Smarter Labs, Faster Results: Innovations Driving Efficiency

Smarter Labs, Faster

Results: Innovations

Driving Efficiency

The latest tools and strategies helping labs cut

costs, reduce errors, and accelerate workflows

INNOVATIVE

Sample Prep Techniques

AUTOMATION

and Workflow Optimization

SMART

Inventory and Asset

Management

EFFICIENCY

RESOURCE GUIDE

2 Lab Manager Efficiency Resource Guide

Table of Contents

Maximizing Lab Efficiency ..............................................3

Enhancing Efficiency with Assays and Kits .......................4

Chemical Testing Kits and Instruments for Enhancing

Lab Operations and Efficiency ............................................... 5

Risk Versus Reward: Navigating Cost and Quality in

Assay Development............................................................. 8

Tips for Selecting Reputable Reagent Vendors...........................11

Considerations for Acquiring Custom Kits ................................13

Assays and Automation in Robotic Workstations .......................15

Efficient Sample Preparation.........................................18

Innovative Features of Evaporators .........................................19

Slash Sample Preparation Time with Microwave Digestion ..........21

A Guide to Laboratory Rockers and Shakers ............................24

Stirring Up Success in Sample Preparation Using

Advanced Homogenization Techniques ..................................25

Single-Mode Versus Multimode Microplate Readers ..................28

Deciding Between Single-Mode

and Multi-Mode Plate Readers..............................................31

Microplate Technology for High-Throughput Applications ............32

Inventory and Asset Management................................ 34

The Ripple Effect of Poor Lab Inventory Management................ 35

Improving Lab Productivity with Effective Inventories ...................37

Key Benefits of Effective Asset Management Processes.............. 40

Three Reasons Why You Need a Chemical Inventory

Management System..........................................................41

3 Lab Manager Efficiency Resource Guide Introduction

In this resource guide, you’ll learn how to improve efficiency in key lab processes,

from assay selection and automation to inventory and asset management. You’ll

discover strategies for reducing processing time, improving data accuracy,

and leveraging emerging technologies like lab-on-a-chip devices and robotic

workstations. These solutions can help your lab increase throughput and maintain

compliance while enhancing efficiency.

Maximizing Lab Efficiency

Strategies for more productive and streamlined workflows

Many labs strive for greater efficiency but struggle with workflow bottlenecks, outdated

processes, and resource management. Inefficient sample preparation, error-prone manual

processes, and poor inventory management can slow research, increase costs, and compromise

data integrity.

There are relatively simple solutions that can enhance lab efficiency in several ways—from

streamlining workflows with automated assays and testing kits to optimizing sample preparation and inventory tracking. Implementing the right tools and strategies such as automation,

digital inventory systems, and advanced homogenization techniques can substantially reduce

errors, improve reproducibility, and free up valuable time for scientific discovery.

Chapter 1

Enhancing Efficiency

with Assays and Kits

Efficiency is a pillar of modern labs, where speed, accuracy, and resource optimization

are critical for success. Labs must balance the demands of high-throughput testing with

the need for precise, reproducible results. To meet these demands, labs can leverage a

range of solutions including specialized assays, chemical testing kits, and automated

systems designed to enhance accuracy and streamline workflows.

Chemical testing kits streamline workflows by providing ready-to-use reagents, reducing

setup time, and minimizing errors. Automation further enhances efficiency by handling

repetitive tasks, allowing scientists to focus on data analysis rather than manual procedures. Strategically sourcing reagents and using custom kits can help labs cut costs while

maintaining quality. Additionally, emerging technologies like lab-on-a-chip devices

are revolutionizing testing by integrating multiple processes into compact, high-speed

systems. By adopting standardized test kits, automation, and smart procurement strategies, labs can reduce manual workload, increase sample throughput, and enhance overall

productivity. This chapter explores practical approaches to improving efficiency, ensuring that laboratories stay ahead in an increasingly competitive marketplace.

5 Lab Manager Efficiency Resource Guide

Chemical Testing Kits and

Instruments for Enhancing Lab

Operations and Efficiency

In the setting of laboratory testing, chemical testing kits have become

indispensable tools for creating both accurate and efficient workflows

By Michael Beh, PhD

For labs tasked with running standard tests such as water

analysis, specialized chemical testing kits can streamline

operations by reducing the time and complexity of tasks,

ultimately saving time and enhancing productivity.

Water testing is one of the most common applications for

chemical testing kits, given the vital need to monitor water

quality across industries such as environmental science, manufacturing, healthcare, and agriculture. These kits provide a

6 Lab Manager Efficiency Resource Guide

practical solution to analyzing water quality parameters such

as pH, hardness, dissolved oxygen, microbial content, turbidity, heavy metals, and other critical chemical properties.

As demand for more efficient, accurate testing grows,

understanding how chemical testing kits work and how to

select the right ones for specific applications is crucial for lab

managers and technicians.

The functionality of chemical testing kits

A chemical testing kit includes pre-prepared, standardized

reagents, indicators, clean vials, equipment, tools, and instruments for conducting tests, along with instructions for use

and how to interpret the results. Kits are very specific to the

property being tested. They will differ on the components

and reagents required for the specific test and the accuracy

of the results they provide.

The simplest kits will provide a test strip that changes color

based on the quantity of the parameter being tested. The color

change indicates the analyte concentration. The kit will include instructions on how to interpret the results based on the

color observed. Tests relying on colorimetry are often simple,

quick, and portable but are less accurate, making them suitable

for applications where high accuracy is not needed.

To obtain greater accuracy from chemical test kits, they are

combined with digital meters and simple lab equipment. Two

examples are titration-based kits and spectrophotometry.

These tests offer more advanced analysis and require greater

skill and time than simple color strip analysis. However, they

offer the advantage of higher accuracy with similar portability, enabling rapid and precise results in both field and

laboratory settings.

Depending on the needs of the analysis, both benchtop

and portable spectrophotometers are available. Benchtop

spectrophotometers are recommended for optimal results,

but portable spectrophotometers can deliver excellent field

results when a traditional lab is not available. The addition of

an autosampler can greatly increase sample throughput while

maintaining ease of use and the highest degree of accuracy.

Considerations for lab managers

When selecting chemical testing kits for water analysis, lab

managers need to consider several factors to ensure they

choose the most suitable option for their specific needs:

Advantages of chemical testing kits

Simplicity: Straightforward and user-friendly

design of kits and instruments minimizes procedural

complexity and contains everything needed to

complete the test. Lab staff don’t need to worry

about identifying the correct reagents or measuring

the correct concentrations.

Reduced training time: The ease of use of test kits

shortens staff training time, enabling technicians to

perform accurate tests with less training.

Reliability and accuracy: The use of self-contained

and standardized reagents reduces the likelihood

of errors and produces more accurate and precise

measurements.

Cost-effectiveness: By minimizing the need for

expensive laboratory equipment and reagents, and

reducing the time required for testing, testing kits

offer a cost-effective solution for specific analyses.

This is particularly beneficial for smaller labs or

those with limited budgets, as it allows them to

maintain high testing standards without incurring

significant expenses.

7 Lab Manager Efficiency Resource Guide

When to use: Identify the tests required in your lab. When

possible, match the kits available to the tests your lab runs.

There are a wide variety of test kits available for common

standard tests. For water testing, kits can make tests like pH,

turbidity, hardness, alkalinity, dissolved oxygen, nitrates,

phosphates, chlorine, salinity, dissolved solids, microbial

content, and heavy metals easier and more cost-effective

for the lab.

What kits to use: Choosing the right kits requires considering your lab’s testing needs and available equipment. There

is no one-size-fits-all solution; you must identify the lab’s

needs. Test kits are available from several vendors and cover

a wide range of applications. Make sure you understand

the specifications, requirements, and limitations of the kits

available. It can be helpful to talk directly with kit suppliers

and ask for documentation of their kits. Ensure the selected

kits align with your goals and deliver accurate, reproducible results.

Longevity: The longevity of a kit depends on both its usage

and shelf life. Suppliers typically provide guidance on the

number of samples a kit can analyze, which, depending on

sample throughput, helps estimate how long it will last in

actual use. It is important to match the capacity of a kit with

the throughput of samples for that test. The shelf life of a

kit is dependent on the stability of the reagents. An effective

rule of thumb is that most modern standardized reagents

offer at least a one-year shelf life. Match the usage of kits in

your lab to the shelf-life expectations. This will guide the

most cost-effective approach to buying kits. To get the most

financial benefit, don’t over-order kits and then have them

expire unused.

The future of chemistry testing kits

Suppliers of test kits continue to innovate to help standardize

important lab tests. Test kits are no longer just for environmental and water testing. The growth of biotechnology

has seen many new kits and assays developed for common

analyses involving enzymes, proteins, and nucleic acids.

The future will bring test kits that address a wider range of

standard tests.

A new test kit innovation that has the potential to greatly increase the range of kits is lab-on-a-chip technology.

This approach integrates multiple analytical techniques in

a miniaturized device. While still limited in their testing

capacity, these devices are beginning to emerge for a variety

of testing applications. Lab-on-a-chip offers significant

potential to extend the benefits of test kits to a much wider

range of applications.

“A chemical testing kit includes

pre-prepared, standardized

reagents, indicators, clean vials,

equipment, tools, and instruments

for conducting tests, along with

instructions for use and how to

interpret the results.”

8 Lab Manager Efficiency Resource Guide

Risk Versus Reward: Navigating

Cost and Quality in Assay

Development

Examining the impact of reagents, outsourcing, and automation on assay

development

By Sarah Kirsh, MSc

Assay development stands at the center of drug discovery,

ensuring only the most promising compounds progress

through the pipeline. This process requires careful consideration of various factors, including relevance, reproducibility,

quality, interference, and cost. However, the improvement of

one of these variables often comes at the expense of another. For instance, maintaining or improving assay quality is

linked to increased costs. To navigate this delicate equi-

9 Lab Manager Efficiency Resource Guide

librium and ensure the success and integrity of the drug

development process, a deep understanding of the elements

influencing cost and quality is essential.

Striking a balance

Balancing cost and quality in assay development starts with

a clear understanding of your specific goals. This includes

establishing key performance metrics like the Z’ score, a

crucial measure of assay quality. A score between 0.5 and 1.0

is generally considered acceptable for biochemical assays,

while a score between 0.4 and 1.0 is acceptable for cell-based

assays. Setting this benchmark early helps guide the design

process, informing decisions on reagent selection, assay conditions, and detection methods. While the signal-to-background ratio and the signal-to-noise ratio can also be used

to assess assay performance, they don’t consider variability.

Moreover, conducting a thorough analysis of the assay’s cost

components, including reagents, equipment, and labor, can

help identify potential cost-saving opportunities.

Reagents: The building blocks of

quality

Quality reagents are essential for ensuring the accuracy and

reproducibility of an assay. However, the relationship between

reagent quality and cost isn’t always straightforward. While

it may seem logical to assume that higher-priced reagents

are always better, it’s important to recognize that spending

more doesn’t always guarantee improved outcomes. On the

other hand, opting for inexpensive or lower-purity reagents

can introduce errors, leading to repeated work and extended

development times, ultimately increasing overall costs.

The key to balancing cost and performance is identifying

which reagents require the highest quality and investing

accordingly. For example, investing in quality is often justified when working with vital components like antibodies or

enzymes. Conversely, mid-tier reagents, such as wash buffers,

can offer sufficient quality at a lower price point for less

critical applications. However, these reagents must still meet

certain quality standards to ensure they don’t introduce variability, especially in high-stakes fields like drug discovery.

Exploring different vendors’ offerings can also help you find

the best value for your needs. Prices and quality can vary between suppliers, so it’s worthwhile to compare products and

validate their performance—by reviewing product specifications, certificates of analysis, and other available documentation—before making a purchase.

The human element

Developing assays in-house can be resource-intensive, necessitating significant investments in personnel and infrastructure. Maintaining skilled personnel is vital, not only

for executing the technical aspects of assay development but

also for ensuring the work adheres to rigorous standards.

While hiring and retaining such expertise can be costly, the

investment typically pays off in the form of higher-quality

outcomes and more efficient project timelines. However,

this can present a considerable challenge for smaller organizations with limited budgets. They must decide whether

to stretch their budgets to retain top talent or explore more

cost-effective alternatives that may introduce risks in terms

of quality and consistency.

Investing in training and continuous education for existing

personnel can be a strategic way to enhance quality without

greatly increasing costs. By ensuring all team members are

up to date on best practices, organizations can prevent errors

that compromise assay performance and support reliable

outcomes. This also fosters a culture of ongoing improvement, helping the lab stay competitive and efficient in its

assay development efforts.

Effective collaboration and communication within assay

development teams are also crucial. Any lapses in these areas

can lead to errors, redundancy, and wasted resources. Organizations should implement robust communication strategies, including regular team meetings, detailed project documentation, and clear data sharing and reporting protocols

to mitigate these risks. Encouraging a collaborative environment can also lead to a more efficient development process.

Leveraging external partnerships

Outsourcing assay development to contract research organizations (CROs) can offer a cost-effective alternative to

in-house development. CROs provide access to advanced

technologies, such as high-throughput screening solutions,

and skilled personnel at a lower cost than maintaining these

capabilities internally. This approach is particularly advantageous for smaller organizations, those who need to scale

rapidly, or companies requiring specific expertise for shortterm projects.

10 Lab Manager Efficiency Resource Guide

When selecting a CRO, a main consideration should be

their expertise—specifically, whether they’ve successfully

completed similar projects in the past. Assessing their infrastructure and equipment is equally important, particularly

for more specialized assays. Communication and reliability

are also essential as even minor lapses can lead to quality

issues, resulting in costly delays and rework. Clear and

comprehensive agreements should be established from the

outset to alleviate these risks. The agreements should outline the specific quality standards that must be met, as well

as expectations for costs, communication, and reporting.

Regular check-ins and progress reports can help ensure that

the project stays on track and that any issues are identified

and addressed early.

Insourcing offers a middle-ground solution between fully outsourcing work to a CRO and keeping everything

in-house. Unlike traditional outsourcing, where work is

conducted offsite and managed remotely, external experts

are integrated with the internal team. This proximity allows

for closer collaboration, better communication, and more

efficient decision-making throughout the assay development process. A major advantage of insourcing is the direct

oversight it provides. It’s important to consider that insourcing often requires additional lab space to accommodate the

contracted staff, which can be a challenge for smaller labs.

By balancing insourcing with in-house resources, organizations can achieve a more flexible and cost-effective approach

to assay development while maintaining high standards

of quality.

Future trends in assay development

Emerging technologies and evolving regulatory environments are driving changes in the assay development process.

While these advancements offer exciting opportunities to

enhance both the quality and cost-effectiveness of assays,

they also present new challenges.

One of the most transformative trends is the increasing

integration of automation and artificial intelligence (AI).

Automation, already a staple in high-throughput screening,

is extending its reach into more aspects of assay development. This expansion not only accelerates research timelines

but also minimizes manual intervention, freeing researchers

to focus on the more complex and innovative aspects of their

work. By reducing the variability associated with manual

processes, automation also ensures more reliable and reproducible data.

Another key benefit of automation is its impact on scalability.

Since automation technology can handle markedly smaller

volumes, it decreases the quantities of consumables and reagents needed and can extend the life of samples, resulting in

substantial financial savings. However, the shift to automated

systems often requires a large initial investment and specialized training for operation and maintenance. Additionally,

when integrating automation into existing workflows it can

take personnel some time to adjust, potentially disturbing

established processes.

AI and machine learning (ML) are also beginning to play a

critical role in assay development. These technologies can

rapidly analyze vast datasets and discern intricate patterns,

enabling researchers to draw more meaningful insights and

make informed decisions. ML algorithms are also being

used to optimize experimental conditions by learning from

previous trials and predicting the most effective parameters

for new assays. This creates continuous improvement and

streamlines the assay development process, saving time and

resources while producing higher-quality results.

Final thoughts

Balancing cost and quality in assay development requires a

cohesive strategy that aligns with the specific goals of your

projects. Whether it’s through thoughtful reagent selection,

forming external partnerships, or embracing the latest technological advancements, each decision plays a crucial role in

shaping the success of the process. By making informed and

strategic choices, you can effectively manage costs without

compromising on the high standards of quality necessary for

advancing your drug discovery efforts.

11 Lab Manager Efficiency Resource Guide

Tips for Selecting Reputable

Reagent Vendors

Ensuring quality and integrity in every experiment

By Sarah Kirsh, MSc

Selecting a reputable reagent supplier is a fundamental

part of a lab manager’s responsibilities, as the integrity and

quality of lab reagents can directly impact experimental

accuracy and reliability. With the market brimming with

different vendors, discerning the good from the bad is more

critical than ever. Below are four essential tips to help you

make an informed decision and protect your lab from unreliable sources.

1. Evaluate the vendor’s track record

and transparency

Signs of a reputable vendor: Many labs prefer vendors with

a long-standing presence in the industry and a proven track

record of customer satisfaction. The success and stability of

these vendors in the market indicate their commitment to

providing high-quality products and reliable services. Posi-

12 Lab Manager Efficiency Resource Guide

tive customer feedback and reviews on the vendor’s website

or other online platforms can also provide confidence in

the supplier. Additionally, it’s advisable to look for suppliers

whose products have been cited in peer-reviewed research

articles, as these citations can help validate the effectiveness

and reliability of their products.

Red flags: A vendor lacking a substantial history or showing

a pattern of inconsistent product quality should be approached with caution. New entrants to the market without

verifiable testimonials or endorsements from the scientific

community may also pose a risk. Additionally, suppliers with

a history of frequent business rebranding or those subject to

customer complaints may indicate underlying issues with

their products or business practices.

2. Assess scientific support and

customer service

Signs of a reputable vendor: Excellent customer service and accessible scientific support are hallmarks of a

trustworthy supplier. This includes prompt and detailed

responses to inquiries, troubleshooting support, and access

to scientific support staff who can advise on product selection and use.

Red flags: Vendors that are slow to respond, provide vague

answers, or lack knowledgeable support staff are indicators of

an unreliable vendor.

3. Verify quality control measures,

certifications, and documentation

Signs of a reputable vendor: A reputable vendor should

willingly share product documentation, including product

specifications, certificates of analysis (COA), and safety data

sheets (SDSs). They should also be committed to rigorous

quality control measures through cGMP compliance and

ISO accreditation.

Red flags: Suppliers lacking transparency in their quality

processes and those unable or unwilling to present current

certifications, product specifications, COA, and SDSs signal

potential quality issues.

4. Consider the breadth and depth of

their product portfolio

Signs of a reputable vendor: A vendor with a diverse

product catalog can indicate a well-established company that

understands the diverse needs of research labs. This simplifies the procurement process and ensures consistency across

experiments. However, these companies must demonstrate

depth of expertise in the areas they cover. Evidence of this

includes specialized product lines, published studies featuring their products, or comprehensive technical support. On

the other hand, vendors specializing in a specific industry segment can offer unparalleled expertise and deliver

high-quality, innovative solutions not found with more

generalized vendors.

Red flags: Vendors attempting to offer an excessively large

range of products without demonstrating substantial depth

or expertise might compromise quality. This can lead to

a “jack of all trades, master of none” situation, where the

breadth of offerings is not matched by quality.

Key takeaways

Ultimately, lab managers should prioritize vendors with a

reputation for customer satisfaction, accessible scientific

support, and transparent quality control, along with a comprehensive product range to uphold experimental integrity

and quality.

“Excellent customer service and

accessible scientific support are

hallmarks of a trustworthy supplier.”

13 Lab Manager Efficiency Resource Guide

Considerations for Acquiring

Custom Kits

A carefully chosen custom kit can serve your lab’s needs

By Andy Tay, PhD

Researchers are working to solve diverse challenges, and

while there are materials and tools that can meet the needs of

most labs, some kits have to be specially designed to achieve

research objectives. Here, we will discuss the considerations

that go into buying custom kits.

Complex manufacturing

Manufacturing research kits, even the most general and

common ones, is complex. For example, to produce antibodies, manufacturers need access to different animal models

to generate primary antibodies and must develop methods

to conjugate fluorescent labels to secondary antibodies. The

money needed for such manufacturing can be prohibitive

for an academic lab. Consider a lab working on non-standard

animal models such as cavefishes and naked mole rats. These

researchers would have to produce their own antibodies,

which is cost-prohibitive and time-consuming. Custom kits

from manufacturers are helpful in such scenarios. Manufacturers have the infrastructure to efficiently produce custom

kits at scale. Using custom kits also boosts research productivity as staff do not need to spend time refining the antibody

production process, instead concentrating on the scientific

questions they want to investigate.

14 Lab Manager Efficiency Resource Guide

Another advantage that comes with ordering custom kits

is the manufacturing scale that suppliers can provide. For

instance, users can generate viruses in labs and use them for

genetic engineering. However, these projects may require a

large quantity of viruses, and any manufacturing failure in

the lab may substantially delay the progress. Reliable virus

custom kit suppliers answer this need.

Quality control and reproducibility

It is important that research findings are accurate. Many biological reagents are sensitive to environmental fluctuations

and can lose their functions when produced, transported, or

stored improperly. Custom kit manufacturers may offer better quality control than the researchers making the materials

themselves.

A good example of this is the design of nanoparticles to

track specific ribonucleic acid (RNA) in the cell. This area

is of great interest as researchers aim to understand how the

spatial distribution of RNA in a cell may affect processes like

cell division. In this kit, the nanoparticle is designed such

that it has an anti-sense RNA that binds to the target RNA

and, upon binding, produces a fluorescent signal that can

be captured using a microscope. As there are many types of

RNA with different functions and researchers often study

different RNA to fit a unique research question, custom kits

are usually required. As some target RNA is of low abundance, having a custom kit with an RNA-binding nanoparticle, combined with high levels of quality control, can

improve research reproducibility.

Flexibility

When it comes to manufacturing, suppliers often develop

processes that can be applied to different custom kits. For

instance, to generate a nanoparticle that binds to RNA,

manufacturers may only need to change the sequence of the

anti-sense RNA, enabling them to use the same platform to

produce many types of custom kits to detect different target

RNAs. However, for academic labs without experience, it

may take a long time to build the underlying production

technology, and their method of producing nanoparticles

may not apply to all target RNAs.

Sample integrity

Custom kits are also prevalent in medical labs to acquire

samples and maintain their integrity. For example, consider a

research study that requires 1.5 mL of blood for five different

tests. Commercially available blood collection test tubes

come in 5 mL, which means that two such tubes need to be

used during blood collection. Additionally, they have to be

combined in the lab and further pipetted into five 1.5 mL

vials for analysis.

In the above scenario, custom blood collection tubes with

volumes of 1.5-2 mL would come in handy. Using customized

tubes enables labs to make full use of samples without waste,

reduce contamination that may adversely affect results, and

improve productivity as less time is spent on separating the

collected blood into smaller volumes.

Costs

A major consideration when purchasing lab reagents is cost.

There is a perception that custom kits are expensive. No

doubt they are more costly upfront than general-purpose

kits, but this perception may not hold true when labs factor

in the salary and time of research staff trying to refine labmade reagents. Additionally, as publishers are requesting

authors to provide information such as batch number of

reagents, lab-made reagents may be subject to scrutiny to

data on quality testing, which most labs are not familiar

with. Finally, custom kits arrive ready to use, which ensures

that the research can progress as planned. As such, labs

must consider potential cost savings in the long run with

custom kits.

To help labs afford custom kits, many manufacturers offer

different payment models. For instance, labs can pay based

on whether the custom kits works. This is called an outcome-based payment approach. Another way is to have a

staggered payment: half when placing the order and half

when the kits work. This can protect the interests of lab users and also motivate manufacturers to ensure that they are

delivering a functional, high-quality kit.

Key takeaways

Custom kits can help labs improve productivity as researchers can focus on science while outsourcing material production to expert manufacturers. When purchasing custom kits,

it is recommended for labs to be in continual communication with their suppliers to ensure the kit suits the research

objective. Labs should also choose manufacturers that can

provide them with proof of quality control and who are willing to negotiate payment models.

15 Lab Manager Efficiency Resource Guide

Assays and Automation in Robotic

Workstations

These technologies improve a lab’s output and save on priceless resources

By Mike May, PhD

The evolution of robotic workstations resembles that of computers. Gargantuan systems that only experts could operate

gave way to smaller and more user-friendly systems. Despite

the decreasing size and simplified use, today’s robotic workstations often outdo their predecessors, thanks to ongoing

improvements in various technologies.

A decade or so ago, automated liquid handling conjured up

images of room-size systems at pharmaceutical companies

costing hundreds of thousands of dollars and run by teams

of experts for operation and programming. Today, less than

$10,000, enough bench space for a microwave oven-size device, and some taps on a graphical user interface can get most

any scientist going in automated liquid handling. A huge

workstation handles far more samples, but that’s not needed

in most basic research labs. In fact, some scientists turn to a

do-it-yourself approach to automate processes in a lab.

Although life science and commercial labs primarily use

robotic workstations for liquid handling, that’s not the only

16 Lab Manager Efficiency Resource Guide

process that can be automated. These platforms can also heat

or cool samples, seal multi-well plates, and more. One team

of scientists turned esterase-based biosensors and a robotic

workstation into a pesticide-detection system, reporting that

“using a robotic system can be easily integrated in industrial

production lines, improving the monitoring efficiency, as

well as the use of real-time biosensing devices for environmental detection.”

When it comes to the basic reasons to automate a workstation,

most scientists know that this technology can improve a lab’s

efficiency. Plus, reducing human intervention leads to fewer

errors and variability in experiments. Despite those benefits,

some labs get more out of this technology than others.

Robotic workstations work well for situations with invariant

workflows, like those in clinical, forensic, and analytical service labs that need to automate repetitive tasks. Plus, those labs

benefit from the tracking of samples and how they were treated, which are two of the strong points of a robotic workstation.

Nonetheless, the capabilities of automated workstations keep

growing. As access to this technology expands to more labs,

the applications and modifications will expand as well.

Exploring the economics

Expenses come to mind when any lab manager thinks about

an automated workstation. In the days of gigantic systems,

the cost of robotic liquid handlers far surpassed the budgets

of most labs. Today, some scientists think that automated

systems include an economic incentive, but that’s not necessarily the case.

The economic benefits of robotic workstations are sometimes

misunderstood because there may not be superficial savings. An automated platform will probably require the same

number of consumables and reagents as manual methods.

Automation becomes economical over the lifetime of the

platform, due to reduced retesting, faster sample accessioning, and improved data integration.

An automated workstation, though, can also save labs money

in other ways. One of the most costly resources within a

laboratory is its personnel. It’s not cost-effective to increase

personnel in response to an increase in sample processing

demand. This is where a robotic system could be the better

choice. Such a system could even save a lab money in less obvious ways, like reducing the risk of repetitive strain injury.

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Chapter 2

Efficient Sample

Preparation

Efficient sample preparation can minimize processing time, reduce reagent waste, and

ensure consistency across experiments. Several advanced technologies can streamline

sample preparation while maintaining accuracy and precision.

This chapter explores techniques and tools that can enhance lab efficiency, from advanced sample preparation techniques to automated instruments. You will learn about

innovations in evaporators, microwave digestion for rapid sample preparation, the role

of rockers and shakers in improving consistency within workflows, and the advantages

of modern homogenization methods. We also examine the benefits of multimode plate

readers for high-throughput screening and the importance of microplate selection for

accurate data.

With these innovations and best practices, laboratories can reduce errors, increase reproducibility, and improve overall performance.

19 Lab Manager Efficiency Resource Guide

Innovative Features of Evaporators

Tapping on new features of evaporators can boost research productivity

By Andy Tay, PhD

There are three main uses of evaporators in the lab. Most

typical evaporators, except evaporator concentrators, apply

heat directly to the sample with a heating block (called dry

evaporator) or water bath (called wet evaporator) while maintaining a vortex motion to continuously mix the sample and

increase surface area to boost evaporation. They can help

remove water or organic solvents to concentrate the samples,

recycle solvents, or separate solvents.

Rotary evaporators are typically used to remove low-boiling

organic solvents. With vacuum, they can further reduce the

boiling point of solvents to accelerate evaporation under

reduced pressure. Another common evaporator uses nitrogen gas, which enhances the rate of evaporation by blowing

nitrogen across the sample surface. Evaporators are used

extensively in pharmaceuticals, toxicology, and environmental testing for sample purification and analyses. Here,

we highlight innovations in evaporators to enhance your

research productivity.

Dual functions

Not all commercially available evaporators can both evaporate and concentrate. For separation purposes, samples

can be heated directly to remove solvents. If the sample is

not heat-sensitive, it can be concentrated using direct heat.

However, for biological materials that can be denatured by

heat, such as peptides and nucleic acids, there are evaporator

20 Lab Manager Efficiency Resource Guide

concentrators that instead generate centripetal motion within the sample tube to evaporate the solvent. Although this

process is more time-consuming, it protects the biological

activity of the analyte.

Heating rate

Manufacturers have introduced digital controllers to manage

heating and the rate of temperature change. This is helpful

to prevent overheating and maintains a constant temperature

to optimize the evaporation rate. Another innovative feature

is the fast termination of heating after the set end point is

achieved. This is important because operators need time

to remove samples or perform additional procedures, but if

there is still heat transfer, evaporation does not stop, and the

sample might dry out. This may be problematic for samples

where a small amount of solvent is needed to maintain structural integrity and bioactivity.

Throughput

While wet evaporators can handle larger sample volumes

than dry evaporators, the former is unable to work on multiple samples simultaneously. Innovation in dry evaporators

has enabled as many as 100 samples to be processed concurrently. This can be helpful for labs with high throughput

needs, especially when they are trying to optimize a chemical synthesis process and require concentrated analytes for

downstream analysis.

User interface

A good user interface is important so that users can easily

and accurately regulate heating rate and pressure. Older

evaporators do not offer digital interfaces, so users must

manually adjust parameters. Newer models of evaporators,

on the other hand, are equipped with digital user interfaces

that display vortex speed, heating block temperature, time,

and vacuum levels. They also have alarms to notify users

when the process is near completion or completed. Users can

also save programs for easy recall and protocol modifications.

In conclusion, evaporators are an important tool to concentrate and purify samples. In response to users’ feedback and

needs, manufacturers have innovated to improve biological

activity, throughput, user experience, and safety while using

evaporators to boost research productivity.

“Innovation in dry evaporators has

enabled as many as 100 samples to

be processed concurrently.”

21 Lab Manager Efficiency Resource Guide

Slash Sample Preparation Time

with Microwave Digestion

Microwave digestion offers increased speed and consistency over other sample

prep methods

By Colm O’Regan

Sample preparation is the cornerstone of any lab operation,

setting the stage for credible, accurate data and subsequent

analyses. Traditional sample prep methods often require

high volumes of solvents and reagents. They can also lead

to a range of results due to their manual nature, posing

challenges in ensuring consistency. As a result, they can be

labor-intensive and time-consuming.

This article outlines the basics of microwave digestion as

a sample prep method. It also explains the benefits this

technique brings to the lab, and why lab managers should

consider it going forward.

The need for microwave digestion

Consider the classic process of hot plate digestion. Here,

samples are painstakingly heated over time with the continual addition of acids. The downside of this method is it can

result in airborne contamination and poor volatile compound recovery. Such factors can be frustrating, as they add a

22 Lab Manager Efficiency Resource Guide

level of unpredictability to the subsequent stages of analysis.

Airborne contamination can also pose serious health risks.

Microwave digestion addresses these challenges effectively,

making it a compelling alternative for many labs.

Understanding microwave digestion

Microwave digestion offers numerous benefits over other

sample preparation techniques. Even though it has existed for

a number of years now, research groups are only just starting

to realize its benefits for sample preparation in the lab.

Traditional techniques such as hot plate digestion work via

conductive heating, in which heat must pass through the walls

of the vessel before reaching the sample. This process may be

slow and inconsistent, as the speed at which the sample heats

depends upon the thermal conductivity of the vessel.

Essentially, microwave digestion is a process that uses

microwave energy to heat samples in a closed-vessel system. The process is relatively simple: First, the user adds a

known amount of sample material to a digestion vessel. They

then pour in a concentrated acid, such as hydrogen peroxide or hydrochloric acid, seal the vessel, and start applying

microwave energy. The sealed vessels achieve very high

pressures as they heat up, similar to a pressure cooker. This

pressure pushes the temperature of the vessel beyond the

acid’s boiling point, increasing the acid’s oxidative potential

and breaking down the sample material faster. As a result,

samples are heated faster than in methods based on conductive heating—full digestion can be completed in as few as 30

minutes, while conductive heating methods can take several

hours or days.

Along with faster digestion times, other benefits include

increased sample throughput, more consistent digestion, and

enhanced safety features.

Increased sample throughput

Sample throughput with microwave digestion is better

than other methods by virtue of its quicker digestion times.

Furthermore, microwave digestion systems are designed to

handle multiple samples simultaneously. This is quite different from traditional methods, where usually one sample is

processed at a time. The ability to process multiple samples

at once substantially increases the lab’s sample throughput.

Simply put, more samples processed equals more data generated in the same amount of time.

Consistent and complete digestion

A challenge with traditional methods is ensuring that each

sample is treated identically. With microwave digestion,

uniform heating in a closed vessel system provides consistent

and complete digestion, ensuring reproducibility and reliability as well as protecting product quality. Whether you’re

processing 10 samples or a hundred, each one undergoes the

same exact treatment.

Enhanced safety features

Safety is paramount in any lab environment. Microwave digestion brings enhanced safety features due to its closed-vessel

system. The containment minimizes the risk of contamination.

It also minimizes the risk of exposure to hazardous chemicals,

fostering a safer work environment. There’s no open flame or

hot surfaces, further reducing the risk of accidents.

Justifying the cost of a microwave

digester

Undeniably, the upfront cost of a microwave digestion system

can be higher than a traditional apparatus like hot plates or

reflux systems. It’s akin to comparing the price of a high-end,

multifunctional kitchen appliance to that of a simple stove.

But let’s look at it from a long-term perspective.

Microwave digestion systems significantly reduce the consumption of expensive reagents and solvents. The savings

from this reduction, though seemingly small on a per-sample

basis, accumulate over time and can lead to a substantial

decrease in operating costs.

Moreover, microwave digestion enables you to process multiple samples simultaneously, enhancing productivity. Suppose in your lab, you process hundreds of samples weekly.

“Along with faster digestion

times, other benefits include

increased sample throughput,

more consistent digestion, and

enhanced safety features.”

23 Lab Manager Efficiency Resource Guide

With microwave digestion, you could essentially double or

triple your throughput without requiring additional personnel or extending working hours. More productivity within

the same timeframe equates to more data, more results, and

ultimately more value created.

Why you should consider microwave

digestion

As lab managers or research scientists, embracing change and

innovation in your methodologies can be the key to unlocking new levels of productivity. Microwave digestion presents

an exciting leap in this direction. It’s faster, more efficient,

safer, and offers an environmentally friendly alternative to

other methods. While the upfront investment and learning

curve may appear as initial challenges, the long-term benefits are too compelling to overlook.

Consider the prospect of transforming your laboratory into a

more efficient, safer, and greener space—that’s the potential

offered by microwave digestion.

To optimize laboratory

workflows and achieve

precise results, it's

essential to understand

the distinctions

between rockers

and shakers, and the

factors that should

inform their selection.

NIAID Visual & Medical Arts.

(10/7/2024). Orbital Shaker. NIAID

NIH BIOART Source. bioart.niaid.nih.

gov/bioart/398

Purchasing

considerations

• Agitation speed and range

• Platform size and capacity

• Motion type

• Temperature control

• Vessel clamps/holders

• Durability and reliability

• Versatility

• Ease of use

• Noise level

Rockers versus Shakers

A Guide to Laboratory

Rockers and Shakers

How to select rockers and shakers to maximize

efficiency in your lab By Tasmiha Khan

Cell culture

These devices are frequently used in cell culture

experiments, providing necessary agitation for cell

suspension, growth, and aeration. They facilitate the

uniform distribution of gasses and nutrients, ensuring

optimal cell health and promoting growth rates.

Incubation

In biochemistry and microbiology research, it is

essential to maintain samples at specific temperatures

and agitation levels to achieve desired reaction

kinetics. Laboratory rockers and shakers with built-in

incubation capabilities enable precise control over

these conditions, creating optimal environments for

biochemical reactions and incubation.

Molecular biology

In molecular biology techniques such as DNA

hybridization, protein binding, and blotting, gentle

mixing of samples and reagents is a prerequisite.

Rockers and shakers offer the necessary motion for

consistent and efficient reactions, enhancing the

reproducibility and accuracy of experimental results.

Extraction and solubility studies

When substances are extracted from solid matrices

or solubility profiles are assessed, gentle agitation

helps enhance contact between the solvent and the

sample. Rockers and shakers facilitate these extraction

and dissolution processes, improving the speed and

accuracy of various analytical procedures.

Rocker Shaker

Motion type Gentle rocking

(seesaw motion)

Vigorous shaking

(orbital or elliptical

motion)

Agitation

intensity

low-speed,

low-impact

Higher-speed,

higher-energy

Applications Staining, washing,

and hybridization

Cell culture, protein

extraction, and mixing

viscous samples

Size Small, benchtop Benchtop to large,

stackable units

Price range Starts from a few

hundred dollars

≥ $8000 depending on

size and features

25 Lab Manager Efficiency Resource Guide

Stirring Up Success in Sample

Preparation Using Advanced

Homogenization Techniques

How advanced homogenization techniques help ensure reproducibility

By Jordan Willis

Throughout history, people have held an innate understanding that the crushing, grinding, and mashing of substances is

an effective preparation method. Although the simple mortar

and pestle is still broadly used, the societal need for accurate

and reliable homogenization methods is increasing over time,

particularly in the fields of molecular biology, pharmaceuticals, and food and beverage production. Fortunately, this need

is fueling the emergence of robust technologies and advanced

techniques that allow for much greater consistency and reproducibility during sample testing and in the final products.

How do advanced homogenization

techniques increase reproducibility?

Homogenization is the process of blending or reorganizing

components into smaller particles or droplets to ensure the

26 Lab Manager Efficiency Resource Guide

uniformity and consistency of a substance or sample. Any

homogenization technique that can produce smaller particles, enhanced dispersion, or a controlled environment

should increase the consistency and uniformity of the samples or products. One of the key goals of homogenization is

to increase the reproducibility of testing and final products,

but how is that accomplished using advanced techniques?

Standardized protocols, training, and documentation:

When homogenizing, much of the reproducibility is derived

from ensuring that your homogenization devices are programmed with the appropriate settings for the task at hand.

This effect will be enhanced if device operators receive standardized training on the equipment and record the proper

documentation for later review and traceability. This ensures

that each sample receives identical treatment, thereby reducing variability that may come from manual homogenization

techniques or simple human error.

Scalability, quality control, and consistency across

batches: By maintaining consistent performance, advanced

homogenization methods enable scalability as batch and

volume sizes expand. Quality control, through rigorous

testing and documentation, provides oversight of the entire

process to ensure that procedures and products are reproducible. This may include the use of internal or third-party

standards. Adhering to these principles will produce uniform

results when testing within a single or set of samples, as well

as across multiple production batches.

What are advanced homogenization

techniques, and how can they be

applied?

Advanced homogenization techniques typically require a

controlled environment and the incorporation of features

such as high-pressure systems, ultrasonic cavitation, or microfluidization, which enable greater efficiency, reproducibility, and versatility in sample preparation. However, not all

homogenization techniques are created equal, nor can they

be universally applied, so let’s review some of the prominent

advanced methods with examples of their applications:

Bead milling

Bead milling is performed in a bead mill homogenizer. The

homogenization process occurs in a sealed grinding chamber

that holds samples and customized small beads, typically

made of glass, ceramic, or metal. Samples are rapidly agitated

by shaking, stirring, or rotating under controlled conditions

using frictional and shearing forces to achieve the desired

level of homogenization.

Applications: Bead milling is commonly used in the food

and beverage industries to process both solid and liquid

samples, such as nuts, seeds, spices, and juices made from

fruits and vegetables. This technology is also broadly used

in biotech and biomedical research for cell lysis and tissue

homogenization to release desired cellular components.

High-pressure homogenization

High-pressure homogenizers (HPHs) are used to apply

intense pressure that forces samples through a small valve or

aperture, creating shearing forces that break down particles.

This method is often referred to as the “gold-standard” in

homogenization tech due to its efficiency, scalability, and

applicability to a variety of materials. HPHs typically consist

of a pump system to generate pressure, a homogenization

chamber to hold the products, a cooling system for heat

dissipation, and a series of valves and ports that allow finetuned control over processing metrics like pressure, temperature, and flow rate.

Applications: HPHs excel at creating stable emulsions for

food products, particularly those requiring uniform distribution of fats and oils. In scientific research, HPHs can be used

for high-throughput cell disruption or nanoparticle production in drug delivery systems.

Ultrasonication

Ultrasonication requires the use of an ultrasonic homogenizer (UH) that generates high-frequency sound waves to

agitate particles in liquid samples to perform homogenization. The UH typically consists of a transducer that converts

electrical energy into mechanical vibrations emitted through

a probe directly into the sample or into a sample-containing

liquid (such as water) that serves as a coupling medium that

transmits mechanical force indirectly.

Applications: This technology is well-suited for food products that benefit from high-intensity cavitation (the formation and degradation of bubbles or cavities within a liquid) or

those requiring degassing that can’t be exposed to shearing

forces. Ultrasonication can be useful in the sciences for the

same reason, allowing for different approaches to protein,

DNA, or RNA extraction where shearing is undesirable.

27 Lab Manager Efficiency Resource Guide

Microfluidization

Microfluidization is a sophisticated method for processing fluids

on a microscale (nanometer to micrometer range). The microfluidizer (or microfluidic homogenizer) homogenizes samples by

pumping them through a series of controlled microchannels to

expose them to pressure gradients and shearing forces.

Applications: Microfluidization is used in the food and

beverage industries to produce nanoemulsions, homogenize

dairy products, and improve the texture of beverages and

sauces. In science, this process can be used for microencapsulation, where drugs or reagents are encapsulated for

controlled release or targeted delivery.

Cryogenic grinding

Cryogenic grinding is a specialized technique for freezing

samples via liquid nitrogen or another cryogen and then

grinding them into a fine powder using a grinding mill.

Samples are typically reduced below their freezing point to

increase their brittleness and susceptibility to grinding.

Applications: Cryogenic grinding is used in the food and

beverage industries to process heat-sensitive materials, such as

spices, herbs, and coffee beans while preserving their flavors

and aromas. Similarly, this process is applicable to scientific

endeavors involving heat-sensitive materials and biomolecules.

Collectively, cutting-edge homogenization techniques

provide enhanced sample preparation capabilities in food

production and scientific research. By employing these

methods, manufacturers and researchers can precisely control sample particle size, molecule dispersion, and homogeneity to improve processing times and efficiency, product

reliability, and reproducibility.

Note: This article was produced with assistance from artificial intelligence.

28 Lab Manager Efficiency Resource Guide

Single-Mode Versus Multimode

Microplate Readers

The choice to maximize efficiency and capability on a multimode reader is

dependent on present and future needs

By Brandoch Cook, PhD

Microplate-based applications tend to fit into two experimental streams. The first involves discrete, end-point measurements of changes in sample parameters (color, brightness, or fluorescence) as surrogates for intrinsic properties

of biological materials that activate, quench, or metabolize

substrates. These measurements are pillars of laboratory bioscience. One can use them to quickly obtain protein, RNA,

and DNA concentrations in a finite series of samples and

compare them to standard curves.

The second stream fits into a drive to automate those workflows and incorporate dynamic labels and technologies to

run limitless samples through cutting-edge screening and

characterization assays. In the second stream, there’s a pre-

29 Lab Manager Efficiency Resource Guide

mium on throughput, miniaturization, reproducibility, and

the flexibility to add or develop new assays based on emerging technology.

The types of microplate readers available fall along two lines

appropriate to those experimental streams. A single-mode

reader only handles one of the following: absorbance, fluorescence, or luminescence. In contrast, a multimode reader,

combines at least two, if not all three, platforms in one system. Moreover, additional capabilities can handle dynamic,

real-time assays based on variations of them. Multimode

instruments usually come with bigger price tags than their

single-mode counterparts. However, users should primarily

base purchasing decisions on the current and predicted diversity of their workflows and how different applications will

drive needs for different read modes.

Single-mode readers: Absorbance,

fluorescence, luminescence

A single-mode absorbance reader typically uses an internal

monochromator to quickly split focused light across a wide

spectrum (typically 230–1,000 nm) and select a wavelength

particular to the target being measured. This target is often

represented by a colorimetric change forced by the binding

of a dye or chromogenic reagent. A classic example is measuring protein concentrations via assays such as Bradford or

bicinchoninic acid. Other common absorbance assays include

the determination of nucleic acid concentrations and the

quantification of ELISA-based antibody-ligand interactions.

In these capacities, a plate reader serves a similar function to

a spectrometer. A spectrometer, however, only handles one

sample at a time, rather than a multi-well plate. As such, a

single-mode reader can be thought of as a medium-throughput spectrometer.

A fluorescence reader can also use monochromator technology to resolve fluorescent signal intensity, although with a

dual system corresponding to excitation and emission wavelengths. There is a higher degree of sensitivity compared

to absorbance, allowing one to measure comparatively rare

events in a sample rather than an overall change in the whole

sample. Therefore, fluorescence readers are particularly

suitable for cell-based assays that use reporters to quantify

the expression of engineered fusion proteins. Fluorescence

intensity assays can also be used to examine cell populations

for death, survival, and proliferation using dyes and antibodies that can tag fragmented DNA, regulatory proteins,

or newly incorporated nucleotides. They can also measure

changes in protein signaling based on the quantification of

fluorescent dyes that bind downstream effectors such as calcium. The availability of newer fluorophores with narrower

absorbance and emission ranges can extend the capabilities

of fluorescent readers into multiplex analysis of more complicated expression patterns.

A luminescence reader can quantify the glow or flash of a

naturally emitting sample or an engineered reporter with

much greater sensitivity than even a fluorescent measurement. It usually achieves this through the use of filters, rather

than a monochromator, favoring sensitivity of detection

over flexibility in choice of wavelength. For flash-based

assays with short half-lives, instruments use xenon lamps

with photomultiplier tubes, but they must be modified to

include injectors to properly control assay timing. The most

famous luminescence assay uses a fragment of luciferase, the

protein that makes fireflies glow, as a reporter to measure the

activation of gene promoters or the formation and dissolution of protein complexes. This technology can also be

extended to measure how close drug molecules are to their

protein targets.

Multimode readers

Although single-mode microplate readers satisfy many

standard laboratory workflows, and even some specialized

ones, it is multimode readers that really extend and expand

capabilities into new areas of discovery, particularly via

high-throughput screening (HTS) applications. At minimum, a multimode reader provides the ability to choose

among absorbance, fluorescence, and luminescence with

one machine. Because these three platforms use different

“Although single-mode microplate

readers satisfy many standard

laboratory workflows, and even

some specialized ones, it is

multimode readers that really extend

and expand capabilities into new

areas of discovery, particularly via

HTS applications.”

30 Lab Manager Efficiency Resource Guide

light-splitting technologies, the user can choose between

monochromator and filter modes, with some models employing large and extensive filter wheels, or dual photomultipliers

to improve the available wavelength range. This allows a

user to optimize assays for sensitivity, speed, and accuracy.

Additionally, it imparts the capability to multiplex several

different signals to analyze the response or status of multiple

proteins, reporters, or interactions.

Where multimode readers distinguish themselves from

single-mode readers is their extension of fluorescence

and luminescence capabilities, particularly to plug into

HTS-oriented workflows. These capabilities include

fluorescence polarization (FP), time-resolved fluorescence

(TRF), fluorescent resonance energy transfer (FRET), and

ALPHAScreen (Amplified Luminescent Proximity Homogeneous Assay):

FP: In FP, a fluorescent reporter hits a target molecule, altering its rotation and the trajectory of plane-polarized light.

TRF: In TRF, specialized lanthanide chelate fluorophores

with wider Stokes shifts cause emission to follow excitation

after a delay, rather than occurring almost simultaneously.

This improves sensitivity and signal-to-noise ratios, which

results in better Z prime values while validating screening

strategies, in comparison to end-point fluorescence intensity readings.

FRET: In FRET, quantification of light energy transfer

between donor and acceptor fluorophores functions as a

surrogate for the distance between substances conjugated to them.

ALPHAScreen: ALPHAScreen operates on analogous

principles but uses laser excitation on donor beads to kick

ambient oxygen into a higher energy state that decays across

space but causes high-intensity acceptor bead emission if

the two beads are close enough. Among the wide array of

applications for these assay platforms, streamlining identification and validation of therapeutic molecules and antibodies is paramount.

Final notes

As a final note, the newest multimode models incorporate the

most miniaturized (1536-well) plates and can fully integrate

with ancillary instruments to create uninterrupted workstations ideal for HTS discovery. One particularly useful option

combines temperature and gas controls that gauge oxygen

and carbon dioxide percentages, maintaining consistent cell

culture conditions. In this way, cell-based screening assays

using sensitive lines can proceed seamlessly without risking

loss or data inconsistencies. Suppliers can additionally modify or upgrade systems via integration with incubators and

cell imaging systems, along with maximizing their throughput via plate stackers and washers.

However, as a note of caution, it is deceptively attractive

to rely on technology to develop and authenticate screening strategies. In dynamic assays with precise cycles of

excitation, relaxation, and decay, users need to empirically

determine the exact timing of sample reads to avoid lag time

building up over thousands of samples and dozens of microplates. This can cause systems to miss optimal windows

of measurement, undercutting the power and potential of

multimode readers.

Deciding Between Single-Mode

and Multi-Mode Plate Readers

When selecting a microplate reader, efficiency plays a crucial role in determining the best fit for a lab’s workflow. Single-mode plate

readers offer a cost-effective and streamlined solution for labs with well-defined assay needs, while multi-mode readers provide greater

versatility by supporting multiple detection methods within a single system. The following chart compares key considerations between

single-mode and multi-mode plate readers to help your lab make an informed purchasing decision.

Single-mode reader Multi-mode reader

Modes supported One (e.g., absorbance, fluorescence, or

luminescence)

Two or more (e.g., absorbance, fluorescence,

and luminescence)

Cost Lower initial investment Higher initial investment

Versatility Single application Diverse applications

Flexibility Does not adapt to future needs Can accommodate changing requirements

Sensitivity and

performance

Optimized for specific mode Possible sensitivity is slightly lower compared to

specialized reader

Ease of use Simple, few settings More complex

Maintenance and

calibration

Simpler maintenance and calibration Requires calibration for multiple detection

systems

Best suited to Labs with specific, well-defined assay needs Labs that require flexibility for multiple

applications

Impact on lab

efficiency

Efficient for routine, single-mode assays Increases efficiency by allowing multiple assay

types in one system, reducing the need for

additional equipment and assay transfer time

32 Lab Manager Efficiency Resource Guide

Microplate Technology for

High-Throughput Applications

Microplate selection influences data quality

By Mike May, PhD

Today’s basic biology and clinical labs must produce

high-quality data and lots of it. This work often depends on

the labware, such as microplates, which can be used to hold

cells from sample preparation through data analysis. Microplates are key for high-throughput data acquisition, and in

today’s market, there are many types to consider.

For example, filter plates are used to purify proteins, or

isolate nucleic acids or oligonucleotides for downstream applications like next-generation sequencing. In all applications

of microplates, though, a range of features can impact results.

A catalogue of characteristics

Scientists can select from a wide range of microplate sizes

and features. For example, plates with high well densities allow for a higher volume of data points and more samples can

be assayed in a single experiment or screening run. Alterna-

33 Lab Manager Efficiency Resource Guide

tively, microplate technology with shallow wells can reduce

the amount of reagents used in screening assays, making

each data point less expensive.

In many cases, scientists use optical techniques to analyze

cells in microplates. For applications such as high-magnification or confocal microscopy, the microplate used can have

a significant impact on data quality. Here, everything about

the microplates—from well-bottom thickness and flatness

through to the optical quality of the microplate material

can mean the difference between clear and blurry images,

impacting downstream decisions.

Today’s microplates must also accommodate the format of

cultured cells, such as the ongoing transition from growing

sheets of cells to three-dimensional cultures. Newer plates

can be used to create and analyze 3D samples in the same

well, resulting in more robust data.

Picking the right microplates

The wide variety of microplates available makes it challenging to select the best ones for a particular application. The

search usually begins with some general questions, such as

whether the answer to the research question lies in an intact

cell or a biochemical reaction. There are microplates for both

cell-based assays and biochemical assays. After making that

decision, the best microplate depends on the specific application. As many workflows include multiple steps and a variety

of labware, choosing the optimal microplate or reservoir for

each step can go a long way to ensuring experimental success.

For each step in a workflow, many features of the microplate

matter. Those features range from throughput and plate

material through plate treatments and performance. Wandering through today’s maze of microplates takes some effort,

but the best choice could ultimately save a scientist time and

improve the resulting data.

Chapter 3

Inventory and Asset

Management

Effective inventory and asset management are essential to the success of every laboratory.

When materials, equipment, or reagents are out of stock or improperly maintained, it

disrupts experiments, delays results, and leads to inefficient workflows. The effect of poor

inventory management touches various aspects of lab operations, from research accuracy

to team productivity and compliance with safety regulations.

Labs can streamline their operations, minimize downtime, and avoid costly mistakes by

implementing intelligent inventory management systems—such as automated reminders,

real-time tracking, and digital solutions like laboratory information management systems

(LIMS). This chapter will explore how robust inventory and asset management practices can significantly enhance lab efficiency, save valuable time, and ensure resources are

always available when needed.

35 Lab Manager Efficiency Resource Guide

The Ripple Effect of Poor Lab

Inventory Management

Transform disarray to order with intelligent inventory management

By Marnie Willman

Inventory management is simultaneously the most necessary

and most disliked task that laboratorians carry out every

day. However, poor inventory management impacts virtually

every facet of the lab.

Lab factors affected by poor

inventory management

Research efficiency, accuracy, and reproducibility

Delays in research are often a byproduct of poor inventory

management. Whether chemicals and reagents have been

used up and not reordered, orders are delayed, or products

are missing, experiments are delayed until replacements

arrive. Downtime spent waiting for reagents, materials, or

equipment requiring repair is a frustration for laboratorians everywhere. This can be avoided by having up-to-date

inventories with automated reminders for necessary repairs,

restocks, and other alerts to keep the lab up to the task of

daily activities.

Compliance and safety

Using expired or improperly stored chemicals can cost labs

their compliance and regulatory status, requiring reapplication. This would also render results unusable for future pub-

36 Lab Manager Efficiency Resource Guide

lications because they would be deemed unreliable and lack

reproducibility. Inventory tracking, disposal of hazardous

materials, and meticulous record-keeping are required for

compliance, and lack of these can result in increased audit

risk and associated penalties. In addition, past-date or poorly

stored materials may be unsafe if they become unstable or

cause their storage containers to break down. Equipment that

is not properly maintained and routinely inspected by qualified personnel can also pose a safety risk to lab staff.

Lab team and supplier relationships

Relationships suffer when laboratory materials and equipment are insufficient for the work. In addition to wasted time

searching for missing products, poor inventory management

can strain relationships with suppliers because of order

inconsistencies, delayed payments, and returns.

LIMS-style inventory management

A number of laboratory information management system (LIMS)-style programs have been developed to help

laboratories address the above problems. These programs

have a host of benefits that aid lab managers in making more

data-driven inventory decisions.

Automated reorder reminders

LIMS systems can remind you to restock items at optimal

times based on past usage rates or order dates, preventing

both overstocking and running out of materials.

Boost day-to-day efficiency

You can also use analytics to optimize your storage strategy

so you have the necessary space for incoming materials before they arrive and are not constantly reshuffling routinely

stocked products. In diagnostic labs, tracking batch numbers

is mandatory, but it can be helpful for research labs to do the

same. Pinpointing experimental problems caused by contaminations is made abundantly easier when batch numbers

are recorded. Careful inventory management also eliminates

the need to search for materials, as their storage location is

tracked upon arrival in the inventory.

Using yesterday’s numbers to justify future expenditure

Historic inventory management data can make budget proposals clearer and help lab managers justify their reasoning.

When planning for future projects, staff, budgeting, etc.,

having the data to make informed inventory decisions takes

the guesswork out of planning.

Alternative means of

inventory management

Beyond software designed for information collection, there

are other ways you can maintain orderly and up-to-date

inventory management, such as using barcodes, keeping

tracking sheets with equipment, and writing SOPs that outline storage requirements.

The level of asset and material management must increase

with the size and complexity of the lab. An evaluation of

your needs and appraisal of various ways of managing inventory can maximize the time of laboratory staff by ensuring

productivity and efficiency are not hindered by poor inventory management.

37 Lab Manager Efficiency Resource Guide

Improving Lab Productivity with

Effective Inventories

Modern inventory applications allow scientists to spend more time doing science

By Scott D. Hanton, PhD

Modern science demands a lot of resources. To conduct

effective experiments, scientists must have the samples,

reagents, consumables, assay components, equipment, tools,

and instruments readily available. Time spent searching for

specific items, repairing equipment, or finding depleted stock

takes away from the time scientists can be thinking about

their science and doing the right experiments and analyses.

Lab managers can improve the productivity of their labs by

taking steps to ensure that everything the scientists need is

available when they need it. One important component of

that process is to have effective and working inventories that

track and monitor the things required to do the science.

Inventory systems aren’t new, but modern ones continue to

improve. For instance, having specific software that provides

real-time updates on where materials are located, monitors

the amounts of important supplies, and tracks the uptime

of equipment greatly reduces the uncertainty for scientists, saving them time and enabling them to be much more

productive.

38 Lab Manager Efficiency Resource Guide

Furthermore, digital inventory systems don’t rely on human

excellence to work properly, and they can monitor supplies and provide prompts to order, share important safety

information outside the lab, and are highly scalable as the lab

grows or changes.

While there are many different kinds of inventories that may

be important to labs, there are four key inventories from

which most labs gain significant benefits: chemical and biological inventories, sample inventories, equipment inventories, and lab supply inventories.

Chemical and biological inventories

Labs that regularly use different chemicals as part of their

work benefit greatly from a dedicated chemical inventory

program. The chemical inventory will allow the lab to clearly document which chemicals are in the lab, where they are

located, how much is being stored, specific safety information, expiration dates, and how to dispose of them safely. For

the scientists, the chemical inventory provides clear information about where to find different chemicals that they need

and how to use them safely. The chemical inventory will also

store the material safety data for each unique commercial

chemical in the lab. Lab staff can add safety information

or risk concerns for any experimental materials produced

in the lab.

For the lab manager, an up-to-date chemical inventory provides a map of the materials in the lab that are important for

a number of different safety activities. Mapping the locations

of hazardous chemicals allows the lab to stay compliant with

storage requirements and fire codes. It also helps the lab

manager make clear decisions if the lab is threatened with a

crisis. For instance, in the case of a fire, the information in a

chemical inventory is required for firefighters to safely fight

the fire. The absence of this information may prevent them

from entering the lab. In other situations, like a flood, the

chemical inventory allows the lab to know what was lost and

get started again more quickly after the crisis is resolved.

Digital chemical inventories that can be accessed remotely

are preferred. This makes it much easier to share information with the fire department and preserve the information

after a crisis.

Biological inventories are similar to chemical inventories

for labs working with biologically active materials. They are

important to managing the hazards of biological materials

and recovering from any lab crisis that destroys important

biologically active materials. These inventories will document the types of biological samples (often including genus

and species), their pathology, the required storage conditions, the quantity, and the biological safety level required to

use and store them. For cell lines, the tissue source and type

are also documented.

Equipment inventories

Having documentation of the equipment, tools, and instruments in a lab is often part of a quality management system

(QMS). This inventory will include the types of equipment,

locations, age, vendor, purchase price, and calibration requirements, along with other specific information of value to

the lab. It is a best practice to include photos of instruments

as part of an inventory.

An equipment inventory provides valuable data for ensuring

that calibration and metrology are completed on time and

in compliance with the QMS. This will keep instruments

working properly and available when needed by lab scientists. Furthermore, digital systems can remind lab staff

when different pieces of equipment require calibration or

planned maintenance. These data are also invaluable during

lab audits and if insurance claims are required following a

lab crisis.

Lab managers can also use equipment inventory information

to contribute to data-driven decisions regarding purchasing

and servicing instruments.

Lab supply inventories

Labs use a very large number of consumable items to conduct their science, everything from pipette tips to specialty

chemicals. No one can remember all of the details of all of

these items. An effective lab inventory system can track each

unique item used in the lab, the model and part number, the

vendor, the amount on hand, where it is stored, the storage

conditions, expiration dates, and trigger levels to reorder.

These inventory systems can also manage the reordering

process connecting the source of the material, the purchase

authority process for the lab, and the staff who require

the items.

Many labs still spend a significant amount of staff time

searching for specific consumables, managing inventory from

spreadsheets, and manually ordering individual items. These

39 Lab Manager Efficiency Resource Guide

manual systems cannot provide the support that scientists

need to be innovative in the lab.

Sample inventories

Few things in the lab are as frustrating as spending a significant amount of time searching for a lost sample. The science

must stop until the sample is found. Having an effective

sample inventory that tracks the location of samples solves

this problem. Many sample inventories use bar codes and integrate with the laboratory information management system.

Using a system like this enables any scientist to look up the

location of any sample at any time. It also mistake-proofs the

process of associating the right sample with the right data in

electronic lab notebooks.

Modern inventory applications have made enormous gains

over the past couple of decades. There are many different

types so that labs can have systems aligned with their science, needs, and budget. They have become more powerful,

easier to install, and more useful in that they can share information between each other. With the enormous gains in how

artificial intelligence and machine learning have demonstrated improved productivity in labs over the last couple

of years, we can expect significant improvements in these

systems in the near term. Hopefully, these improvements

will enable faster implementation, faster decisions, better

connectivity of important information, and enable scientists

to spend even more time doing science and less time figuring

out where the items they need are located.

Investment needs analysis

‰ Prioritize assets based on lab needs

‰ Justify purchases with clear, problem-solving benefits

Repair planning

‰ Implement service plans for critical assets

‰ Establish vendor relationships and in-house repair

capabilities

Alternative asset sources

‰ Consider used, refurbished, leased, or

rented equipment

‰ Reduce upfront costs while maintaining functionality

Capital planning

‰ Plan major purchases three or more years ahead

‰ Align with budget cycles for better approval success

Preventative maintenance

‰ Schedule regular upkeep to minimize downtime

‰ Use predictive maintenance features in modern

equipment

Outsourcing

‰ Pay only for what the lab truly needs

‰ Reduce unnecessary staffing and equipment costs

Key Benefits of Effective Asset

Management Processes

Saving time and money through planning purchases, maintenance, and repair

By Scott D. Hanton, PhD

All labs have a variety of equipment, instruments, and tools needed to execute the science and deliver on the mission of the

organization. Having the right assets in proper working condition when needed by the lab staff is a critical responsibility of the lab

manager. Additional effort and resources are required to develop effective asset management practices, but this will ultimately result in

time and cost savings when adopted consistently in the lab.

Better asset

management

= more efficiency

+ cost savings

41 Lab Manager Efficiency Resource Guide

Three Reasons Why You

Need a Chemical Inventory

Management System

Forgoing a proper chemical inventory management platform will only increase

risk and waste money

By Holden Galusha

A growing academic research lab begins working with the

university’s space planners to design a lab space. Everything

is going well—until the university’s environmental health

and safety (EHS) officer sends an ominous email:

SUBJECT: Conflict with fire control zone—requesting

meeting ASAP.

42 Lab Manager Efficiency Resource Guide

The EHS officer reveals that he’s found the new lab—with

its host of automated equipment and stockpile of consumables—contains flammable chemicals that push its fire

control zone (FCZ) past its maximum allowable quantity

(MAQ ). This error has a ripple effect throughout the facility.

The new lab construction halts and other labs in the FCZ

are looped into the issue. Time and money are wasted across

every lab. Frustration grows.

The EHS officer later explains that the issue took so long

to uncover because someone (no one knows who, as there’s

no tracked edit history) modified the wrong column in the

shared spreadsheet used to track chemical inventory, resulting in false data that indicated the FCZ could accommodate

so many chemicals. “Had we been using a real chemical

inventory management platform,” he argues, “we would have

caught this and planned the lab properly from the start.”

The necessity of a chemical inventory

management platform

The above scenario illustrates the consequences of not using

a dedicated chemical inventory management system. Because those involved were using only rudimentary inventory

tracking methods, they missed out on numerous benefits

that chemical inventory systems provide—namely, catching

problems preemptively, protecting data integrity, and ensuring regulatory compliance.

Catch problems preemptively

Proper inventory management will allow lab managers and

EHS officers to foresee and prevent potential issues before

they happen. “A chemical inventory system is an invaluable

tool,” says William Smith, Jr., fire and life safety consultant

at the University of Nevada, Las Vegas, “ . . . to continuously

evaluate the amounts, types, locations, and hazards associated with chemicals located within the lab. Additionally, the

chemical inventory system can identify hazardous materials

that may be located in the lab that require specific methods of handling, dispensing, segregation from incompatible

chemicals, and storage.” Smith also mentions that, in some

cases, a lab manager can create “control areas” to distribute

hazardous materials to areas rated for fire resistance, which

would minimize the impact of an incident.

By knowing what hazardous chemicals are in the facility,

how much there is, and where they’re located, staff will be

well-equipped to make sure they’re carrying out experiments in line with policy, minimizing the chance of a safety

incident. Additionally, as seen in the story, having this information would have allowed the EHS officer to notice the

MAQ conflict much earlier than he did, which would have

saved hours of time and thousands of dollars.

Protect data integrity

Notice that the labs in the scenario were using a spreadsheet to

track chemical inventory. While this may work for small labs, it

is not scalable. This is because spreadsheets aren’t designed for

siloed data entry and have no permissions schema, which makes

it far too easy for a user to accidentally modify information that

they aren’t authorized to modify. A chemical inventory platform

will minimize erroneous data, which will help prevent incidents

and allow others to be confident in the data. It also plays a role

in another key area: ensuring compliance.

Ensure regulatory compliance

With comprehensive, accurate data, your facility’s EHS

officer can perform internal safety audits and ensure that all

labs are compliant with every relevant regulation before an

incident prompts an audit. Without these audits, lab operations become a liability that opens staff, and the organization

as a whole, to unneeded risk.

Furthermore, a digital chemical inventory system makes

it much faster and easier to produce reports required by

regulators such as the EPA while reducing the margin for

error. Simply by specifying the parameters of the report

(such as timeframe, which data to include, etc.) and clicking

a button, a fully realized report is generated for the end user.

Some programs allow users to set reminders of when certain

reports are due as well.

In short, chemical inventory management systems have a

host of benefits and promote a culture of safety and accountability—and not using one might cost you in the long term.

43 Lab Manager Efficiency Resource Guide In partnership with

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