deskbird Customer Story: How VU Amsterdam migrated 120 employees with no extra space needed
More employees do not always require more space. Supported by an intuitive desk-sharing solution like deskbird, the Athena Institute successfully migrated 120 employees into an unchanged office footprint and saw collaboration increase as a result.
Our successful transition with deskbird demonstrates that with the right tools, departments and institutes within universities can adapt to new working environments, paving the way for more efficient and effective use of their spaces and fostering a more connected and engaged workforce.
Meet the Athena Institute, Vrije Universiteit Amsterdam
Founded in 1880, the Vrije Universiteit Amsterdam is one of Europe’s leading research universities. Within VU, the Athena Institute stands out for its interdisciplinary approach and strong commitment to societal impact through education and research.
As ways of working evolved after the COVID-19 pandemic, the Athena Institute recognized the need to modernize its workplace setup, without compromising collaboration, academic culture, or employee well-being.
The challenge: Adapting to change in office space management
Like many universities, VU Amsterdam experienced a rapid shift toward hybrid work. At the same time, campus-wide restructuring and renovations added pressure to already limited office space.
After the Health Science Department and the Institute for Environmental Studies relocated in 2023, the Athena Institute followed in early 2025. The move into the historic Main Building came with a major change: employees would need to share desks and work more closely together.
While this created new opportunities for collaboration, it also raised concerns:
- How could desk sharing be organized fairly and efficiently?
- Would team cohesion suffer as fixed desks disappeared?
- How could limited space be managed without increasing friction?
To efficiently manage the new limited office spaces, we quickly realized the need for a robust desk booking solution.
The solution: Implementing deskbird for flexible workplace management
deskbird was first introduced at VU Amsterdam in October 2023 in the MF Building, home to medical and health sciences. Its success there paved the way for broader adoption.
When the Athena Institute relocated in January 2025, deskbird became a natural choice. Today:
- 640 employees across three departments use deskbird regularly
- Now including 120 Athena Institute employees
- 65 flex desks are shared efficiently, without conflict
deskbird supports employees through:
- A social feed to see who is in the office and stay connected
- Interactive floor plans for clear visibility of desks and colleagues
- Quick desk and parking reservations in just a few clicks
- Smart filters for equipment needs
- Visitor bookings and team space reservations
The result: less uncertainty, fewer last-minute issues, and more intentional time together in the office.
Learn why organizations like VU Amsterdam choose deskbird to manage flexible workplaces.
why organizations like VU Amsterdam choose deskbird to manage flexible workplaces.
The impact: Stronger connections and smarter space use
Initial fears that desk sharing might weaken team cohesion turned out to be unfounded. In fact, the opposite happened.
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.
Key outcomes include:
- Successfully migrated 120 employees with no extra space added
- Over 90% user adoption, reflecting strong acceptance among staff
- Improved office attendance and collaboration
- Better data-driven decisions using analytics to balance busy and quiet days
- Optimized space usage during peak times, critical with limited desks
The platform helped employees plan their office presence more consciously, turning shared desks into a catalyst for collaboration rather than a source of frustration.
A blueprint for flexible work
The Athena Institute’s journey shows that flexible workplace models can thrive even in traditional academic environments. With the right tools, universities can:
- Use space more efficiently
- Support hybrid work without losing connection
- Strengthen culture during periods of transition
From fixed to flexible, the Athena Institute successfully migrated 120 employees, without adding a single extra desk.
Their story proves that when people are supported with intuitive workplace solutions, change becomes an opportunity for growth, collaboration, and engagement.
👉 Ready to see how deskbird can transform your workplace? Book a demo to experience the platform in action.