Reducing bureaucracy, simplifying processes TU project “Mit leichtem Gepäck” (Traveling Light) promotes a user-centered view of administrative processes in everyday university life

How can processes in everyday university life be simplified? How can administration be made more practical, efficient, and user-oriented? With the “Mit leichtem Gepäck” (Travel light) project, TU Braunschweig is breaking new ground in the systematic development of its internal processes. On May 6, over 50 employees from the administrative, technological, and scientific sectors launched a practical project aimed at systematically reducing bureaucratic hurdles in everyday work and providing noticeable relief. Dietmar Smyrek, Vice President for Human Resources, Finance, and University Construction, initiated the project.

Over 50 employees from administration, technology, and science began the project on May 6. Photo credit: Silja Klemenz/TU Braunschweig

“Mit leichtem Gepäck” focuses on concrete improvements developed by the employees themselves. A central principle is the diverse composition of the teams. Employees from administration, faculties, and science management contribute different perspectives. Together, they develop solutions that are suitable for everyday use, comprehensible, and directly applicable.

The project approach is co-creative, meaning the teams work on an equal footing and are supported by methodological input from the TU Braunschweig project house. Instead of planning to perfection, ideas are tested and developed at an early stage “It is important to us that the teams start where they are with their own expertise. We support them with structure and ideas, but don’t imposing any guidelines,“ explain Sarah Zerwas and Madita Olvermann from the project house. “Instead of telling them how to do it, we ask what they need to move forward.”

Kick off with a clear promise

At the kick-off event, nine teams worked on defining specific challenges. Photo credit: Project team “Mit leichtem Gepäck”/TU Braunschweig

”We are starting this project with a promise: the ideas you contribute will be heard – and they will be tested,“ emphasized Dietmar Smyrek at the project launch. ”I will create a test environment for you where you can try out what is possible in a protected setting, but under real-life conditions.”

After the process facilitators gave an overview of the procedure, the teams got straight down to work. Nine teams immediately started refining specific challenges.

The “Mit leichtem Gepäck” project is divided into three stages:

1. Understanding and classifying: During the analysis phase, processes are examined from the user’s perspective. The aim is to identify obstacles and opportunities for improvement together.
2. Developing and testing ideas: From October 2025 onwards, teams will present initial prototypes that can be tried out in everyday work, evaluated and developed further.
3. Implementing and evaluating: Approaches that prove successful will be continued in real-world operations. Approaches that don’t work will be adapted or discarded.

Initial feedback from the field

Feedback on the project launch indicates high levels of demand and motivation.

Participants like the participatory approach. Photo credit: Project team “Mit leichtem Gepäck”/TU Braunschweig

“I was really impressed by the presentation of the event. It was clear that this is not just a well-intentioned idea, but something that can actually work,” said Ronald Liesegang, Senior Enterprise DMS Administrator at GITZ.

“Some topics have been discussed for a long time – now we can flesh them out. The motivation boost is there – we have to take advantage of it now!” adds Martin Mahnkopf, Head of Internal Audit and Organisational Development.

Stephan Rehfeld, Data Protection Officer at TU Braunschweig, also welcomes the participatory approach: “Shaping things instead of putting up with them – that’s how I see it. I hope the project will breathe new life into our processes, because that’s something I can really benefit from.”

Perspective beyond the project

“Mit leichtem Gepäck” is deliberately designed as a temporary project with a clear focus on results. At the same time, it aims to promote a new attitude towards process design, in line with TU Braunschweig’s changemaker culture, which emphasises personal initiative and creativity. As part of the “Spaces for the Bold” initiative, “Mit leichtem Gepäck” is funded by the Niedersachsen Ministry of Science and Culture (MWK).

The title sums up the goal: throw off ballast, use existing resources, and set off together – directly, clearly, and with mutual support. Bureaucracy is not being reduced without reason, but rather in a targeted manner where it impedes processes, without compromising security and reliability.