Laboratory Resource Management – Techniques, Tips, and Best Practices

Managing laboratory assets and inventory can be a nightmare.

• Where is that sample?

• Has this equipment been calibrated?

• What is our inventory level?

Such questions are everyday reality in most organizations.

As a manager responsible for laboratory operations, equipment, personnel, and consumables, you are the person everyone turns to with daily problems. To make your job easier and help you maintain proper documentation, I have gathered the best practices for managing laboratory assets.

Some of them you may already know, while others might be new. This article is a checklist that will help you stay on top of your responsibilities. The guidance comes from my experience working with world class laboratories. As a LIMS expert, I specialize in analyzing and optimizing business processes.

What is laboratory inventory management?

If you are a senior laboratory manager, you can skip this part and go straight to the best practices for laboratory inventory management.

But if you still happen to wonder what laboratory inventory management actually is, this section is important for you.

In short, managing laboratory inventory and assets is part of supply chain management. The goal is to maintain the right amount of necessary products to ensure that resources do not suddenly run out during daily duties.

Effective laboratory inventory management ensures:

• reduced costs thanks to ordering only the right amount of resources;

• reduced excessive stock in storage;

• optimized workspace,

• maximized productivity.

In addition, you will no longer have to answer repeated questions about the location or status of inventory and samples.

To maximize the effectiveness of laboratory inventory management, it is worth using dedicated tools that streamline overall laboratory operations. Laboratories and research institutions can efficiently handle tasks related to laboratory inventory and benefit from reduced costs and increased productivity.

Furthermore, with the use of a laboratory inventory management system, they can more effectively monitor stock levels, assess quantities, and eliminate any inconsistencies in asset tracking. From simple labeling and documentation to maintaining logs and databases, these solutions can support effective resource management.

Why is laboratory inventory management important?

Laboratory inventory management is not a piece of cake, which is why it is worth making sure that the procedures you implement are as simple as possible.

Inventory management in a laboratory makes it possible to track resource levels across the entire organization during all stages of the inventory cycle to ensure that you never run out of needed reagents. In addition, it prevents overstocking and shortages by analyzing and forecasting demand based on usage. Moreover, it streamlines all processes and increases the productivity of laboratory technicians, saving both time and money.

Finally, an inventory management system can help you make informed decisions and improve the overall efficiency of your organization.

Laboratory inventory management – a guide for managers

Inventory management techniques are similar across manufacturing, retail, and laboratories. After all, the goal is the same – ensuring the right level of supplies.

Here is what you can do to make inventory management in your laboratory efficient.

1. Create an inventory list

Every successful action starts with planning. And what better way than preparing a list of needs?

For laboratory managers, such a list helps with:

Identifying low turnover items – chances are you have items in your laboratory that you do not need, or at least not in the quantities you have been ordering.

Forecasting demand – conversely, creating a list allows you to notice items you need more of. By planning inventory, you can better predict demand and order only the right amount of assets.

Inventory auditing – from time to time, you need to recount your stock. Inventory management software helps you do it efficiently. You can also schedule audits so you never miss critical deadlines.

Creating a list is a simple task that pays off in many ways.

2. Assign stock levels

Alright, your inventory is correctly listed. Now you can use this knowledge to assign minimum and maximum stock levels.

Again, inventory management software gives you better long term control. It can also automate certain tasks. But if you do not yet have such a tool, use a simple spreadsheet.

Assigning stock levels is only guidance for the quantity of assets needed:

minimum stock level – this is the minimum quantity you need for your laboratory to function efficiently. For each item on the list, assess the lowest value below which your team cannot perform its work.

maximum stock level – this is the highest stock level you require. It ensures you have just enough assets to meet the laboratory’s needs without overstocking.

To assess the right stock range, collaborate with your team. Ask them which items they typically use and in what quantities. Consider lead times and continuously monitor resource levels.

3. Group inventory items into categories

To make your inventory list even easier to use, consider grouping items into categories.

You can use value, priority, or type to categorize your inventory. For example, you can organize your list by:

active vs inactive assets,consumables vs fixed assets,or biological vs chemical vs physical assets.

There can be many categories, and you can apply several at once.

4. Organize your workspace

After organizing your inventory list, the next step is to organize the workspace.

First, store resources strategically. Consider placing less frequently used items on higher shelves, while commonly used products should be at eye level.

Next, properly label your resources. This step is essential to make searching easier for everyone. Label samples, shelves, and cabinets using a standardized format.

Finally, keep everything clean. Unused tools and equipment should not take up your workspace. This supports order, improves overall efficiency, and increases safety.

5. Create inventory management procedures

Your laboratory’s procedures may include protocols for performing tasks, as well as delegating them. Write such a document and share it with your entire team – preferably online.

You can create a procedure that includes research steps, equipment, and the exact location of each item. This is where maintaining order becomes extremely useful.

As a result, every team member will know what to look for and where. Employees must also remember to return each item to the same place after use.

6. Keep your equipment in good condition

Maintaining equipment in good condition reduces waste and the costs of repairs or replacements. It also increases workplace safety in your laboratory.

Why should this be part of inventory management? Because equipment is part of your inventory. Manage it with proper care.

Equipment optimization, maintenance, and calibration do not have to be time consuming. Start by setting deadlines in your calendar and make them part of your workspace optimization procedures. Each time you audit your laboratory, check whether maintenance activities are up to date.

Invest in laboratory inventory management software

Spreadsheets are a free and attractive way to handle inventory management tasks. However, they are prone to errors, particularly those linked to manual data entry.

Inventory management software, which may be part of a LIMS, can be a much better choice. Today, all industries are moving toward digitalization. It is easier than ever (and cheaper) to connect your devices within a common system and automate data entry. So why not use such solutions to manage your inventory as well?

Good laboratory inventory management software should allow you to:

• automate data collection from connected instruments,

• access laboratory management tools,

• schedule equipment maintenance,track and follow procedures,track stock levels.

Transform your organization with the right inventory management software

The benefits of proper inventory management software are enormous. With a laboratory inventory management system, you can reduce costs, increase productivity, and improve efficiency – all at the same time.

Moreover, automating inventory management gives laboratory staff more time to focus on other duties and procedures, while ensuring full transparency of inventory data. With the right software, you can eliminate many organizational issues before they even arise.

If you need help choosing the right LIMS for your needs, contact us. We can help you implement a LIMS and provide support tailored to your individual requirements.