both of which are crucial for addressing complex regional challenges, such as health inequalities and digital exclusion.

Organisations such as LGA and New Local present frequent opportunities for councils to get together and share their experiences. At Ayup Digital, we have our own community of council clients, who meet regularly throughout the year to discuss avenues for development.

Choosing the right technology

Ensuring smooth data flow

Having software that integrates with other systems can make all the difference. Interoperability allows data to flow freely, making life easier for everyone involved in delivering and managing public services.

Following data standards is also crucial in keeping information accurate, secure, and usable, cutting down on costly mistakes.

Combining both creates a sturdy digital ecosystem that can adapt to new requirements and regulations with greater ease. Not only does it simplify processes, but it can also help protect councils’ from tech going obsolete and aid in keeping security risks at bay.

Leaning into open-source software

Open-source technology has great draws for local councils. It encourages sharing, enhances trust, and helps maintain a proven track record of software quality. By sharing knowledge and solutions with a global community of developers and other local governments, councils can fast-track innovation and problem-solving.

Because the source code is open for inspection and independent audits, open-source software brings with it a level of transparency that can build trust among stakeholders. Combine these continuous updates and you have software that remains secure, up-to-date, and high in quality.

Avoiding steep learning curves

Powerful new software loaded with features can quickly become a money pit if you don't account for the time needed to fully understand the tools. Before taking the plunge, set clear expectations for the team managing the software.

Either budget ample time for comprehensive training on the new system, or opt for software tailored to your specific needs and nothing more. A user-friendly interface coupled with continuous updates aligned with council requirements could be the smarter choice. The last thing you want is an overly complex system dragging down productivity and resources.

Consider the best approach

Working with the community and external stakeholders

When end users help to shape services, you build something they need instead of wasting resources on something residents have not been consulted on. The continuous feedback loop and adaptations in co-production help refine and optimise the services so they're effective and efficient.

Co-production can also help break down operational silos in councils by encouraging collaboration. Strategic stakeholder involvement through co-production leads to services that are robust, tailored to the community's needs, and able to adapt as those needs change down the line.

It highlights the existing work of Voluntary Council of Social Enterprise (VCSE) and gets service providers working together for services that meet today's demands, and built to last and stay effective for years to come.

A re-evaluation of procurement

The competitive public sector bidding process in the UK costs on average £45,200, with a notable increase in single-bid tenders in recent years. There has been a 476% increase in single-bid tenders since 2012, partly due to overspecification and short submission timescales. This effectively eliminates the competition and can impact the quality and value of the services delivered.

Something needs to change, and the Procurement Act 2023 looks to address this with several reforms. One of the key changes is the introduction of the Competitive Flexible Procedure, which allows contracting authorities greater freedom to design tender processes that are more outcome-based, rather than a checklist of functionalities.

It’s hoped this flexibility will attract more bidders, while the emphasis on contracting authorities removing barriers for SMEs is intended to bring in a more diverse range of suppliers.

We’ve outlined some of the key approaches to creating resilience and streamlining efforts in local public services; consolidating information, enabling cross-departmental and cross-council collaboration, adopting flexible open-source cloud tech, and involving external stakeholders through co-production.

Combining all of these approaches lets councils innovate effectively - shaping adaptable, sustainable services that creatively and efficiently meet the community's changing needs.

Local Public Services Programme

techUK's Local Public Services Programme provides the forum for local public services to engage with industry to better understand the innovations out there, horizon-scan how the technologies of today and tomorrow can re-imagine local public services and solve some of the most pressing challenges our communities and places face. It also helps connect suppliers with each other, identify new business partnerships to help grow an ever thriving local government ecosystem.

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