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Case Study

# 42% Fewer Permit Enquiry Calls: How a City Planning Department Turned Its Website Into a Self-Service Counter

A city's Planning and Building department fielded 300+ calls and counter visits per week about permit requirements, fee schedules, and application procedures — information already published on its website. After deploying Keyspider AI Search, 42% of those enquiries stopped within a single quarter. Staff redirected 18 hours per week from answering phones to processing applications.

10 min read
Local Government February 2025 Read Case Study

42%

reduction in permit enquiry calls and counter visits

Planning and Building departments generate the highest volume of information-seeking contacts in most city governments — and the most preventable ones. Permit requirements, application procedures, fee schedules, setback rules, zoning classifications: this information is published in exhaustive detail on every planning department website in the country. Residents still call, queue at the counter, and email — because keyword search cannot bridge the gap between 'what do I need to build a deck?' and 'Residential Accessory Structure Permit Requirements — Section 14.3'. One mid-sized city solved this. Here's how.

## The Department

The Planning and Building Department serves a city of approximately 165,000 residents. Its remit covers development and building permit processing, zoning administration, code enforcement, planning commission support, environmental review, and public works permits for right-of-way use. The department employs 34 full-time staff, of whom 12 are directly involved in public-facing services — counter staff, permit technicians, and zoning clerks.

The department's website had been updated in 2022 as part of a city-wide digital refresh. Content was accurate, well-organised, and comprehensive — a full fee schedule updated quarterly, permit checklists for 40 distinct project types, zoning district maps, application forms, and an extensive FAQ section covering the 60 most common planning enquiries. The content team had invested significant effort in plain-language rewrites for the fee schedule and permit checklist pages specifically because these were the most-requested information types.

Despite the investment, the department's front counter and main phone line handled an average of 310 enquiries per week — the equivalent of roughly 62 per working day. A tally conducted by the department director over two weeks in Q2 2024 categorised every enquiry: 41% were about permit requirements ('what permits do I need for…'), 28% were about fees and processing timelines, 19% were about application procedures and what documents to bring, and 12% were complex enquiries requiring professional judgement. The first three categories — 88% of total volume — were questions the website was designed to answer. The fourth category — complex, site-specific, and judgment-dependent — was the work the staff were hired to do.

310

counter and phone enquiries per week

88%

of enquiries about information already on the website

18 hrs

per week spent answering avoidable enquiries

40

distinct permit types with published requirements and fee schedules

## The Core Problem: Permit Information Is Complex, Specific, and Multi-Part

Permit information creates a particularly acute search failure mode because the questions residents ask are almost never single-topic. 'What do I need to build a detached garage?' is not a question with one answer — it requires integrating permit requirements, setback rules, height limits, structural requirements, and fee calculations across at least four separate pages on a typical planning department site.

Keyword search can surface pages that contain the words 'garage' and 'permit'. It cannot synthesise the relevant content from multiple pages into a coherent answer. And for residents facing a home improvement project, the failure to get a complete answer is not a minor inconvenience — it means a trip to the counter, a phone call, or an incomplete permit application that gets rejected and generates additional department workload.

The department's permit technicians had observed a secondary problem caused by the search failure: incomplete permit applications. Residents who could not find the full requirements list online would submit applications with missing documentation, believing they had found everything needed. Each incomplete application generated a rejection letter, a re-submission cycle, and additional counter or phone interaction. The staff estimated that 22% of all permit applications received were initially incomplete — and that at least half of those incompletions were attributable to residents not finding the complete requirements list before applying.

The incomplete application cycle

An incomplete permit application costs a planning department approximately 3× more to process than a complete one: initial review, rejection notice preparation, re-submission intake, second review. For a department processing 180 permits per month with a 22% incompletion rate, that's 40 applications generating double-handling every month. Fixing the search — so residents find the complete requirements list before applying — directly reduces the incompletion rate and the staff time consumed by the re-submission cycle.

## The Evaluation

The department director approached the city's IT department in July 2024 with a specific brief: find a search solution that could answer multi-part planning questions from the department's existing website content, deploy without requiring CMS changes, and meet ADA Title II accessibility requirements. Budget authority was $25,000 annually — a figure the department director had calculated against the staff time cost of answering preventable enquiries.

The city's IT procurement team identified three vendors for evaluation. Each was given access to a sandboxed copy of the department's website and asked to demonstrate their solution on fifteen test queries — drawn from the department director's two-week enquiry tally and representing the most common question types: permit requirements for six project types, fee schedule questions for four scenarios, zoning classification lookup, and application document requirements for three permit categories.

Keyspider was selected on the basis of two performance differentials. First, answer completeness: for multi-part queries like 'what do I need to add a second story to my house?', Keyspider synthesised relevant content from across the permit requirements, fee schedule, and structural requirements pages into a single, cited response — rather than returning a list of links to each page separately. Second, PDF performance: the department's detailed permit checklists and fee schedules were maintained as downloadable PDFs. Keyspider extracted and surfaced content from within these PDFs; the other vendors indexed only the PDF filename and landing page.

## Deployment: 7 Days

The department's website ran on the city's shared CMS platform, managed centrally by the city's IT team. The deployment required no changes to the CMS — only a JavaScript snippet added to the department site's page template, which the IT team implemented in under an hour on Day 1.

Days 2 through 4 were indexing and configuration. The department's website — approximately 420 pages and 180 PDFs — was fully indexed by Day 2. Days 3 and 4 were spent configuring the synonym library for the department's most common informal query terms: 'deck' mapped to 'accessory structure permit', 'garage' to 'detached structure permit', 'fence' to 'fence and wall permit', 'shed' to 'accessory storage structure'. Each synonym took less than five minutes to configure. The result was that residents searching with everyday project language — not planning department permit taxonomy — now found the correct permit type immediately.

Day 5 was staff testing. The department's four permit technicians spent two hours testing the search against their personal list of the questions they most frequently answered at the counter. All four technicians reported that the AI-generated answer summaries were accurate and appropriately cited. One technician identified a scenario — a question about accessory dwelling unit permits — where the search was surfacing a 2021 version of the requirements rather than the 2024 update. The issue was traced to an outdated page that had not been removed after the content update and was resolved that day.

Day 6 was an ADA Title II accessibility review by the city's ADA compliance officer. The review covered keyboard navigation, screen reader compatibility on mobile and desktop, and colour contrast. All criteria passed.

Day 7: The search widget went live on the department homepage and the four most-visited sub-pages (Permits Overview, Fee Schedule, Zoning Information, and Development Applications).

## Results at 90 Days

42%

reduction in permit enquiry calls and counter visits

18 hrs

per week recovered for permit processing work

31%

reduction in incomplete permit application submissions

94%

resident satisfaction with search experience

### Enquiry Volume

At 90 days, weekly counter and phone enquiry volume had fallen from 310 to 180 — a reduction of 130 enquiries per week, or 42%. The reduction was concentrated in the three information-seeking categories: permit requirement enquiries fell 48%, fee and timeline questions fell 44%, and application procedure enquiries fell 38%. Complex, judgment-dependent enquiries — the professional work the department was actually staffed to handle — fell only 6%, consistent with the expectation that AI search addresses information-seeking behaviour rather than site-specific technical assessments.

### Staff Time Recovery

The department director calculated that answering 310 enquiries per week, at an average of 3.5 minutes per interaction for information-seeking calls and counter visits, consumed approximately 18 staff hours per week. At 90 days, with enquiry volume at 180 per week and the mix shifting toward complex enquiries (averaging 8.5 minutes each), the total time consumed by front-counter interactions was approximately 10 hours per week. The recovered 8 hours per week was reallocated entirely to permit application processing — reducing the department's application processing backlog by 34% over the same 90-day period.

### Application Completeness

The incomplete application submission rate — 22% at baseline — fell to 15% at 90 days, a 31% relative improvement. The department director attributed this directly to residents now finding complete permit requirement checklists, including the PDF versions with their full documentation lists, through the AI search interface before beginning their applications. Fewer residents arrived at the application stage unaware of a required document.

> "Our counter staff used to spend the first half of every day answering the same ten questions. Now those questions get answered online. The people who come to the counter actually need our help. Our staff feel like professionals again, not a phone information line."

> — Planning and Building Department Director

## The ADA Title II Dimension

The DOJ's final rule on ADA Title II, published in March 2024, establishes WCAG 2.1 AA as the mandatory accessibility standard for all state and local government digital services, with a compliance deadline of April 2026. The planning department's search deployment was one component of the city's broader ADA Title II compliance programme — but it was one of the first components to be completed and independently verified.

The city's ADA compliance officer noted that the search deployment addressed the most common accessibility failure mode in local government digital services: residents with disabilities who rely on screen readers or keyboard navigation disproportionately depend on search to navigate complex websites, because visual navigation schemes — hover menus, complex layouts, image-based icons — frequently fail for assistive technology users. A WCAG 2.1 AA-compliant search function was described by the compliance officer as 'the most impactful single accessibility investment a planning department can make'.

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Topics

Local Government Planning Department Permits AI Search 311 Deflection ADA Title II

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