The Ins and Outs of a Lab Move

What is the biggest difference between a standard office move and a laboratory move?

Laboratory moves involve many more moving parts compared to office relocations. While planning remains critical for both, lab moves require a much deeper level of detail, including:

• Knowing exactly where every piece of equipment must be placed
• Defining who is responsible for unplugging and re-installing each apparatus
• Understanding if chemicals and cold storage items need specialist move vendors

In a lab move, teams are often responsible for thousands of delicate pieces of equipment, each requiring careful handling, deinstallation, transport, and reinstallation. This level of complexity often demands months of advanced planning.

How important is accurate equipment inventory when planning a lab move?

Accurate inventory is vital for success. It ensures:

• Properly labeled equipment for seamless relocation
• Correct sequencing during the move process
• Effective coordination with vendors and tradespeople

Part of the due diligence includes reviewing equipment lists with lab users ahead of time. If inventory details are inaccurate from the outset, it can lead to major delays and project risks - something that must be avoided at all costs.

How critical is a communications plan for a lab move?

Communication is critical. Every impacted individual must be aligned with the plan and schedule. Even a small misstep in communication can create significant operational disruptions.

An often-overlooked component is change management. Factoring in how changes affect lab users is essential for a smooth transition. Incorporating elements of change management into laboratory relocation projects supports a successful move and user adaptation.

MovePlan complements laboratory relocation projects with specific elements of change management to ensure a successful transition and adaptation for lab users.

We hear about “Lab Champions”. Who are they and why are they important?

Lab Champions are the main point of contact between the move team and the laboratory groups. They are subject matter experts on the lab's operations, research schedules, and equipment needs.

Having one dedicated champion per lab ensures:

• Consistent equipment list updates
• Streamlined communication
• Efficient data gathering and decision-making

This structure helps maintain efficiency and precision throughout the relocation process.

What is the most important aspect of a lab move?

The schedule of activities is the backbone of a successful laboratory move. A detailed and phased schedule outlines:

• What equipment moves during each phase
• When each move occurs
• Who is responsible for each step

Regularly checking in on the progress of the schedule and the move team’s performance ensures the project stays on track.

Regularly checking in with the health of the schedule and the progress of the move team is key.

What advice would you give for planning a cold storage move?

Detailed preparation and strong collaboration with vendors are key. For example:

• Specific equipment, such as -80°C freezers, must be moved under strict time constraints
• Careful pre-planning ensures minimal exposure time during transfers
• Coordinating closely with vendors is essential to maintaining temperature control and avoiding catastrophic sample loss

What's the biggest lesson learned from doing lab moves?

Two key lessons stand out:

• Clarity of Roles: Define roles and responsibilities early, ensuring all team members understand their duties and points of contact. Clear leadership avoids confusion during critical move phases.
• Stay Organized: Managing countless details requires exceptional organization. Ensuring that all lab contents are accounted for and moved with minimal downtime leads to a positive relocation experience for both lab and non-lab personnel.

While complex and intense, successfully managing a lab move is a highly rewarding experience when done with careful preparation and attention to detail.