Simplifying administrative processes: This is how the TU Braunschweig is revolutionizing!

Simplifying administrative processes: This is how the TU Braunschweig is revolutionizing!

The “Luggage Light” project at the Technical University of Braunschweig aims to make the university’s internal processes easier. Under the leadership of Dietmar Smyrek, Vice President for Human Resources, Finance and University Construction, the project started in May 2023 with an interdisciplinary team of around 50 employees from various areas such as administration, science and science management. The main focus is on simplifying administrative processes in order to transform the university organization in a future-oriented manner.

The initiative is in line with the strategic goals of the Presidium and is supported by the Lower Saxony Ministry of Science and Culture. The project is designed as a six-week transformation project that focuses on team spirit and openness to change. As part of the first phase, “Understanding & Classifying”, the teams analyze the internal processes from the user’s perspective. It is important to make needs visible and identify opportunities for improvement.

Interactive participation formats promote dialogue

In order to enable a fruitful exchange between the various actors, interactive formats, such as the so-called “feasibility walks” with Dietmar Smyrek, are used. These are intended to strengthen cooperation and support dialogue. The project coordination is in the hands of Dr. Madita Olvermann and Sarah Zerwas M. A., who are also the process facilitators and support the teams during the different phases.

The project includes nine teams, each of which individually identifies and addresses challenges. For example, the “Creative, digital interim solutions” team is dedicated to making digital tools visible and using them pragmatically. Another team, “New Work”, deals with the design of spaces to promote new forms of work. Another focus is on the “Support not Control” team, which aims to create a supportive environment to promote dialogue.

From analysis to implementation

With a clear objective, the project pursues the development of concrete solutions to improve processes in everyday university life. The next stage, “Learning and Designing”, takes place after the summer break. The ideas collected will be brought together, evaluated and converted into prototypes, which will then be presented at an interim event in mid-October. The entire project runs until December 2025 and is described as an “expedition” to re-evaluate familiar processes such as contract reviews and personnel recruitment.

The project emphasizes the importance of co-creation, i.e. joint design, and offers a platform for collaboration that not only aims at visibility and process optimization, but also aims to promote a sustainable changemaker culture. The aim is to achieve a spiritual change in the attitude towards process design, which should enable the TU Braunschweig to make optimal use of resources and create a positive working environment. Further information can be found on the university's website, which regularly reports on the progress of the project.