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How can you keep your lab stocked with essential supplies?

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Keeping your lab stocked with essential supplies is crucial for the smooth operation and productivity of your research projects. However, managing inventory, ordering, and budgeting can be challenging and time-consuming tasks, especially when you have multiple experiments, deadlines, and collaborators to coordinate with. In this article, you will learn some practical tips and strategies to help you optimize your lab supply management and avoid running out of critical items or overspending on unnecessary ones.

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1 Assess your needs

The first step to keep your lab stocked with essential supplies is to assess your current and future needs. This means reviewing your research plans, protocols, and timelines, and identifying the types and quantities of supplies you will need for each experiment or activity. You should also consider the shelf life, storage conditions, and quality standards of each item, and prioritize the ones that are more perishable, sensitive, or expensive. A good way to assess your needs is to use a spreadsheet or a software tool that can help you track and forecast your consumption and inventory levels.

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Philip Pirrie

Production Planner
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Totally agree, looking at the requirements is tantamount however it’s as good as the input from the team to assess when is best to order. It’s more down to knowing not just the forecast but being receptive to any emerceny orders.

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Priya Rana

Experienced SAP MM Consultant @ TANZANIA PORTS AUTHORITY| Procurement Optimization | Data Migration Specialist | Enhancing Operational Efficiency | Strategic Sourcing | System Integration
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Regularly monitor inventory levels to track usage and anticipate when lab supplies need to be replenished. Conducting periodic inventory audits to identify obsolete or expired items that need to be removed. Budget planning by forecasting expenses and allocating funds accordingly can prevent shortages due to financial constraints and prioritize essential items. Effectively managing vendor relationships building strong relationships with reliable vendors who offer competitive pricing, quality products, and timely delivery. This can help streamline the procurement process and ensure consistent supply availability.

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2 Compare your options

The next step is to compare your options and choose the best suppliers and vendors for your lab supplies. You should look for reliable, reputable, and cost-effective sources that can meet your quality, quantity, and delivery expectations. You should also compare the prices, discounts, and warranties of different products and brands, and take advantage of any bulk orders, subscriptions, or loyalty programs that can help you save money and time. Additionally, you should check the reviews and feedback of other customers and peers, and ask for samples or trials before making a purchase decision.

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Philip Pirrie

Production Planner
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Quality over price is tantamount but in this world of commerce and being able to find what you need cheaper without a decrease in quality is advisable. Within the realms of suppliers it’s always better within certain media to check out the competitors and see their costs and work from there.

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3 Create a budget

Another important step is to create a realistic and flexible budget for your lab supplies. You should allocate sufficient funds for the essential items that you need on a regular basis, as well as for the occasional or unexpected ones that may arise due to changes in your research design, scope, or goals. You should also include some contingency funds for emergencies, delays, or errors that may affect your supply availability or quality. Furthermore, you should monitor and review your spending and adjust your budget accordingly to avoid overspending or underspending.

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Philip Pirrie

Production Planner
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Looking at previous year’s trends is perfunctory however, it is always good to keep in contact with those that have the ability to make groundbreaking research and follow their needs and requirements as long as it’s followed through the management process.

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4 Order in advance

One of the best ways to keep your lab stocked with essential supplies is to order them in advance and avoid last-minute or rush orders that may result in delays, errors, or higher costs. You should plan your orders based on your needs assessment, budget, and supplier options, and schedule them to arrive before you run out of stock or start a new experiment. You should also factor in the lead time, shipping time, and customs clearance time of each order, and allow for some buffer time in case of any unforeseen issues or complications.

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Philip Pirrie

Production Planner
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In my experience it’s good to know the market and also to know the routes the products are coming. For example product from Sri Lanka can take around seven weeks to arrive then transport to the base/head office so it’s always different wherever you’re purchasing from. Even the UK some products you can get next day and others could take weeks. It’s about knowing your suppliers and having the communication with them to know expected ETAs and foresee any delays globally which may affect delivery.

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5 Organize your storage

Another key factor to keep your lab stocked with essential supplies is to organize your storage space and system. You should label, sort, and arrange your supplies according to their type, category, usage, and expiration date, and store them in appropriate conditions and locations. You should also implement a clear and consistent inventory management system that can help you track, record, and update your stock levels, locations, and status. This can be done manually or electronically, depending on your preferences and resources. Additionally, you should perform regular audits and inspections to verify your inventory accuracy and quality.

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Philip Pirrie

Production Planner
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Keeping stock logged and within location, visibly marked whether with computer generated labels or hand written makes a massive difference but to also stick those items into specific areas such as high users, those that go to specific areas from stores, some which may need refrigeration and those that might need heat can be also controlled

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6 Communicate and collaborate

The final step to keep your lab stocked with essential supplies is to communicate and collaborate with your lab members, colleagues, and partners. You should share your supply needs, plans, and orders with them, and solicit their input, feedback, and suggestions. You should also coordinate and align your supply management with your research activities, schedules, and objectives, and avoid any conflicts, overlaps, or gaps. Moreover, you should foster a culture of responsibility, accountability, and efficiency in your lab, and encourage your lab members to use, handle, and dispose of the supplies properly and ethically.

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7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?

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Kathryn Picard

Retired - not looking for work.
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For a Lab environment it is more complicated. Than a manufacturing environment. In today environment you need to have three to four months of inventory on hand and another three to fours months in route. Also to have three to four months in production. The raw materials needed for each item that is needed and each item that is used should be on a rotating schedule. Because of the transportation of the materials are all on the sea or getting ready to ship or be delivered. Transportation my ship is a long term project. Some materials cannot be transported by air.

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How can you keep your lab stocked with essential supplies?

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1 Assess your needs

2 Compare your options

3 Create a budget

4 Order in advance

5 Organize your storage

6 Communicate and collaborate

7 Here’s what else to consider

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