
“Did You Get My Email?” – The Most Dangerous Words in Local Government
“Did You Get My Email?” – The Most Dangerous Words in Local Government
Every council has that moment.
A compliance deadline is looming. A high-risk request is floating somewhere in the ether. And someone, somewhere, is muttering the phrase that sends a chill down every governance officer’s spine:
“Did you get my email?”
Those six words might seem harmless. But in the world of LGOIMA, OIA, audits, and compliance requests, they can signal the beginning of a costly paper trail… or a PR nightmare.
The High–Stakes World of Public Sector Compliance
Local governments across New Zealand and Australia are facing a tidal wave of information requests – with LGOIMA volumes up 200%, election-season scrutiny, and ratepayer questions sharper than ever.
The kicker? These requests often land on a single person’s desk, supported by a spreadsheet, a shared drive, and blind hope that nobody misses the deadline.
Every missed reply, every buried document, and every misinterpreted risk level can turn into a headline.
In short: your inbox is now a reputational risk.
What’s Really Behind “Did You Get My Email?”
That question is a symptom, not the cause. Here’s what it actually reveals:
Lack of visibility
No one knows where a request is in the process – or who owns it.
Scattered communication
Juggling hallway conversations and email threads, while trying to keep track of where requests are at.
No risk triage
Executive teams and legal aren’t looped in until it’s too late.
From Inbox to Impact: How Councils Are Changing the Game
Councils like Ōtorohanga District have shown that the right process can turn a compliance nightmare into a well-oiled machine. What used to be a frantic juggle of emails, spreadsheets, and office walkarounds can be turned into a clearly defined, automated workflow.
Now, when a request comes in, it’s logged, triaged, and tracked in real time. The system assigns the right people, sets clear deadlines, and even sends reminders before anything slips through the cracks.
No more guesswork. No more calendar counting to hit the 20-day mark.
Risk management? That’s built in. High-risk or media-sensitive requests are automatically flagged and escalated. And with a complete audit trail, every comment, decision, and document is captured-ready to defend if scrutiny arises.
The best part? Teams no longer feel overwhelmed. The average turnaround time dropped to five days. Staff aren’t hiding from LGOIMAs in the corridor. And for the first time, leadership has full visibility into what’s being handled, by whom, and when.
In short, councils are no longer just reacting. They’re in control.
Why This Matters Now
With regulatory complexity on the rise, skill shortages across the sector, and headlines just one mistake away, local government can’t afford to run high-risk processes on low-resilience systems.
If your compliance processes rely on memory, spreadsheets, or that one person who “knows how it works,” you’re not just at risk – you’re already behind.
So, What’s the Fix?
It starts with recognising that inboxes aren’t workflows. That process knowledge shouldn’t walk out the door with retiring staff. And that “Did you get my email?” should never be the first sign something’s gone wrong.
Instead, councils are turning to no-code automation platforms like Flowingly to:
- Build transparent, step-by-step workflows in hours (not months)
- Empower frontline staff to contribute without relying solely on IT
- Create audit-ready records – without the scramble
- Reduce stress, risk, and operational bottlenecks
Did Somebody Say AI?
Councils like Ōtorohanga are already ahead of the curve with streamlined, automated LGOIMA workflows. But with AI-powered workflows in Flowingly, teams can unlock even more value – without needing to expand headcount.
1. AI-Driven Email Triage
Instead of relying on one person to manually read and route incoming LGOIMA requests, AI can help:
- Automatically categorise emails and route them to the right team (even when subject lines are misleading)
- Extract key request details from the body of the email
- Flag priority or sensitive items for escalation (e.g. media-related or privacy-heavy requests).
This means governance teams can respond faster, with less manual sifting, and no risk of emails falling into inbox black holes.
2. Sentiment & Risk Analysis at Intake
When a request is submitted through a public form or email, AI can assess:
- The tone and sentiment of the request – helping pre-empt public relations risk
- The topics and entities mentioned (e.g. land use, budget cuts, climate resilience), tagging high-risk subjects for senior review.
For example, a request that uses neutral language but references “ratepayer privacy” or “fraud investigation” could be automatically escalated, ensuring your CE and legal team aren’t blindsided at day 19.
3. Public Feedback & Submission Summaries
For high-profile or consultation-related requests, councils can use AI for real-time sentiment analysis to:
- Understand public themes and opinions across similar requests,
- Generate summary reports from free-text submissions – helping you respond faster with tailored messaging or proactive FAQs.
This isn’t theoretical. Teams are already using AI in Flowingly to enhance their processes today.
💡 Want to see these use cases in action?
Check out our webinar with Incendo – How Teams Can Transform Customer Experience Using AI. You’ll see how councils are combining Flowingly + AI to supercharge service delivery.
Ready to Replace Chaos with Confidence?
Whether it’s LGOIMA, internal audits, privacy requests or contractor approvals-Flowingly helps councils map, manage and automate processes that matter.
👀 Want to see what that looks like? Check out how Flowingly can help government teams or get in touch with our team for a walkthrough.
Because when your LGOIMA process is mapped, automated and AI-enhanced… “Did you get my email?” is no longer the most dangerous phrase in local government.
It’s been replaced by something far worse:
“We’re out of coffee.”