What are the Main Elements of a Lab Relocation?

Laboratory relocations are detailed projects that require careful planning to avoid mistakes and delays. Success depends on four main areas:

1. Communication Management: Keeps everyone on the same page by coordinating client teams, designers, builders, and vendors. Clear communication helps prevent errors and keeps the project on schedule.
2. Laboratory Operations: Ensures work continues during the move by understanding current laboratory operations as well as anticipated requirements to guide the process.
3. The Relocation Plan: Lays out the steps for logistics, scheduling, and proactive risk mitigation to avoid disruptions and stay within budget. Having a lab relocation plan is critical to the success of any laboratory relocation.
4. Move Management and Execution: Handles the actual move, from taking down and transporting equipment to testing it in the new space to ensure it works correctly.

These four elements are essential to executing a lab relocation successfully.

What is the Chain of Accountability in a Lab Relocation?

A successful lab relocation requires clear roles and responsibilities that are determined and defined among four key groups:

1. Client Group: This group includes team members like user representatives, budget managers, Facilities, EH&S staff, and consultants. They provide input for key details, such as phases and timelines, and ensure proper input for communication so it flows smoothly in alignment with clear relocation plan responsibilities in place.
2. Design Group: Architects and engineers, design the new lab space. They handle plans and are responsible for the design of the lab and its umbilical systems, safety requirements, and permits before passing the finalized plans before construction/
3. Construction Group: Led by the General Contractor, this team constructs the new lab, overseeing subcontractors, and ensuring construction meets the design specifications.
4. Vendor Group: Movers, EH&S, and other service providers handle the physical move, including packing, transporting, and installing lab equipment and instrumentation. This group may also include suppliers for new or replacement instruments.

Each group plays a vital role and must work together through established communication channels as established by the relocation project manager to ensure the relocation stays on track, on time and on budget. 

What are Some of the Challenges of a Lab Relocation?

Lab relocations often struggle due to poor planning or a lack of specialized knowledge. Many organizations rely on internal teams or project managers who may not fully understand the technical requirements of lab equipment or operations. This can lead to costly delays, oversights, and disruptions.

To avoid these challenges, it’s essential to have a clear understanding of the laboratory assets, routine and anticipated workflows, and the needs of bench level lab personnel. This expertise builds trust and cooperation among scientists, facilities teams, and lab management, ensuring the lab relocation process runs smoothly.

What is the Proper Planning, Budgeting and Cost Management Factors in Lab Relocations?

Budgeting for a lab relocation requires proper planning to manage costs and avoid unintended challenges. Key considerations include:

• Anticipating delays in inspection certificate, permitting, and construction timelines.
• Additional scope of work for movers and service vendors for tasks like packing, deinstalling, and reinstalling equipment.
• Time required for the delivery, setup, and certification of new equipment.

To stay on schedule and on budget, activities must be sequenced logically, with enough time for each phase. This process requires precise coordination, as most labs are required continue operating during the move— “changing the wheels on a car while it’s moving.”

Why Are Qualified Equipment Specialists Essential for Lab Relocations?

Qualified equipment specialists are critical for a successful lab relocation. Their expertise during procurement and fit-out ensures that equipment is installed correctly, allowing labs to resume operations quickly and efficiently.

By avoiding oversights, equipment specialists can avoid costly post-move remedials, such as reconfiguring spaces or remediating improperly installed equipment issues. Involving experts ensures a smooth transition, minimal downtime, and long-term operational success.