How Calvin University propelled a digital transformation with transparent communication

The university used Axios HQ to guide faculty and staff through its largest website overhaul in over a decade, all while maintaining day-to-day operations.

The challenge: After Calvin University transitioned from a college to a university and expanded programming for all learner types, including non-traditional learners, it launched the “Calvin.edu Reimagined” initiative to strengthen its digital presence.

The project was big — implementing a new CMS; completely redesigning and restructuring the website to better engage undergraduates, graduate students, online programs, adult learners; and more. To help guide the change, the newly-formed Marketing and Communications Division (MarCom) needed a communication solution that was:

• Transparent: A survey of faculty and staff showed the need for better internal communication to manage large-scale projects effectively. 
• Efficient: The team needed to maintain critical functions like enrollment and applications during the transition. 
• Centralized: Building a new CMS and shifting the website's focus to prospective students required careful management of expectations among faculty and staff.

The solution: The team launched a strategic newsletter program using Axios HQ to guide their faculty and staff through the multi-phase project. "Unlike physical construction where people can see progress, our work is invisible until the website is launched,” said Lori Dykstra, Associate Director of Web Strategy. “The newsletter brought visibility to this huge undertaking and helped manage expectations along the way." They delivered:

• Monthly newsletters, updating faculty and staff on project milestones, participation requirements, and business implications. 
• Web team office hours — promoted through their newsletters — for hands-on support. 
• Town hall and cabinet presentations to introduce major changes.

How it worked: The MarCom division created a phased communication approach, using the newsletter to build trust through transparency. They actively incorporated community feedback into future updates and used engagement metrics to refine their strategy. 

📊 Key comms and business results:

1. Strong readership.The newsletters consistently achieved impressive 70%+ open rates. 
2. Cross-divisional partnership. The team saw 100% participation — across two key calls to action — from its schools and departments.

• • An initial 44% completed a content audit to support migration efforts. 
  • The remaining 56% joined weekly office hours or a separate 1:1 meeting to work on their areas.

 🎓 Shayna, Internal Communications Coordinator: “During the website migration, major campus events such as commencement, freshman orientation, and convocation were taking place. Questions were raised about the migration’s impact on visiting families, and whether it would accurately showcase these events, and the challenges posed by ongoing campus construction. Due to ongoing communication, and our transparency, we effectively addressed these concerns and ensured the website accurately reflected what was happening."

🧠 La'Leatha, VP of MarCom closing thoughts on communication's role:

• "Transparency brings calm. When people understand the timeline, process, and reasoning, they're more likely to support major change — even if it impacts their daily work."
• "Regular updates create trust. Having a consistent cadence of communication helps people take a breath, knowing they'll get the information they need when they need it."