Optimal Practices for Managing Laboratory Inventory

Managing laboratory inventory effectively is essential for ensuring that experiments and research progress without unnecessary delays. At Atom Scientific, we are committed to helping you make your laboratory run more smoothly by offering exceptional quality supplies and service alongside top tips and small changes you can make that make a big difference. 

In this blog, we want to highlight some of the best practices we’ve encountered whilst speaking to clients and from our team’s previous experiences in lab roles.

The Importance of Well-Managed Inventory:

As a lab manager, you’re no stranger to the weight of responsibility from higher-ups and your colleagues- whether it’s maximising the impact of funding or upholding the highest standards in research. When inventory mishaps occur, costs start soaring, or stock supply chain issues arise, it’s you they turn to for solutions. There are strategies to keep those pressures in check and maintain a smoothly functioning laboratory.

Effective inventory management ensures you have the right supplies at the right time, preventing experiment disruptions, research delays, and frustrated coworkers. Here’s why it matters:

The Domino Effect of Poor Lab Inventory Management

It goes without saying that unavailable items can delay experiments. This can have a knock-on effect on your lab's productivity and efficiency, which in turn can impact the reputation of your lab. Imagine a researcher eagerly waiting to experiment, only to find that a critical reagent or equipment is out of stock. This prevents them from carrying out important research. 

When inventory management falters, it affects the entire team. Researchers rely on timely access to supplies, and any disruptions can lead to tension and inefficiencies. So, maintaining a well-organised inventory isn't just about lab efficiency; it's also about supporting your colleagues.

Financial and Environmental Impact

Overstocking is a double-edged sword. On one side, excess inventory ties up financial resources—money that could be better allocated elsewhere, particularly when funding is such an important resource. And on the side of the sword, it's environmentally wasteful. 

As scientists and researchers, we should be mindful of our impact on the planet. Wasted resources contribute to climate change and harm ecosystems. Scientific research already has a bad reputation for sustainable practices. Laboratory research produces an estimated 5.5 million tonnes of single-use plastic waste annually. The annual work-related footprint of research correlates to 10 to 37 tons of CO2 equivalents (CO2e). Sometimes, using single-use plastic or energy is necessary to preserve an experiment's integrity, reproducibility and overall validity. However, this means other ways to reduce waste and further damage to the environment must be sought, such as effective stock management. 

Challenges in Laboratory Inventory Management:

Low Predictability: Unlike a well-oiled manufacturing process, labs often deal with a lack of predictability. Experiments change, protocols evolve, and research priorities shift. This lack of consistency makes it challenging to predict inventory needs accurately.

Lack of Consistency: Different labs within an organisation might follow varying practices. Some labs might hoard supplies, while others operate on a just-in-time basis. This inconsistency can be apparent to everyone, from internal teams to external vendors.

Supply Chain Hiccups: Supply chain disruptions happen even with the best systems. Labs must be prepared to adapt, whether it's a delayed shipment or unexpected shortages. Some labs opt for a 'just-in-case' approach, which means stocking more than immediately needed to mitigate supply chain risks. On the other hand, the 'just-in-time' approach involves ordering precisely when needed, reducing the risk of overstocking and the associated financial and environmental costs.

Essential Lab Management Practices

Inventory management practices vary little from the chemistry lab to the general science lab, proving their efficacy and simplicity.

Inventory Assessment and Cleanup:

Check What You Have: Before embarking on any procurement process, assess what’s already in your inventory. This means assessing existing supplies, reagents, and chemicals.

Check Expiry Dates: Discard any items that are past their expiration dates. Using expired materials can lead to inaccurate results or even safety hazards.

Inspect Packaging: Also, be mindful of damaged packaging. If the packaging is compromised, the contents might be, too.

Categorise Your Stock:

Organise by Type: Group your inventory into categories. This categorisation helps you quickly locate specific items when needed.

Order of Stock: Once categorised, arrange your stock from oldest to newest. This practice, known as 'first in, first out' (FIFO), ensures that you use up older items before they expire, reducing the risk of wastage and ensuring the use of fresh supplies.

Benefits of Maintaining a Stock List:

Identify Slow-Moving Items: Maintaining a stock list can help you spot items with low turnover, which might not need frequent reordering.

Demand Forecasting: A well-organised list allows you to forecast demand. You’ll know which items are critical and need restocking sooner.

Regular Stock Audits: Data-driven decisions are safe decisions. The more audits you conduct, the more accurate your stock forecast will be. 

Frequency: Consider conducting stock audits regularly, perhaps every two months. This will ensure you stay on top of inventory levels.

Use Inventory Management Software: Leverage specialised software to streamline the audit process. It helps track quantities, monitor usage, and set reminders for restocking.

Scheduled Audits: Set up reminders or schedules for audits. Missing critical deadlines can disrupt your operations.

Atom Scientific: A Streamlined Approach

The research industry faces its share of challenges, making selecting your supplier even more crucial. Dependable reagents and chemical suppliers are vital in ensuring effective inventory management. Even after completing all the necessary preparations, an unreliable supplier can cause your inventory system to fail, ultimately compromising your earlier efforts. The relief of having a reliable supplier like Atom Scientific can provide a sense of security and confidence in your inventory management.

At Atom Scientific, we understand the unique needs of laboratories and are committed to supporting your inventory management efforts with high-quality products, competitive pricing, and reliable service. We pride ourselves on being a trusted partner for labs across the UK. Our extensive range of chemicals, reagents, and consumables ensures that you always have access to the essential supplies you need when you need them. 

Partnering with Atom Scientific means benefiting from fast delivery, knowledgeable customer support, and a commitment to quality that you can depend on. 

Fast Delivery 

Our system ensures that your orders are processed within just five minutes of being placed. If the items you need are in stock, we’ll ship them within one business day. For products requiring bottling, our standard lead time is 3–5 business days. However, we understand that emergencies happen—perhaps your current supplier let you down, and now you need something urgently. In these cases, our dedicated team is here to help. If you have urgent requirements, simply contact us before placing your order, and we’ll do our best to accommodate your needs.

Expert Support

Our Technical Team ensures full compliance with all relevant standards. We achieved accreditation to IVD-R and UKCA in May 2022, and we continue to offer exceptional technical support and advice to our customers.

Effective laboratory inventory management is essential to the success of any research or scientific endeavour. By staying organised, assessing stock regularly, and partnering with a reliable supplier, you can avoid costly disruptions and inefficiencies. At Atom Scientific, we’re dedicated to supporting labs with fast delivery, expert technical support, and high-quality products that keep your operations running smoothly. Whether you need reagents, chemicals, or consumables, we’ve got you covered—so you can focus on what matters most: advancing your research.

Choose Atom Scientific as your trusted partner for seamless inventory management and dependable service, and experience the difference a reliable supplier can make.

For more information on improving lab processes, download our “Ultimate Guide to Laboratory Inventory Management.”