Reducing bureaucracy in administrative processes

"Simplify & Omit" - An organizational development project at the University of Kassel

In the winter semester 2022/2023, the University of Kassel launched a comprehensive project called "Simplify & Omit". The aim of this project was to analyze and simplify administrative and work processes between the departments and the administration and to eliminate unnecessary steps. This participatory project was initiated by the Chancellor of the University and led by a team from Human Resources and Organizational Development in collaboration with external consultants.

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

Thematic focus and working groups

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

• Accounting: the processing of privately disbursed costs was optimized by creating clear rules for reimbursements and introducing simpler procedures.
• Onboarding: The aim was to ensure that new employees were ready to work on their first day. This included building access and issuing keys.
• Employment contracts: The process was largely digitized so that approvals and releases can be paperless.
• Teaching assignments: The administration of teaching assignments was digitized and accelerated.
• Communication: Cooperation between administration and departments has been improved, including through more targeted e-mail distribution lists and standardized information transfer.
• Business trips: The transition to purely digital travel management was initiated.
• Parcel delivery: The internal distribution processes for parcels were revised to ensure more reliable delivery.
• Student assistant matters: The administrative processes for student assistants were streamlined and digitalized.

Results and effects

The sprint phases enabled considerable time savings through concentrated work. For example, the process optimization in the area of accounting was able to achieve an increase in efficiency of 1.5 years within just seven days of sprint work. Many processes were digitalized, approvals simplified and signature requirements reduced. Participant satisfaction was high - the overall rating of the project was between 8 and 9 on a scale of 1 to 10.

Success factors and future prospects

Important success factors of the project were the support from the university management, clear responsibility 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 & Omit" was a groundbreaking project that laid the foundation for more efficient and transparent work processes at the university.

Simplifying administrative processes is an ongoing task that requires both major and minor adjustments. That is why all employees are invited to play an active role. Suggestions and ideas for administrative simplification can be sent at any time by e-mail to vereinfachen-weglassen[at]uni-kassel[dot]de or sent directly to the relevant departments.