The daily routine of many laboratories...
Do you know this too? There's that one person in every lab. You already know who I mean: The colleague who knows exactly why the LC-MS sometimes ticks. The colleague who finds the hidden menu settings in their sleep. The person you call when nothing really works.
As long as these experts (we call them key users) are there, the business runs smoothly. But what happens when they leave?
Reality hits hard
The labor market is tight - we all know that. Experienced colleagues are retiring, young talent is moving into industry or pharma. At the same time, our methods are becoming increasingly complex: LC-MS, automated workflows, LIMS, ELN and more.
The result? New employees take forever to get up to speed. Teams depend on individual key users. And if a rare error occurs, everything suddenly grinds to a halt.
Securing knowledge is no longer a luxury exercise. It is a central building block for stable laboratory management
Two stories from real life
Story 1: The LC-MS adventure
A small medical laboratory (ISO 15189 accredited) purchased a new LC-MS with the aim of introducing a new analytical method that would generate a correspondingly high return on investment. The aim was to achieve a return on investment (ROI) within 12 months. The calculation is simple: more in-house work, faster results, billing via the health insurance companies = faster return on investment.
So much for the theory.
In practice, training takes months instead of weeks. The laboratory is dependent on the appliance service. One employee becomes an expert - she knows every trick, every matrix trap, every clever rinsing strategy. But documented? Not a thing.
When she leaves the lab, a treasure trove of practical knowledge goes with her. The SOPs are there, of course. But they don't replace what's in her head. The search for a replacement begins. The induction starts all over again. The risk increases. And so do the service costs - because the new employee needs quite some time to get to grips with the system.
Story 2: Biowaste becomes fuel
An industrial company in the countryside has developed an innovative process: bio-waste is turned into fuel. FAME analysis is being set up for quality control. Sounds like modern laboratory management practice.
But: The location is in a rural region. Skilled workers? In short supply.
The company invests in equipment and training. After a while, everything is running smoothly - supported by a few people who have worked their way up with great effort. But the knowledge gained from developing methods and troubleshooting? Remains in their heads.
If a key person drops out, a reset is imminent. Everything starts all over again. In rural areas, replacements are hard to find - with direct consequences for process reliability.
Whether pharmaceutical, chemical or industrial companies, large testing laboratories, small QC departments or medical laboratories - they all share the same challenge: a lack of knowledge assurance and knowledge management are among the biggest uncertainties and hidden cost drivers in the entire industry.
What does "securing knowledge" or knowledge management really mean?
Many people think of knowledge assurance in terms of properly filed SOPs and manuals. That is important, yes. But it's not enough.
There are three levels of knowledge in the laboratory:
1. the obvious (explicit knowledge) SOPs, work instructions, method protocols, validation documents, maintenance plans. What is there in black and white.
2. the invisible (implicit knowledge) The experiential knowledge that is never written down:
- Why does the device sometimes display this strange error message?
- What is the best order in which to adapt the method?
- How do I treat the hardware so that it lasts longer?
- What tricks are there for difficult matrices?
3. the forgotten (knowledge from deviations) CAPA documents, OOS assessments, system logbooks. Lessons learned from real problems - provided they are documented and can be found.
Most laboratories have level 1 under control. But the real bottlenecks lie in levels 2 and 3 - precisely where it is decided whether operations are stable or come to a standstill every time there is a problem.
The solution: Making knowledge available where it is needed
Modern laboratory management means systematically recording knowledge and making it available in a targeted manner. Not in some folder, but directly at the device, at the method, in the process.
What specifically helps?
- A digital knowledge base that is searchable by devices, methods, matrices and error patterns
- Clear roles: Who is responsible for the method? Who is the key user? Who is responsible for training?
- Networked digital logbooks in which faults, maintenance and lessons learned are documented - and above all: can be found again
- Structured onboarding concepts: not "run with it", but a real plan with theory, practice and documented skills releases
It is important to note that laboratory management software alone does not solve the problem. The processes, the roles and the culture of knowledge transfer must be right. Digital systems then help to make this structure usable in everyday life.
Onboarding: from running along to a structured start
Hand on heart: What does training look like in your laboratory? "Watch and ask if something is wrong"?
That works better. With a structured approach:
- Role-related competence profiles: What does a new employee need to be able to do after 30, 60, 90 days?
- A real 30-60-90-day plan: with clear milestones and checks
- Digital troubleshooting guides: directly available when a problem occurs
- Measurable key figures: How long does it take before someone can work independently? How high is the error rate in the first few months?
The better the knowledge is structured, the less the training depends on individual people. This makes the laboratory more robust - and takes the pressure off experienced colleagues.
How laboratory management software can provide concrete support
This is exactly where specialized laboratory management software comes into play. Solutions such as LabThunder combine three central levels that normally exist separately:
1. equipment management Devices, maintenance statuses and master data are recorded in a structured manner. Nothing is lost because "the colleague did it back then".
2. digital logbooks Faults, maintenance, parameter changes and observations are documented directly on the system. In real time. Not just three days later in an Excel spreadsheet.
3. knowledge base & Thunder AI Troubleshooting tips, lessons learned and know-how from the logbooks become searchable. New employees find answers without having to ask three people.
The special feature of LabThunder is that the software specializes in transforming the "know-how in your head" into a living, searchable and auditable knowledge system - with direct reference to devices and methods.
What does this mean in practice?
- Less dependence on individual experts
- Faster and safer induction of new colleagues
- A much more stable basis for quality, compliance and continuous improvement
In short, modern laboratory management not only becomes more efficient, but also more robust.
Conclusion: Securing knowledge is an investment that pays off
Loss of knowledge is not a dramatic bang. It is a gradual process. A retirement here, a job change there. And at some point, someone asks themselves: "Why did we do it that way back then?"
The good news: there is a way out.
Investing in systematic knowledge management today will reduce downtime, service costs and audit risks tomorrow. Those who rely on structured onboarding and networked digital systems will make their laboratory less dependent on individual heads.
In concrete terms, this means
- Shorter familiarization times
- Less loss of productivity during staff changes
- More security in quality and compliance
- Better laboratory management overall
It's a matter for the boss. But it's worth it.
What is knowledge assurance in laboratory management?
Safeguarding knowledge in the laboratory means systematically documenting employees' experience and making it accessible to the entire team. This includes not only SOPs and manuals, but above all practical know-how: troubleshooting tips, typical error patterns, proven workarounds and lessons learned from everyday work.
Why are SOPs and work instructions not enough to secure knowledge in the long term?
SOPs describe the "what" and "how", but rarely the "why" or the practical tricks from years of experience. If an experienced colleague knows why the LC-MS ticks with certain matrices or which rinsing strategy really works, it's not in any SOP. It is precisely this implicit knowledge that is often lost when employees leave the laboratory.
What is the difference between explicit and implicit knowledge?
Explicit knowledge is documented: SOPs, method protocols, validation documents. Implicit knowledge is in the heads of experienced employees: typical causes of errors, proven settings, careful use of hardware, sensible method adaptations. The latter is usually much more valuable - but also much more difficult to capture.
What role does laboratory management software play in knowledge retention?
Modern laboratory management software such as LabThunder combines device management, digital logbooks and knowledge databases in one system. In this way, empirical knowledge is recorded and made available directly where it is needed - at the device, at the method, in the process. This makes knowledge searchable, traceable and quickly accessible for new employees.
How can I prevent knowledge loss in my laboratory?
Concrete steps:
(1) Define roles (method owners, key users),
(2) Introduce digital logbooks in which incidents and lessons learned are documented,
(3) Create structured onboarding plans,
(4) Build a searchable knowledge base,
(5) Establish regular knowledge transfer sessions.
And above all: start before the experts leave.
What does it cost when knowledge is lost?
The real costs are often hidden: longer training periods (weeks to months of lost productivity), more frequent service calls (due to a lack of internal troubleshooting expertise), loss of quality due to avoidable errors, extended downtimes in the event of faults and, in the worst case, audit findings or compliance risks. Replacing a single key person can quickly cost five to six figures.
Is knowledge assurance also important for small laboratories?
Securing knowledge is particularly critical for small laboratories. If a key person in a three-person team is absent, this threatens the existence of the company. Small teams often have less redundancy and are more dependent on individual experts. Modern laboratory management with systematic knowledge retention creates more stability even in small structures.
Which software is particularly suitable for knowledge management and knowledge retention in the laboratory?
In laboratory environments, knowledge management software should fulfill three requirements in particular: Structure, findability and contextual reference. Solutions that only offer classic document management are often inadequate in practice, as they do not map troubleshooting knowledge or device context in a meaningful way.
Suitable systems typically have the following features:
- Central knowledge base with versioning, approvals and audit trail
- Quick search by device, method, matrix or error pattern
- Link to equipment, logbooks and processes
- Integration of training, proof of competence and onboarding elements
- Roles and rights concept for regulated environments
- Simple recording of lessons learned and troubleshooting cases
In practice, combined systems consisting of equipment management, digital logbooks and knowledge databases are particularly suitable. They make it possible to link knowledge directly to equipment, methods and faults so that it can be accessed where it is actually needed.
Note: Modern platforms such as LabThunder are specialized in precisely this interaction - they bring together knowledge, logbooks and device statuses in a networked environment. This makes LabThunder ideal for labs that want to secure empirical knowledge and train new employees more quickly.
LabThunder:
✅ Digital logbooks instead of paper chaos
✅ Thunder AI - central intelligence for faults & questions
✅ Smart & predictive maintenance prevents breakdowns
✅ More independence from external service
✅ Up to 50% fewer service calls
✅ Easy to use - no IT required
Contact us today for a free demo:
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