Meet
Athena Institute, Vrije Universiteit Amsterdam, a hub of innovation and research
The Vrije Universiteit Amsterdam (VU) is a renowned research university established in 1880. The Athena Institute of the Vrije Universiteit Amsterdam is known for its interdisciplinary approach and commitment to societal impact, it is dedicated to providing high-quality education and conducting influential research. Recently, the Athena Institute has embraced the need for modern workplace solutions, aiming to create an engaging and collaborative environment for all its members.
Challenge
Adapting to change in office space management
Like many institutions, the Athena Institute has felt the impact of the COVID-19 pandemic, which turbocharged the shift toward hybrid working models. As the Vrije Universiteit Amsterdam undergoes campus restructuring and renovations, managing office spaces became a real challenge.
After the Health Science Department and the Institute for Environmental Studies in 2023, it finally was the Athena Institute’s turn to relocate in 2025. They had to migrate into the historic Main Building – which proved a challenge: The employees needed to move closer together and start sharing desks. With the excitement of collaboration came anxieties about team cohesion and the logistical puzzle of making the best use of limited spaces.
To efficiently manage the new limited office spaces, we quickly realized the need for a robust desk booking solution
Lotte Snellenburg, Management Assistant at the VU Athena Institute of the Vrije Universiteit Amsterdam
Solution
Implementing deskbird for flexible workplace management
Initially, deskbird was introduced by the MF building – housing the medical, behavioral, exercise and health sciences of the VU – in October 2023. It quickly proved its worth, inspiring the Athena Institute as they had to move in January 2025. Today, a total of 640 employees in three departments are regularly using deskbird to organize their workspace and book desks, including now 120 employees from the Athena Institute.
deskbird’s user-friendly social feed allows employees to see who is in the office and stay informed about office events. Interactive floorplans provide a comprehensive view of available seating options and colleagues’ locations. With just a few clicks, employees can reserve desks or parking spots, minimizing last-minute hassles. They also benefit from advanced filtering for specific equipment needs as well as features for visitor bookings and team space reservations.
We were worried that our team cohesion might suffer due to the change, resulting in increased remote work, but thankfully, these concerns proved unfounded. In fact, deskbird has strengthened our team bonds more than anticipated and has been a great help, especially for administrative personnel.
Lotte Snellenburg
Management Assistant at the VU Athena Institute of the Vrije Universiteit Amsterdam
