Being careless with science has serious consequences. While that makes for great sci-fi stories, running a disorganized lab in the real world won’t create a monster or time-travel wormhole — but it will lead to safety risks, compliance issues, and a community that questions your research’s integrity.
Good laboratory inventory management is the key to keeping the operation running safely. Here’s everything you need to know to develop a system that works.
What’s laboratory inventory management?
Laboratory inventory management involves tracking and controlling all materials in a lab setting. This inventory varies from facility to facility, but common materials include chemicals, consumables like pipettes and tubes, and personal protective equipment (PPE).
A laboratory inventory management system is like a highly detailed catalog, ensuring every supply item is accounted for and readily available when needed. It can also automatically highlight when to order new equipment or check to ensure certain materials aren’t expired.
Why laboratory inventory management matters
Here are some adverse effects of poor stock management in labs.
Failed experiments and wasted time
Imagine a critical experiment grinding to a halt because a specialized pipette tip went missing or a critical reagent expired without anyone noticing. The time lost searching for lab supplies or reordering materials can derail projects and significantly impact deadlines. And if you’re not careful, expired solutions or improper storage practices can ruin an experiment before you realize it.
Financial drain
Inefficient practices lead to overspending on unnecessary duplicates, emergency orders, and disposal fees for expired materials. These expenses quickly add up and strain a lab’s budget.
Safety hazards
A disorganized lab is a dangerous lab. Mislabeled chemicals, expired reagents, and misplaced safety gear create a breeding ground for accidents, injuries, and contamination.
Regulatory issues
Many laboratories operate under strict regulatory guidelines. Failure to maintain accurate records can lead to non-compliance, which may result in hefty fines, legal problems, or damage to the lab’s reputation.
Scientific setbacks
In the research world, reproducibility is key. Poor lab management makes it difficult to track which materials were used in specific experiments, meaning other researchers can’t replicate results and verify findings.
6 factors to consider when managing laboratory inventory
Lab managers must keep essential supplies on hand without tying up valuable resources in excess stock. These are the key factors to remember when developing a laboratory inventory management strategy:
- Essential items: Identify the critical supplies the lab needs to function.
- Cost: Tracking prices helps you make informed purchasing decisions and monitor increases.
- Expiration dates: Create a system to monitor and rotate stock.
- Storage space: Optimizing the lab’s layout leads to more efficient storage and easier access to supplies.
- Usage frequency: Understanding how often the team uses items determines optimal stock levels.
- Responsibility: The lab manager can’t succeed without buy-in from the rest of the team. Offer training and assign clear roles and responsibilities so everyone knows how they contribute to inventory management.
These factors are a lot to consider. But once there’s a system in place that takes them all into account, the benefits far outweigh the time and money spent setting things up.
How to take control of your lab’s inventory
Ready to take the first step toward establishing or improving your system? Try these inventory management tools and strategies for the best chances of success.
|. Take advantage of lab-specific technologies
Modern labs have a wealth of digital tools at their disposal. A centralized laboratory information management system (LIMS) is the cornerstone, tracking everything from chemicals to safety goggles.
With the right inventory management and lab ordering software, you can generate usage reports and implement integrations for a more efficient and productive lab. A LIMS also streamlines the purchasing process, automatically generating purchase orders based on inventory levels to avoid overstocking or stockouts.
Inventory management solutions like Fishbowl also make it easy to track assets by expiration date, lot number, and other methods. Equipment is expensive, and asset tracking monitors its location, maintenance history, and status. And a LIMS organizes all samples and data.
2. Implement barcoding
Think of barcodes as lab inventory’s DNA. Each barcode is a unique identifier, making it easy to scan and track an item’s journey from the stockroom to the lab bench and back again. Barcoding minimizes human error, speeds up stock checks, and provides a clear audit trail for every item.
3. Establish clear labeling and storage protocols
A well-organized lab starts with a clear classification system. Label all chemicals, reagents, and consumables with their names, concentrations, expiration dates, and any relevant hazard warnings. To make it easy for staff to locate items quickly, implement a standardized storage system — label items alphabetically, by chemical class, or by usage frequency.
4. Set reorder points and lead times
Don’t wait until you’re out of gloves, lab notebooks, or a critical reagent to reorder. Establish minimum stock levels, also known as reorder points, for each item. This lets you place orders just before needing more, avoiding delays and keeping research on track.
5. Conduct regular audits and cycle counts
Even the best systems need auditing. Regular physical inventory counts or cycle counts help verify records’ accuracy. This proactive approach catches discrepancies early, preventing them from spiraling into major problems.
6. Prioritize instrument calibration and maintenance
High-tech lab equipment is an investment. And like any investment, it needs care to maintain its value. Regular calibration ensures accuracy, while preventative maintenance keeps instruments running smoothly, minimizing downtime and costly repairs. Laboratory inventory management software can schedule and document these activities to keep your lab functioning at its best.
7. Foster a culture of inventory responsibility
Asset management isn’t just the lab manager’s job. Every member plays a role. That’s why everyone should receive clear training on inventory procedures, including accurate recordkeeping, timely restocking, and proper handling of chemicals and equipment. A shared sense of responsibility creates a well-organized and efficient lab environment.
8. Commit to continuous improvement
Inventory management isn’t one-and-done. Regularly review data, identify areas for improvement, and adjust strategies accordingly. Consider factors like changing research needs and feedback from lab staff for an effective inventory system.
Help your lab run more smoothly with Fishbowl
If you’re looking for the best laboratory stock management software solution, start with Fishbowl. As an all-in-one inventory management solution, Fishbowl streamlines asset and inventory tracking, automates reordering, and offers real-time insights to optimize stock levels. The platform also integrates with QuickBooks to promote financial health and visibility.
Are you ready to take control of your inventory and gain end-to-end visibility over lab operations? Schedule a demo of Fishbowl today.
