New scientific discoveries and technologies are being introduced every day, so companies need to pivot and scale when new opportunities arise.
But scaling lab operations can be a daunting process—labs are complex entities with a wide array of moving parts. It is important to assess current operations, including staff, equipment, supplies, and workflows, before scaling. The information from this assessment can be used to set clear targets and goals for a successful scale-up. To support effective scaling, lab managers should concentrate on the following priority areas.
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People
Engage stakeholders
Before any changes are made, set up team meetings with laboratory staff from all departments to communicate upcoming changes. Ask staff to provide a list of top priorities to help drive decision-making. Allowing staff to pitch ideas and express concerns increases their acceptance of changes.
Actively seeking staff input and providing key information in advance of discussions allows for more preparedness and engagement from staff, says Melissa Li, senior lab manager at Lyterian Therapeutics. With more than seven years of lab operations experience at biotech startups, Li has seen firsthand the importance of integrating a communication-first approach to your lab’s scaling strategy.
Hiring
Ask current lab staff for input on what skills gaps need to be filled on their teams and use this information to guide hiring. Equip the talent acquisition team with information to help create job advertisements that attract diverse candidates with a growth mindset. Hiring junior and entry-level staff can help to provide balance to teams undergoing transition. This is a great time to consider promoting or moving staff into new roles that they may be better suited for.
Training and retention
As your operation grows, ask staff to evaluate their skills to determine what new or additional training they need. Offer staff professional development opportunities, courses, certifications, and webinars that help them grow and acquire new skills. Encourage cross-training so that staff can assist on new projects and gain new knowledge. This can help boost staff’s confidence and result in better overall performance. Create a clear leveling guideline for staff to see a way forward in their role. Consider a review of current compensation and benefits packages. This will ensure that staff stay engaged and feel invested in their work.
Lab space
Reevaluate existing lab space
Develop a checklist that can be used to conduct a space audit to determine if any space is poorly used or underutilized. Consider swapping lab spaces that may be a better fit for certain projects or equipment. Can the layout be adjusted to free up room for staff, equipment, and supplies? How can existing lab space be modified while staff are working in the lab, while also respecting existing workflows? Sometimes, minor modifications can be all it takes to make a significant difference in how lab space is utilized.
Li also suggests that lab managers identify any issues that occur in the current layout due to a lack of space. If the current space can no longer be optimized safely, begin planning for additional space.
Assess the need for new space
Scaling up will likely require renting or acquiring more laboratory space. It is a good idea to consult a lab planner to assist in visualizing the plan for the new space. If possible, opt for a flexible lab space that can scale alongside your company’s growth. Invite input from your safety and facilities managers and lean on their expertise for implementing clear safety and regulatory guidelines during space planning exercises. Lab managers must determine how to use new space efficiently, in a way that avoids operational issues while allowing for future growth and evolving project needs, says Li.
Standard operating procedures (SOPs)
Ensure that all processes and procedures are well documented. How are operations currently working? Are there any operational inefficiencies that stand out? Lab managers should take the time to review, update, and correct outdated and inefficient SOPs. This will keep staff aligned as new employees are hired or change roles. Putting together an SOP review team will aid in creating thoughtful processes with shared responsibilities across departments and allows everything to move more efficiently, according to Li.
Automation and software
Scaling up is a great time to determine which software can accommodate the company’s growth. Instead of allocating time and effort to create internal solutions, consider purchasing a system that has been well-designed and carefully developed, advises Li. Request demos of LIMSs currently on the market to determine what will be the best fit across multiple departments. It may be necessary to have a system that can be customized or has configuration tools.
Growth phases present the perfect opportunity to assess how lab automation can streamline workflows and support your team. Take stock of repetitive tasks that would benefit from automation to enable staff to work on more complex tasks.
Managing procurement and inventory
Create a centralized stockroom system
This will ensure that your labs have adequate inventory as expansion starts. Start your system with basic supplies that are used across all departments. Think strategically about the placement of stockrooms to make it easy for staff using supplies and replenishing the stockrooms to enter and depart safely.
Determine the most critical needs
Get input from laboratory staff about what supplies are most critical for their work and could cause potential project delays if not properly stocked. Use procurement data to determine what supplies are consistently in high demand across departments.
Manage vendor relationships
In today’s world, supply chain disruptions are inevitable. Have a network of trusted vendors to support the scaling process. Set up recurring meetings with main vendors to keep the line of communication open about needed items and gain insight about when vendors may have supply chain disruptions of their own. Create a secondary network of backup vendors to fill any gaps. Smaller vendors may have an easier time fulfilling requests as they are not usually tied up in long-term contracts and may be eager to earn your company’s business. For hard-to-get items or items only produced by a few vendors, it would be prudent to have a backstock on site in addition to normal inventory.
Future planning
Future growth depends on a solid, actionable plan that can be implemented when the time is right. Proactive planning will help ensure that labs can handle industry changes and challenges. Lab managers should schedule quarterly lab-scale planning meetings with lab staff and company leadership to dedicate time for review and preparation. The outcome of these meetings should be a master plan to use for future scaling of any size. Set an agenda that includes a comprehensive overview of each department and representatives from each laboratory team. A diverse team will provide valuable insights for better, informed decision-making. Use these planning meetings to review relevant case studies from other companies of similar size and those at your desired size who have completed this process. Learning from their successes and failures can save valuable time and effort.
Scaling lab operations is a complex process. With careful planning and attention to detail, lab managers can help contribute to their company’s lasting success.
