How to Prevent the 10 Most Common Lab Move Pitfalls

Written by ZAGENO | May 9, 2024

Whether it’s your first time or your fifth, lab relocation is no walk in the park. There are a lot of expensive, complicated balls to juggle and what you don’t know can cause serious problems down the line. In a recent webinar, Nathan Foorman, facilities operations and engineering expert, and Lindsey Fitzgerald, ZAGENO senior account executive, hosted biotech and pharma lab managers and procurement for a deep dive into lab move best practices. Using insights gained from numerous moves, they shared tips to sidestep common pitfalls and prevent budget-draining, time-wasting mistakes.

Common Lab Relocation Pitfalls and How to Prevent Them

1. Inaccurately estimating the lab move timeline

Pitfall	A complete relocation can take at least 12–18 months. Not leaving enough time for the planning, scouting, and moving processes can lead to a hurried and potentially costly project. In rushed scenarios, contractors may not intentionally overcharge, but, knowing the urgency, may not offer their best pricing.
Prevention	Initiate the planning process as early as possible, providing ample time for all involved to complete the project without unnecessary pressure.

2. Not designating a dedicated move manager

Pitfall	At smaller biotechs, the team is usually already stretched too thin, wearing multiple hats and juggling full-time roles. Without a designated relocation project lead, the move may not receive the necessary attention, leading to it being back-burnered or deprioritized.
Prevention	Assign the lab relocation leader role to someone with the capacity to fully prioritize the move. Alternatively, consider hiring a move consultation service to assist or, in some cases, assume project responsibility altogether.

3. Not seeking thorough input in early-stage planning

Pitfall	Every relocation project should begin by developing an equipment inventory and space program, usually with an architect’s help. Failure to seek everyone’s input, especially on the new equipment wish list, results in undesirable late additions, which disrupt both the timeline and the budget.
Prevention	Involve all stakeholders early in the initial planning stages. Make sure to include the ultimate end users, including lab technicians.

4. Overlooking critical operational needs during planning, such as storage and janitorial

Pitfall	Accidentally omitting integral space requirements from your initial space program can lead to serious problems, such as with lab supply storage and janitorial facilities.
Prevention	Work with vendors early to establish all space needs. By incorporating these requirements early in the planning phase, you can avoid costly additions and delays caused by later having to retrofit things like plumbing and drain lines.

5. Too many change orders, too late

Pitfall	Change orders made after the design phase can break a budget or timeline. Alterations can add months to the project, potentially extending beyond lease expiration or other key deadlines.
Prevention	At the end of the design phase, get all end users to formally sign off on blueprints of their respective spaces, confirming that the design meets expectations for lab functionality or, in the case of leadership, that the budget is acceptable. Keep any change orders after this point to an absolute minimum.

6. Making assumptions about a building’s condition or lease protections

Pitfall	While it may seem that the lease protects tenants and places responsibility on the landlord, you can’t afford to rely solely on this assumption and should meticulously scrutinize every aspect of the space.
Prevention	Before executing the lease, conduct thorough building inspections to verify that the building’s condition is entirely suitable, similar to with a home purchase, and any issues are addressed upfront.

7. Inefficiently procuring critical systems

Pitfall	Items such as air handlers for ventilation, NMR systems, and switch gear for backup generators can have lead times of a year or longer. Not considering these lead times can significantly impact timelines, sometimes even exceeding the duration of the entire project.
Prevention	Initiate procurement of critical systems and equipment before receiving building permits, as well as engage general contractors to help manage long-lead supplies. Streamline lab supply procurement with a lab supply marketplace.

8. Not clearly defining trade and subcontractor roles

Pitfall	With various companies collaborating, the final product may have gaps or inconsistencies, often at points where different trades or subcontractors' work transitions or overlaps.
Prevention	Closely monitor the construction process to ensure that responsibilities are clearly defined and fulfilled by all involved parties.

9. Refusing the insurance coverage offered by movers or forgoing additional coverage

Pitfall	In an effort to reduce costs, labs may refuse insurance coverage or choose the bare minimum.
Prevention	Accidents happen all too often, often leading to costly damage. Invest in adequate coverage and, if available, additional coverage to mitigate potential losses.

10. Overlooking or rushing the critical task of legacy site decommissioning

Pitfall	Move-out requirements vary significantly depending on lease terms. Some leases may stipulate that everything installed in the space must be removed, returning it to its original state. This can be an enormous task, potentially requiring extensive deconstruction.
Prevention	Start the legacy site decommissioning process early. Consult with your landlord and carefully review the lease to understand requirements to avoid being caught off guard and facing unexpected construction or renovation tasks.

Additional Best Practices for a Seamless Lab Move

65% of lab relocations arise from expansions or strategic mergers, with universities and research institutions alone accounting for 40% of all laboratory moves. Many such labs have benefited from having a scalable procurement solution, such as the ZAGENO lab supply marketplace, in place prior to their move. As a one-stop shop for ordering, tracking, and controlling lab supplies, ZAGENO offers streamlined access to over 40 million SKU from over 5,300 global brands and white-glove customer service.

Access to a lab supply marketplace enables:

Efficient acquisition of materials and equipment (including long-lead items).
Streamlined transition for biotechs moving from incubators to their own facilities, by assuming new vendor account set ups and other lab supply-related activities previously performed by the incubator.
Automation of myriad administrative tasks, including obtaining quotes for capital equipment, providing access to qualified product alternatives, and managing lead times.
Coordination of the (re)establishment of supply inventory at the new facility, by communicating changes to suppliers, eliminating the need for multiple new vendor set ups, and handling standing orders.

For more insights into seamless lab relocation, read the free ebook from ZAGENO and Foorman Facilities Advising: 10 Pitfalls to Avoid When Moving Labs

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