In a laboratory, a missing consumable rarely causes a dramatic delay. Someone opens another drawer, walks to a second room or asks a colleague. Then it happens again. Across a team, those short searches take time away from research, testing and teaching.
After more than 30 years working in laboratories, hospitals and education facilities, I have learned to pay attention to those moments of hesitation. They often reveal more about a room than its floor plan does. If people cannot find what they need quickly, the storage needs a closer look.
How much time does searching for supplies cost?
Start with a simple estimate: number of staff × searches per person per day × average search time × working days. Divide the result by 60 to convert minutes into hours.
For example, if 20 people each spend 30 seconds searching 50 times a day, that adds up to 8 hours and 20 minutes across the team each day. Over 230 working days, it is roughly 1,917 person-hours. This is an illustration, not a measured result for a typical laboratory. Your own figure may be much lower or higher, which is why it is worth observing the space before building a case for change.
There are other costs to check too. Hidden supplies may be ordered again, stock may expire unnoticed, and staff may lose their place in a task after an interruption. These effects should be assessed separately rather than added to an estimate without evidence.
Why laboratory staff end up searching
Searching is often a sign that the room gives poor directions. Common causes include:
· No fixed location: supplies move to whichever shelf has space.
· Poor visibility: opaque containers, deep shelves and weak lighting hide what is already there.
· Inconsistent storage: each room uses different drawers, bins and labels.
· Distance from the work: frequently used items sit away from the bench or teaching area where they are needed.
· No clear stock signal: people cannot tell when an item is running low or has run out.
When a central store is difficult to use, people may keep private supplies close by. That response makes sense for the individual, but it can make overall stock harder to track.
Make stock easier to see and reach
A useful laboratory storage design gives each item a defined home and makes its contents easy to identify. Start by grouping supplies according to the work performed in each area. Put frequently used items near their point of use, and place labels where they can be read without moving a box or opening several drawers.
Check shelf depth as well as total capacity. A deeper shelf may hold more, but stock hidden behind the front row is harder to count and rotate. Clear fronts, open storage where appropriate, consistent labelling and adequate lighting can make a stock check much quicker. The right choice will still depend on the item, its handling requirements and the needs of the facility.
Storage should also be able to change. Laboratory methods, equipment and class sizes shift over time. Adjustable layouts can help a team keep a useful arrangement as the work changes, without treating every change as a new fit-out.
A quick way to assess your laboratory storage
Walk the space during a busy period and note where people pause, double back or ask for help. Then ask:
1. Does every frequently used item have one clear location?
2. Can staff identify the right item and quantity without moving other stock?
3. Are supplies positioned near the tasks that use them?
4. Do rooms follow a consistent labelling and storage pattern?
5. Can the layout be adjusted when the work changes?
Measure a small sample of searches before making changes, then repeat the same observation afterwards. This gives you a more useful account of the result than a tidy room on opening day.
At Versatile Spaces, we plan laboratory storage around the people who use it and the work they need to do. Explore Vellex® laboratory storage or plan your space to see how a more visible, adaptable layout could work in your facility.