Simplify and Omit

"Simplify & Omit" – An Organizational Development Project at the University of Kassel

In the 2022–2023 winter semester, the University of Kassel launched a comprehensive project called “Simplify & Streamline.” The goal of this initiative was to analyze and simplify administrative and work processes between the academic departments and the administration, and to eliminate unnecessary steps. This participatory project was initiated by the university chancellor and led by a team from Human Resources and Organizational Development in collaboration with external consultants.

Project planning spanned several months and followed a structured timeline. In the initial phase, the concept was developed and coordinated with the relevant committees. Employees from the various departments were then able to submit suggestions for improvement. In a multi-stage process, these suggestions were reviewed, sorted, and addressed in working groups. At the heart of the project were so-called “sprint phases,” during which various teams worked intensively on specific process improvements. These sprints were supplemented by workshops, virtual meetings, and a final presentation of the results.

Key Themes and Working Groups

The 340 proposals submitted were divided into different categories and addressed by specific working and process groups. The main topics included:

• Accounting: The processing of out-of-pocket expenses was optimized by establishing clear rules for reimbursements and introducing simpler procedures.
• Onboarding: The goal was to ensure that new employees were ready to work from day one. This included building access and key distribution.
• Employment Contracts: The process was largely digitized, allowing approvals and authorizations to be handled paperlessly.
• Teaching Assignments: The administration of teaching assignments was digitized and streamlined.
• Communication: Collaboration between the administration and academic departments was improved, in part through more targeted email distribution lists and standardized information sharing.
• Business Travel: The transition to a fully digital travel management system has been initiated.
• Parcel delivery: Internal distribution processes for parcels have been revised to ensure more reliable delivery.
• Student Assistant Matters: The administrative processes for student assistants have been streamlined and digitized.

Results and Impact

The sprint phases enabled significant time savings through focused work. For example, process optimization in the accounting department achieved an efficiency gain equivalent to 1.5 years in just seven days of sprint work. Many processes were digitized, approvals were simplified, and signature requirements were reduced. Participant satisfaction was high—the overall rating of the project ranged from 8 to 9 on a scale of 1 to 10.

Success Factors and Future Prospects

Key success factors for the project included support from university leadership, clear accountability for project management, and cross-departmental collaboration. It was also emphasized that the sprint phase was only the beginning of a continuous improvement process. The sustainable implementation and follow-up of the solutions developed will continue to be a central component of organizational development at the University of Kassel.

Overall, “Simplify & Eliminate” was a groundbreaking project that laid the foundation for more efficient and transparent workflows at the University of Kassel.

Simplifying administrative processes is an ongoing task that requires both major and minor adjustments. That is why all employees are invited to actively participate. Suggestions and ideas for streamlining administrative processes can be sent at any time by email to vereinfachen-weglassen[at]uni-kassel[dot]de or directly to the appropriate departments.

The Federal Association of University Chancellors in Germany has launched a campaign to streamline administrative processes at universities.

• March 13, 2025: Press release with a position paper from the Working Group on Debureaucratization