October 23, 2024
About LabKey
Managing lab specimens in an organized and efficient manner is critical for ensuring accurate research outcomes, regulatory compliance, and overall laboratory productivity. Whether you’re working in a research lab or biobank, getting started with the right specimen management practices can be overwhelming. With so many moving parts, from labeling to freezer management and data tracking, it’s essential to build a strong foundation before diving into complex solutions.
Here are the three key steps that will help you improve your lab’s specimen management:
Contents: Standardize Processing | Invest in Specimen Management Software | Evaluate Team Training
1. Standardize Your Specimen Handling Processes
Effective specimen management begins with consistency. Without standardized processes in place, even the best tools and technology won’t be able to mitigate issues like mislabeled samples, improper storage, or lost specimens. Standardizing your sample tracking and handling procedures ensures that every step—from sample collection to processing and storage—follows consistent rules, reducing human error and improving overall lab efficiency. By starting with process standardization, you’re laying the groundwork for a streamlined, error-free specimen management system.
Why it matters: Inconsistent specimen handling can lead to lost samples, mislabeled data, and compromised research. Establishing standardized protocols ensures that every specimen is handled uniformly, reducing the risk of error.
How to start:
- Develop or refine SOPs for receiving, labeling, storing, and transporting specimens.
- Implement a universal labeling system, such as barcodes or RFID tags, to streamline identification and tracking across the lab.
- Ensure documentation is clear and accessible to all team members.
2. Invest in Lab Specimen Management Software
Once your specimen handling processes are standardized, the next step is to automate and streamline them using the right software. Specimen tracking using spreadsheets or other manual approaches may be manageable at first, but can become increasingly error-prone as sample volumes grow and workflows become more complex. A robust biospecimen management system not only helps automate tracking but also centralizes all related sample data and standard operating procedures (SOPs) in one place, centralizing your lab’s workflow management.
This centralization is crucial: with all specimen data and related documentation in the same system, lab personnel can quickly access vital information about each sample’s status, location, and processing needs. Additionally, integrated SOPs allow staff to follow standardized protocols without having to refer to separate documentation. When choosing a software solution, focus on systems that integrate with your existing tools, such as LIMS software or ELN software, and provide barcode tracking, audit trails, and scalability to grow with your lab.
Why it matters: Manual tracking can quickly become error-prone, especially as labs grow or the volume of specimens increases. A dedicated specimen and sample management software system automates much of the process, enhancing efficiency and accuracy.
How to start:
- Identify software that integrates with your lab’s existing infrastructure and supports key functions like barcode tracking and audit trails.
- Prioritize usability and scalability. The software should be intuitive for all users and adaptable as your lab expands. Additionally, choose a software solution that tracks specimens and serves as a central hub for all related data, including specimen metadata, storage conditions, and Standard Operating Procedures.
- Start with a small implementation, such as a pilot program for a specific project or department, to test the system before full-scale deployment.
3. Train Your Team and Monitor Progress
Even the most sophisticated tools and well-defined processes can fall short if your team isn’t properly trained. Ensuring that everyone in the lab understands how to use new software, follow updated SOPs, and navigate biospecimen tracking systems is essential for successful implementation. Training not only improves daily efficiency but also helps prevent errors that can arise from miscommunication or improper use of tools.
Why it matters: Even the best systems can fail without proper training and ongoing oversight. Ensuring that everyone in the lab understands and follows the new procedures is essential for success.
How to start:
- Organize hands-on training sessions to familiarize your team with new SOPs and software.
- Ask your lab software vendors if they offer training sessions or materials.
- Encourage open communication so that team members can report any issues or improvements in real-time.
- Establish key performance indicators (KPIs) to track the impact of your specimen management improvements, such as reducing sample loss, improving processing times, or minimizing time spent searching for misplaced specimens.
Sample Manager for Lab Specimen Management
Designed to track and manage specimens in labs of all sizes, LabKey’s Sample Manager centralizes all your specimen data, integrates seamlessly with your existing workflows, and provides real-time updates on specimen status. From barcode tracking to customizable workflows and detailed audit trails, this cloud-based software helps reduce human error, improve compliance, and boost lab productivity.
Whether you’re just starting to optimize your lab’s specimen management or looking to scale up your operations, LabKey Sample Manager provides the tools to keep your lab running smoothly and efficiently. Take a tour to see how Sample Manager can meet your organizational needs.
