Store and Maintain Lab Supplies to Reduce Costs | Blog | ZAGENO

Running a research lab isn’t just about innovation, it’s also about efficiency. Lab managers and procurement teams are constantly looking for ways to reduce overhead without compromising research quality. One of the most overlooked areas for cost savings? How you store and maintain your lab supplies.

From misplaced pipette tips to expired reagents, poor supply storage and equipment maintenance can lead to unnecessary reorders, waste, and workflow interruptions. The good news? A few smart adjustments can have a major impact on your bottom line.

Why lab supply storage matters

Why is lab supply storage important?

Proper lab supply storage reduces waste, minimizes reordering costs, and improves efficiency by ensuring that all materials are easy to find, clearly labeled, and used in the correct order. It prevents lost inventory and overstocking, leading to smarter purchasing decisions and a smoother workflow.

When you take the time to organize your lab storage systems, you're not just creating a cleaner environment; you’re building a foundation for long-term operational success. Organized labs save money, reduce stress, and keep science moving.

Best practices for organizing lab supplies

What are the best ways to organize lab supplies?

Labeling and layout

• Create storage zones based on item types, such as reagents, disposables, and glassware.
• Label everything clearly with dates, lot numbers, and expiration dates.

• Digitize your inventory using spreadsheets or lab inventory management software.
• Use the FIFO method (First In, First Out) to reduce expired stock.
• Review stock levels regularly to avoid over- or under-ordering.
  

These practices may seem basic, but their impact is powerful. With clearer organization, your team will spend less time searching for supplies and more time focused on research. It also makes onboarding easier for new staff and simplifies the reordering process for procurement teams.

Learn about First In, First Out (FIFO) inventory management and its benefits.

Maintenance tips for lab equipment and reusables

• Clean reusable items immediately after use to avoid contamination or residue buildup.
• Store delicate items such as glassware and sensors in padded or enclosed containers.
• Calibrate instruments on a regular schedule and keep a digital log.
• Assign responsibility to a team member to oversee routine maintenance.

Routine equipment care not only extends the life of your tools but also improves the reliability of your research results. A well-maintained centrifuge or spectrophotometer is less likely to break down mid-experiment and more likely to deliver accurate results.

Consider creating a shared lab maintenance checklist or calendar so every team member knows when upkeep is due. It’s a small step that brings big consistency.

How storage and maintenance cut costs

How does inventory management reduce lab costs?

• Fewer emergency orders and rush shipping fees
• Less money wasted on expired or duplicate supplies
• Longer lifespan for expensive equipment
• Streamlined procurement processes with fewer manual tasks

In a lab environment, unexpected delays and redundant purchases quickly add up. By organizing your supplies and maintaining your equipment, you’ll reduce surprises and the need to overspend when fixing them. These changes help stretch your budget further without sacrificing quality.

 Learn more about how ZAGENO helps Optimize Lab Supply Inventory Management.

How to audit your lab supply system

How do you audit lab supplies?

• Take stock of all current inventory
• Identify expired or unused items
• Assess the layout and accessibility of storage areas
• Review how frequently supplies are re-ordered and why
• Interview staff about current pain points
  

An audit doesn’t have to be overwhelming. It can start with one shelf or category and build from there. Once you have a clear picture of what’s working and what’s not, you can begin designing a system that truly supports your workflows. Many labs discover that a few simple changes lead to major savings.

Learn more about How to Reduce Lab Supply Spend in Times of Rising R&D Prices.

An organized lab is a productive lab

Improving how you store and maintain lab supplies isn’t just about being tidy. It’s about creating a leaner, more cost-effective research operation. By applying a few best practices and leveraging the right tools, your team can reduce waste, extend equipment life, and improve purchasing decisions.