For a lab manager, the modern research laboratory experience can be akin to navigating a minefield of challenges. From managing complex workflows, ensuring data integrity, and maintaining operational efficiency, lab managers often find themselves stretched thin. At some point, samples pile up, errors creep in, and inevitably, staff become overwhelmed with the sheer volume of tasks. Automation, with its promise of streamlined workflows, reduced errors, and increased efficiency, seems like the perfect solution, but the journey to integrate and implement it successfully is far from straightforward.  

Automation in modern laboratories

Automation in research laboratories extends beyond simple mechanization and pulls together everything from sample processing to data management. In a clinical lab for example, automation systems can help manage entire workflows from intake to analysis, significantly improving turnaround times, minimizing human error, and freeing up researchers to focus on more complex tasks.  

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However, the successful integration of automation in a laboratory extends far beyond installing the relevant equipment and instrumentation. It involves critical evaluation of laboratory processes, staff roles, and interactions, as well as the physical design of the lab itself. The goal is to create a cohesive environment where automated equipment works seamlessly with existing workflows and where staff are empowered to operate and troubleshoot these systems effectively. Failure could lead to underutilized equipment, frustrated staff, and ultimately, an unsuccessful automation project.

So, what exactly is the holdup?

The challenges of implementing automation

Despite its many advantages, implementing automation in a laboratory setting is fraught with challenges. These can include:

1. Resistance to change: Lab personnel may be hesitant to adopt new technologies, preferring traditional methods over untested systems.

2. Workflow disruption: Integrating automation can temporarily disrupt established workflows, leading to short-term inefficiencies.

3. High hosts: Automated systems require significant upfront investment, and the return on this investment may not be immediately apparent.

4. Training requirements: Properly training staff to operate and troubleshoot automated systems is essential for long-term success but is often overlooked.

Expert insights: Strategies for successful automation integration

Emphasizing that successful automation is about more than just the equipment—it’s about people, processes, and planning—Michael Sommers, automation field trainer at Roche, believes that these challenges can be mitigated through strategic planning and active involvement of lab staff throughout the implementation process. 

Sommers highlights the importance of engaging a diverse group of staff, from senior lab managers to bench techs, lab assistants, and other personnel who will directly interact with the automated systems, in decision-making processes. 

"Involving a cross-section of your team ensures that all perspectives are considered," Sommers explains. "It helps in identifying potential issues early and fosters a sense of ownership among the staff."

Key decision areas include:

• The transference and transport of samples into the automation line.

• Defining roles for the monitoring of automation systems for alarms and troubleshooting. 

• Establishing efficient movement paths within the lab to eliminate redundant tasks.

• Managing the transportation of offline testing samples to bench locations.

• Handling add-on testing and discarding expired samples.

A collaborative approach ensures that the automation system is tailored to the lab’s specific needs and that potential problems are addressed before they can impact operations. 

Once the key decision-makers are identified, Sommers recommends organizing a planning event that brings together all selected staff. This event should serve as a forum for open discussion, allowing everyone to share their thoughts, voice concerns, and contribute ideas. 

“Hosting a planning event gives everyone a voice, from bench techs to lab assistants," says Sommers. "It’s crucial to listen to the people who will be using the automation equipment day in and day out. Their input can provide valuable insights into potential workflow improvements and help prevent issues down the line."

By involving the entire team in the planning process, lab managers can ensure that the automation system is not only efficient but also user-friendly, reducing the likelihood of resistance and encouraging widespread adoption.

Lastly, once the processes and workflows are established, the next critical step is training. Sommers emphasizes the importance of selecting key staff members to become automation subject matter experts (SMEs). These SMEs will play a crucial role in training other staff members, troubleshooting issues, and ensuring that the automation systems are used to their full potential.

"Training should be an ongoing process," Sommers advises. "By developing in-house experts, you ensure that your lab has the knowledge and skills needed to maintain and optimize the automation systems over the long term."

Continuous training and development are key to keeping the lab’s automation systems running smoothly and ensuring that staff remain confident and competent in using the new technologies.

From planning to execution

Automation has the power to revolutionize laboratory operations, making them more efficient, accurate, and scalable. However, the journey toward successful automation and effective integration is not without its challenges. As laboratories continue to evolve, embracing automation is not just about adopting new technology; it’s about integrating it thoughtfully into the lab’s daily operations to enhance overall efficiency and productivity. By engaging a broad cross-section of staff, hosting planning events, and focusing on continuous training, lab managers can overcome these challenges and unlock the full potential of automation. 

To learn more about Michael Sommers’ tips to successfully integrating automation into your lab’s workflows, view this free, on-demand webinar here: https://summit.labmanager.com/automation.