Case Study Web Relaunch 2025

University of Cologne

Strategic Realignment of a Complex University Web Ecosystem

Brief Overview

  • Client: University of Cologne (UzK)
  • Project: Website relaunch of central and decentralized web presences
  • Timeframe: 2024–2025 (preparation starting in 2022)
  • Services: Strategy & concept development, information architecture, UX/UI design, prototyping, accessibility, handover & support
  • Technology: CMS-independent frontend design, integration into TYPO3 and ZMS by the university

Initial Situation

With around 45,000 students, the University of Cologne is one of the largest universities in Germany. The existing web presence had grown organically over many years. Its structure, user navigation, and design no longer met current requirements.

  • Different digital usage habits among various target groups
  • High expectations regarding user experience, responsiveness, and accessibility
  • Complex content-related and structural challenges
  • A strategic desire to communicate the university’s profile more clearly within the context of the Excellence Strategy
     

In July 2022, the Rectorate therefore decided to fundamentally reorganize the university’s online communication.

Project Goals

The relaunch pursued several closely interlinked goals:

  • Consistent target-group orientation (prospective students, students, researchers, staff, general public)
  • Improved orientation and navigation across all levels
  • Accessibility-compliant design in accordance with legal requirements
  • Modern, timeless design in line with the corporate identity
  • Sustainable, future-proof structure for long-term maintenance

Our Role

We supported the university from analysis through strategy, UX/UI design, and prototyping, all the way to code handover and ongoing support. In doing so, we acted not only as a design agency but also as a strategic sparring partner.

The technical integration into TYPO3 and ZMS, as well as the go-live, was subsequently carried out by the university itself, based on the concepts and designs we delivered. During this phase, we maintained close collaboration with the university’s development teams to ensure a smooth knowledge transfer.

Our Services

Gallery & Features - Dark mode as a default setting

Project Timeline & Services

Bedarfsanalyse

Analyse- und Kick-off-Phase

Goal: To establish a shared understanding of requirements, target groups and framework conditions

Our Approach:

  • Evaluation of comprehensive internal analyses
  • Supplemented by data-driven analyses and best practices from higher education projects
  • Kick-off workshop with the core project team
  • Familiarisation with governance structures

Outcome:

  • Early translation of complex stakeholder requirements into actionable areas of focus.

Konzeption

Strategie- & Konzeptphase

Goal: Develop the strategic foundation for structure, navigation, and design

Our Approach:

  • Creation of a strategy concept as a guiding document

  • Definition of project principles (orientation, clarity, target-group focus)

  • Development of navigation and structure variants

  • Visualization of the current state and potential target scenarios

Outcome:

  • Streamlined main navigation with four central sections

  • Clear guidelines for page hierarchies, naming conventions, and page depths

Design

UX- & Designphase

Goal: Translate strategy into user-centered, future-proof web design

Our Approach:

  • Development of mood designs to define look & feel
  • Consolidated design approach for desktop and mobile
  • UX/UI design including navigation, content elements (teasers, cards, sliders), and dark mode
  • Close feedback loops with steering and application committees

Special Feature: Balancing modernization with consistent representation of diverse content

Entwicklung

Prototyping & User-Testing

Goal: Validate design and navigation decisions under real-world conditions

Our Approach:

  • Interactive HTML prototype as a technical basis

  • Support for usability and accessibility testing

  • Iterative adjustments based on user feedback

  • Evaluation of extensive internal analyses

Example: Switching from serif to sans-serif fonts for improved readability.

Check

Barrierefreiheit

Goal: Integrating accessibility from the outset

Our Approach:

  • Incorporating accessibility criteria into the concept and design
  • Testing individual design components during implementation
  • Accessibility audit and direct adaptation of the prototype

Outcome: Accessibility as an ongoing process, not a retrofitted add-on.

tanja_Support

Übergabe & Support

Goal: Ensure sustainable use within the university’s system landscape

Our Approach:

  • Delivery of CMS-independent frontend code

  • Coordination with university web developers (TYPO3 & ZMS)

  • Knowledge transfer (“Train-the-Trainer”)

  • Documentation and support during integration and go-live

Challenges

The University of Cologne’s website relaunch was characterised by an exceptionally high level of complexity from the outset. As one of Germany’s largest universities, it brings together a wide range of organisational units, subject areas and target groups. At the same time, there are numerous separate entities and different content management systems. This organisational and content-related diversity placed particular demands on structure, navigation and design: the new web design had to work equally well for central university pages, faculties, institutes, departments and administration – without losing any of its clarity.


Added to this was the large number of stakeholders, some with very different perspectives, needs and priorities. Students, academics, staff from administration and communications, as well as external user groups, all needed to be taken into account equally. This diversity required a carefully moderated coordination process and the ability to translate divergent requirements into a consistent overall concept.

As a public institution, the university is also subject to strict legal and social frameworks. Its public mandate entailed high standards in terms of accessibility, sustainability, security and long-term maintainability. These aspects could not be treated as additional requirements, but had to form an integral part of the strategy, design and technical implementation.
 

Success Factors

A key success factor of the project was the close and transparent collaboration between the university’s core project team and our agency. Regular coordination, clearly defined roles, and short feedback loops enabled efficient and targeted work even on complex issues.

Equally important was the clearly structured, iterative project approach. Instead of locking in rigid solutions too early, concepts, structures, and designs were developed, tested, and refined step by step. This made it possible to immediately incorporate new insights—e.g., from project committees or user testing—into further development.

Early involvement of users and developers proved to be another critical factor. User testing provided valuable insights into actual usage and design acceptance, while close collaboration with the university’s internal web developers ensured that the new web design could be realistically integrated into the existing CMS structures.

Finally, the project was distinguished by the combination of strategic strength and operational feasibility. This allowed the overarching goals of the university to be translated into a robust strategic concept, while simultaneously transforming it into concrete, technically implementable design and structural solutions.

Would you like to learn more about the website relaunch?

The University of Cologne documented the entire relaunch process transparently through accompanying blog posts. This continuous project communication played a key role in gaining acceptance within the university and made central decisions and milestones understandable for different target groups. Beyond the numerous meetings with user groups—which were also part of the university’s structured project management—all interested parties were able to stay informed via the blog and the available contact options. The blog is therefore not only a source of information, but also an example of successful change and engagement communication in a higher education context.

David  Richter

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David Richter  |  Product Owner & Project Manager