How to Digitally Manage Lab Operations: A Guide for Modern Labs

Many labs are gluttons for punishment: they insist on manually managing data-intensive processes, which are ripe for compliance risks. 

At a small scale, spreadsheets and notebooks may work. But once throughput increases, your lab expands, or new regulations are introduced, those manual methods are a hindrance rather than a help. Suddenly, business as usual could very well mean going out of business.

The key is to digitize. But where do you start? And what software do you need? We’ll address these questions and more in this guide.

What’s Involved in Lab Operations?

Does “digitize” lab operations mean keeping track of samples in Excel instead of a paper notebook? Not quite. 

While that is a step in the right direction, the following are the core processes labs need to digitize if they want to run at scale:

• Sample management: From receipt to disposal, sample management is a core competency for a compliant lab. Without proper sample management, there is a risk of cross-contamination, mislabeling, or sample loss, which can lead to inaccurate results and compromise data integrity. 
• ‍Lab protocols: If you have SOPs, ensure that scientific procedures are carried out consistently and in compliance with regulatory and industry standards. Effective protocol management not only minimizes errors but also ensures reproducibility across experiments.
• ‍Data management: Data management and integrity are another key facet of lab operations. This requires the systematic collection, storage, and analysis of data generated from experiments and testing. This is critical not only for the integrity of research findings and test results but also for maintaining compliance with regulatory standards.
• ‍‍Inventory management: From ensuring inventory levels are fully stocked to preventing expiration, inventory management plays a vital role in lab operations. Proper inventory management helps avoid unnecessary downtime that can delay experiments, prevent resource waste, and ensure cost efficiency.

You may be nodding along, but you're skeptical about whether buying expensive software is really worth the effort. Trust us, it is. Next, we’ll share why manual methods and spreadsheets are insufficient for modern labs.

Why Spreadsheets are Not Enough

Spreadsheets and paper-based methods may work for a period of time, until they don’t. 

The most common case we see is labs trying to persist with brittle systems until a catastrophic failure occurs, such as data loss or a failed audit, which forces them to take their operations seriously. While spreadsheets might work, they are not enough to shoulder the data load of modern labs for these reasons:

• Not scalable
• Ripe for errors
• Insecure by design
• Hidden costs of manual work

Spreadsheets Are Not Scalable

As your lab grows, spreadsheets and paper systems become unmanageable. This is especially the case for labs that increase sample volume or introduce new test types.

While a small-scale operation can be faithfully and accurately documented in a notebook, the minute you scale your throughput, test volume, or team size, those manual systems will break down. From missing data to testing samples multiple times across your staff, there are numerous ways that information can slip through the cracks.

Spreadsheets Are Ripe for Errors

Beyond scalability issues, manual systems are prone to data-entry errors.

In fact, a study on healthcare data accuracy shows that manual compliance processes result in error rates of 79%-87% when complex spreadsheets are used, compared to <2% when processes are automated. 

Paper-based systems create audit trail gaps, making it difficult to prove data integrity during regulatory inspections. Labs subject to ISO 17025, HIPAA, or FDA regulations face serious consequences for non-compliance, including failed audits, loss of certification, or legal liability. These manual systems also lack built-in controls such as electronic signatures, automated version control, and role-based access controls, which increases the risk of data integrity issues.

Spreadsheets Are Insecure by Design

A paper notebook can be locked in a drawer, but even that is inherently less secure than encrypted cloud-hosted software. 

When you manage data manually, it is up to your team to physically secure your systems to prevent unauthorized access from within and outside your team, and to ensure data is backed up in the event of a disaster. 

Cloud-hosted software, like QBench LIMS, gives you:

• HTTPS encryption
• Regular data backups
• Role-based access control for users

While spreadsheets may be digital, they lack the key features that the software platforms we share below provide. 

Spreadsheets Carry the Hidden Costs of Manual Work

Without software, labs often manage the functions above manually, usually using a mix of spreadsheets and physical lab notebooks. 

The latter of the two can be especially problematic. One dietary supplement lab we spoke with struggled to meet demand without a LIMS. They spent hour after tedious hour generating new COAs every single week while sifting through spreadsheets filled with test data. This slowed them down, prevented them from scaling, and led to double-work across their team.

Manual methods may work to a point, but they’re an accident waiting to happen. Whether it’s double-testing samples because data is spread across spreadsheets and notebooks or a compliance failure, it’s not a matter of if but when.

The Best Software to Digitize Your Lab

Now that you’re convinced software is the answer, where do you start?

There are three categories of software we recommend. You may wish to combine them, so we recommend treating this list as a “both-and” rather than an “either-or.”

• ELN
• QMS
• LIMS

ELN

ELNs (Electronic Lab Notebooks) are a digital version of a traditional paper lab notebook. They provide a structured, yet flexible, environment for documenting experiments, protocols, and observations. 

Beyond that, ELNs are useful for:

• Standardizing data capture and documentation.
• Providing version control and data audits.
• Allowing for real-time collaboration.
• Integrating with more powerful platforms, like a LIMS.

An ELN on its own is a good start, but it's rarely enough if your lab has more complex needs, such as inventory, sample, or test management.

QMS

A QMS (Quality Management System) is a software platform designed to help labs meet customer requirements and regulatory standards. This can ensure that your lab consistently and efficiently produces products and performs services. Modern labs rely on a QMS for the following:

• Monitoring quality control
• Calibrating instruments
• Tracking processes and modifications
• Helping labs meet regulatory requirements (such as ISO 17025)
• Ensuring labs follow Good Manufacturing Practice (GMP)
• Managing CAPA (corrective and preventive actions)

With a QMS, your lab can standardize its processes, demonstrate reliability, and pinpoint issues should they arise.

Still, a QMS cannot address all the tasks we mentioned at the start of this article, such as sample or inventory management. For that, modern labs need a LIMS.

LIMS

A LIMS is a comprehensive software platform designed to manage and track samples, tests, and results throughout the entire lab workflow. 

LIMS are information management and automation powerhouses for modern labs, available in multiple deployment models and configurations:

• They can be built from scratch and self-hosted or licensed
• You can host them yourself (on-prem) or access them via the cloud
• Some require heavy customization to make changes, while others offer in-app configuration
• Some are industry-agnostic, while others are industry-specific
• Some are enterprise platforms with pro services, while others are self-service

A LIMS can be a fantastic platform for automating workflows and strengthening compliance. Some of the top features of a LIMS include:

• Sample management and tracking
• Workflow automation and optimization
• Instrument integration and data capture
• Quality control and assurance
• Reporting and data analysis
• Chain of custody management
• Product lot tracking
• Batch test re-runs
• Equipment scheduling and calibration

Now try to do all that with a spreadsheet.

How to Digitize Your Lab: 4 Steps to Take

Going digital will take some effort, but it’s achievable and well worth the time. If you’re at the start of your journey, we recommend breaking the process into the following four steps:

1. Assess your processes
2. Select your software
3. Implement and onboard staff
4. Measure and optimize

Assess Your Current Processes

The first step is to understand your current workflows, pain points, and requirements. 

Diving into your vendor search without this will give you a poor framework for judging your options. Having a clear set of goals and requirements, though, will serve as the foundation for your search and help ensure you choose the right software for your stack.

To assess your processes, we recommend doing the following:

• Map current sample flows, from accessioning through result reporting, identifying all touchpoints, handoffs, and decision points.
• Survey lab staff to identify bottlenecks, error-prone steps, and time-consuming manual tasks.
• Document all regulatory standards the lab must meet and identify gaps in current processes.
• Inventory all instruments, software systems, and external partners that need to exchange data with the new system.
• Involve lab managers, technicians, quality managers, and IT staff in requirements gathering.

When running this exercise, it’s helpful to first assess which processes you need your LIMS to mirror as opposed to which ones you can mirror to your LIMS. In our experience, most fall into that first bucket, which can lengthen your implementation time. That said, doing this beforehand can give you a head start on implementation and start things off on the right foot.

Select Your Software

Once you know what you need, it’s time to choose your software. Based on the above descriptions, first determine whether you need a LIMS, ELN, QMS, or a combination of the three. Some LIMS come with a built-in QMS, so take the time to review each vendor in full, as one may cover multiple use cases. 

Beyond that, it’s also worth considering the following:

• Cloud vs. on-premise: Cloud-based LIMS offer faster implementation, lower upfront costs, automatic updates, and easier remote access, while on-premise systems may be preferred by labs with specific security requirements or limited internet connectivity.
• Configurability: No-code configuration tools allow labs to adapt workflows without programming or vendor dependence. Customizable software, on the other hand, requires a developer to make changes to your software.
• Vendor support: Evaluate implementation assistance, training resources, documentation quality, and ongoing customer support.

Check out our guide to evaluating a LIMS for a full walkthrough.

Implement and Onboard Staff

Once you’ve chosen your platform(s), the next step is implementation and training. 

A LIMS on its own won’t magically fix every problem in your lab. While the right LIMS may be a value-add, much of it comes down to how the platform is implemented and how well-trained your staff is. 

We cannot speak for every LIMS or every use case, but with QBench, you can expect the following steps for implementation:

• Kickoff call: This sets the stage for a successful implementation and allows your lab to begin. 
• Settings and configuration setup: We’ll review product configuration options, statuses, and custom fields in QBench to ensure you are ready to receive the data for your workflows.
• A review of worksheets and testing: We’ll cover QBench’s worksheet engine and testing features to capture test and batch results and create calculations for Reports. This also includes Protocol Steps and Control management.
• Reporting training: We'll walk you through using the visual template editor to create your reports (e.g., CoA, CoC) and insert test result information from the worksheet or result fields, along with other key information (e.g., order and customer information, charts).
• ‍End-user training: After configuration is complete, we provide training to your technicians to demonstrate how they will utilize QBench in their daily workflow.‍
• Go-live: Finally, we’ll wrap things up with a final call to address any remaining questions and go live.

As mentioned above, technology alone doesn't transform labs, so user adoption is critical. Care must be taken for user training and change management to ensure your implementation and hand-off are smooth.

Monitor And Optimize

This will be an ongoing process and not a one-time project. 

Your lab’s needs will evolve as you scale, so take care to measure the impact your software has on your operations. This is where you will demonstrate the ROI and prove the investment was worth it. 

We recommend paying attention to:

• KPIs, like sample turnaround time, error rates, instrument utilization, and staff productivity.
• Input from lab staff about pain points, feature requests, and workflow inefficiencies.
• Use your LIMS dashboards and reports to identify bottlenecks, underutilized features, and opportunities for further automation.

Make Sure You Invest in the Right LIMS: Download the LIMS Buyer’s Guide

Once you’ve decided to invest in a LIMS, it’s time to make sure you invest in the right LIMS. 

There’s one small problem: which vendor(s) will you review? With so many vendors to pick from and features to consider, we created a LIMS buyer’s guide to help you make the right choice for your lab. In this guide, you will learn the following:

• The different types of LIMS available
• Key features to look out for
• A vendor comparison

And more!

Fill out the form below to get your free guide and take the first step toward automating your lab today.