A new home for the Brussels mission

The new location needs to provide excellent networking options and a secure and efficient working environment for employees from almost all Dutch government ministries. The seven-storey property, measuring 8,200 m², is currently being stripped and rebuilt, and by the end of 2024 it will house almost 200 staff. Since the lease of the mission’s current location at Kortenberglaan cannot be extended, nor can we buy the property, this project is under considerable time pressure. Nils van Merrienboer, Senior Project Manager at DHF and the Brussels mission project leader, recently took a number of invitees for a tour of the building site. The guests were able to use floor plans and 3D virtual-reality headsets to visualise the new location. Deputy Secretary-General Carola van Rijnsoever was among those present for the guided tour: ‘This is an exemplary project in terms of sustainable building and working. DHF is working hard to ensure that staff from across central government and other public authorities can perform their duties in Brussels as effectively as possible.’

‘A complex and unique project’

During the tour, Nils emphasises that the time pressure has meant that work must proceed in a highly efficient manner. ‘In this project, the design and implementation are happening in tandem. That makes this project unique, and complex too.’ He also explains that the mission staff were involved in, and given access to, the design from the very start, thanks to the establishment of a balanced ‘user group’ of 12 staff members from the mission. The mission has thus become more than merely the building’s end user. ‘Together with the user group, we had time until the end of 2022 to design the fit-out of the shell, including security features, data network, layout and furniture. It was quite a challenge to ensure that the design would meet all the security and data-security requirements while remaining future proof and projecting the qualities we want. Nevertheless, we managed to complete the design process – which would normally have taken 18 months ­– in six months. And fortunately, we’re still on schedule. Once the property is completed in the autumn of 2024, we’ll be moving in right away.’

User group

‘It’s been really great to have a say in the design. Everyone views the functionality of the building from their own point of view and on the basis of their own expertise,’ says Barbara Rietbroek, who represents BZ in the user group, and works on behalf of the Ministry of Infrastructure and Water Management at the Permanent Representation. She deals with matters relating to the EU’s Environment Council, as well as all Green Deal-related EU policy and rules concerning climate change and the environment. These are issues involving major political interests that directly affect the Dutch public and have a major bearing on the EU’s stance in, for example, international trade negotiations. ‘I’m looking at whether this building offers a pleasant, long-term working environment, and whether it will allow us to interact easily and effectively with each other and the many people who visit us. At the same time, there must be room to make phone calls or hold meetings in private; we make lots of phone calls and these often involve confidential matters such as multilateral candidacies, so being able to withdraw and have privacy is essential.’

Future-proof building

The building had to meet strict sustainability requirements, be situated in close proximity to the European Council, and be future proof. Nils: ‘The new location is centrally situated and close to the EU institutions and the embassies of other member states. It will accommodate both growth and shrinkage, and it’s suitable for hybrid working. This sizable property will ensure that we have a prominent presence in the important city of Brussels for decades to come. It also happens to be one of the most sustainable buildings in Belgium, having received a BREEAM Outstanding rating of 98%. Good climate control and ventilation attest to the fact that the health and wellbeing of staff are key considerations. The building offers a pleasant working environment with functional workspaces and a green roof terrace that offers a fantastic view. Whether you want to network, host large delegations, do focused work or hold confidential meetings in a private space, this building offers you the facilities to do so.’

A suitably impressive mission

‘Considering the major interests at stake in Brussels, both at the EU and in terms of our bilateral relations with our Belgian neighbours, it’s worth investing in an attractive and prestigious building in Brussels that allows the Netherlands to make the right impression,’ Barbara says. ‘And, of course, most importantly, Dutch diplomats need to be able to work properly and sustainably here, in an accessible, modern and open building. The diplomacy that takes place here requires that people can meet one another frequently, bring their networks together, and welcome guests in a functional, presentable building.'

One team, one task

Nils manages the team from his office in The Hague and coordinates with the stakeholders. He regularly takes the train to Brussels to review the progress of the project and make quick decisions if necessary. ‘This project truly is a team performance that requires a clear team mentality and close collaboration between all stakeholders. Despite the pressure, if everyone’s on the same page you can collaborate very efficiently across all layers of the organisation. This means short lines between, say, the Deputy Secretary-General, DHF, the users, and departments such as Legal Affairs (DJZ), Financial and Economic Affairs (FEZ), the ICT Service Centre and Information and Digital Innovation (IDI), so we can move fast if we need to.’

Co-production

Barbara is enthusiastic about the new premises and the services provided by DHF. ‘It’s important to have a good working environment, so you can do your job properly. It’s so valuable to have a department like DHF – with its expert and enthusiastic staff – looking after things. People have confidence in the project, partly because of the project team’s excellent supervision and the fact that they involve us in every phase, from design and planning to layout and finishing. And the presentations and floor plans in colour and in 3D give us an idea of what the building will look like.’ According to Nils, too, the collaboration with the user group has been a positive experience: ‘DHF takes care of the architectural aspects, and the mission is working with us to determine how the building will be used. Besides the user group, we also have an art committee that’s helping us figure out how we can display a stunning collection of art in the new building. We want to continue working with user groups on major projects. It may require extra energy, but it yields a superior end result and makes the design process more efficient. You end up with a truly joint achievement, a co-production.’