Scaling Up: From Incubator Space to Private Lab Space

Transitioning from an incubator space to a private lab space is a significant milestone for any biotech or pharmaceutical company. The process can be both exciting and challenging, particularly for lab managers who need to balance operational responsibilities with new facilities management tasks. Here’s a look at some strategies and insights for making this transition smoothly and how The Lab Hubs can be your trusted partner throughout this process.

Incubator Space Advantages

As a lab manager in an incubator space in Cambridge, MA, you benefit from a setup where the building management handles most facilities-related tasks. Biohazard waste disposal, HVAC issues, and permits are typically managed by the incubator, allowing you to focus on core lab operations such as procurement and equipment maintenance. This support structure is a key advantage, but as your company grows, the need for a more customized and expansive space becomes inevitable.

Moving to a Private Lab Space: Key Considerations

1. Facilities Management: In a private space, you’ll need to take on responsibilities previously handled by the incubator. This includes biohazard waste disposal, permit acquisition, HVAC maintenance, and more. Initially, this can be overwhelming for a single lab manager, especially in a growing company with 20-25 lab personnel. It’s crucial to assess whether your current role can accommodate these additional duties or if expanding the lab operations team is necessary.
2. Breaking Point for Expansion: The decision to expand your team often hinges on workload and efficiency. For many lab managers, the “breaking point” occurs when balancing lab ops and facilities management becomes unmanageable. This is typically when the company size exceeds 15-20 lab personnel. At this juncture, consider splitting lab operations into sub-teams: one focusing on lab management (procurement, equipment maintenance, inventory) and another on facilities management (biohazard waste, permits, HVAC).

Strategies for a Successful Transition

1. Pre-Move Preparation (2-3 months): Collaborate with architects and contractors to prepare the new space. This might involve adding electrical systems (208/480V), obtaining necessary permits, and ensuring compliance with city regulations. Permits can take time, so start early.
2. Move Coordination: Moving can take several weeks. Plan for packing, transportation, and unpacking. Engage a handyman for last-minute modifications and setup tasks. Ensure lab staff are involved in the process to minimize disruptions and maintain operational continuity.
3. Equipment and Maintenance Setup: Establish a maintenance plan for equipment not covered by the building, such as DI water and gas systems. Verify if HVAC will be maintained by the new building or if it requires external support.
4. Cleaning and Janitorial Services: Depending on your lease, you might need to arrange for office, lab, and hazardous material cleaning services. Develop a cleaning schedule in coordination with your lab team.

How The Lab Hubs Can Be Your Ally

Transitioning to a private lab space is a complex task, but The Lab Hubs can simplify the process and ensure a seamless transition:

• Comprehensive Planning and Support: The Lab Hubs will assist in pre-move preparation by coordinating with architects and contractors, helping you manage timelines, and ensuring all necessary permits are obtained.
• Move Management: We provide hands-on support during the move, from packing and transportation to unpacking and setting up the new space. Our team ensures minimal downtime and a smooth transition for your lab operations.
• Facilities Management: Once in the new space, The Lab Hubs can handle facilities management tasks such as biohazard waste disposal, HVAC maintenance, and DI water and gas systems setup. This allows you to focus on scientific work without worrying about operational issues.
• Equipment and Inventory Management: We offer robust inventory management solutions, ensuring you have the right consumables at the right time, and maintain all equipment to reduce downtime.
• Customized Cleaning Solutions: The Lab Hubs will help you set up and manage cleaning and janitorial services tailored to your lab’s specific needs, ensuring a safe and compliant environment.

Insights from Experienced Lab Managers

Several lab managers have successfully navigated this transition. Here are some shared experiences:

• Resource Allocation: The first year in a private space typically demands more facilities hours. Hiring part-time help for lab tasks or facilities management can alleviate the burden on a single lab manager.
• Permits and Compliance: Permitting requirements vary by location. Ensure you understand the local regulations, including those related to biohazard storage, hazardous materials, and biosafety. Outsourcing EHS (Environmental Health and Safety) tasks can be beneficial.
• Employee Self-Sufficiency: Evaluate how self-sufficient your team is. If you handle all procurement and inventory tasks, implementing a procurement system can streamline processes and reduce your workload.
• Outsourcing and Support: Consider outsourcing certain responsibilities, such as new-hire training or specific maintenance tasks, to external contractors. This allows you to focus on critical operational functions.

Final Thoughts

Moving from an incubator to a private lab space is a significant step that requires careful planning and resource management. By preparing adequately, understanding your breaking point for expanding the team, and leveraging external support where necessary, you can ensure a smooth transition and continued growth for your company.

Your Experience Matters

Have you experienced moving from an incubator space to a private lab? What strategies worked for you, and what challenges did you face? Share your insights and help fellow lab managers navigate this critical transition.

Partner with The Lab Hubs

The Lab Hubs is here to support your growth every step of the way. From pre-move planning to ongoing facilities management, our expertise ensures your lab operates smoothly and efficiently. Contact us today to learn how we can be your trusted ally in this transition.

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