When a lab encounters needs beyond its capabilities, the lab manager must seek the assistance of a contract lab service to bridge the gaps.
However, selecting the right contract lab service can be a challenging task, especially when time and resources are limited.
This post offers valuable guidance to lab managers on the crucial factors to consider when choosing the most suitable contract lab partner.
The initial and crucial step in this process involves a thorough understanding of the problem that needs to be addressed by seeking external support. Investing time upfront to clearly articulate your needs can significantly impact the selection of the right contract lab and establish a successful working relationship.
Defining your needs is also essential for managing expectations within your organization. Here are key points to contemplate:
Duration of need
Determine whether the requirement is ongoing or a one-time request. For ongoing needs, it is necessary to invest more time in building a strong partnership with the contract lab, as discussed later.
Conversely, for a one-off request, the lab manager can focus on finding a lab with specific skills and experience to tackle that particular problem, with emphasis on the expected output.
Internal capability
Identify whether the need supplements existing internal capability or requires skills not available within the lab’s personnel or equipment.
If it supplements capability, you can transfer methods and expertise while ensuring consistency with internally generated data. On the other hand, if the contract lab offers unique skills, validating the quality of their work becomes a challenge.
Standardized vs. investigative work
Determine whether the contract lab service includes standardized activities or more investigative work. Accreditation and conformance data are suitable for addressing standardized activities, while investigative work demands engagement from qualified personnel within your organization to trust the techniques and interpretations employed.
Time and budget constraints
Understand the parameters of your time and budget limitations. This knowledge is crucial not only for negotiations with the contract lab but also for discussions with stakeholders within your organization.
If the nature of the need doesn’t align with the constraints, either redefine the problem or consider relaxing the limitations. Detailed information on the trade-offs is essential for effective negotiations.
Once the need has been defined, the next step is to determine the type of relationship required with the contract lab service. Consider the following questions to clarify the working relationship:
- Transactional vs. partnership: Differentiate between a transactional relationship, which involves a one-time standardized test or procedure, and a partnership that encompasses ongoing work, whether based on written standards or not, as well as investigative or non-standardized work. A transactional need generally requires less qualification time and cost upfront.
- Accreditation and certifications: Evaluate the accreditations or certifications required. ISO 9000 or 14000 accreditation might suffice for some cases, and for transactional needs, an audit may not be necessary. However, specific tests or procedures may necessitate additional accreditations and on-site safety and quality audits.
- Lab processes and delivery commitments: Envision how your lab would handle the requested output if you had the necessary equipment and expertise. Determine the steps you would follow and how your internal processes influence the expectations placed on the contract lab. Consider their approach to material or sample submissions, including chain-of-custody. Assess the information they provide upfront regarding delivery commitments and communication throughout the process.
- Personnel qualifications and equipment: Assess the qualifications of the contract lab’s personnel and the availability of equipment. For transactional needs, these questions hold lesser significance. Accreditation requirements ensure appropriate training, expertise, and the ability to deliver quality results based on standardized procedures. However, for partnership arrangements, particularly for investigative work, understanding the qualifications of personnel and equipment is critical to ensure the desired output can be achieved.
While this qualification process may seem extensive, it is crucial to invest in upfront planning, especially for partnership arrangements. Failure to do so can lead to various issues during the project.
Establishing and agreeing upon the work processes between organizations and defining the desired output before commencing the work is essential. Additionally, establish steps for addressing problems that may arise, including potential cost overruns.
Ensuring clarity on these aspects before signing a contract guarantees a smoother project and provides stakeholders with a comprehensive understanding. If a lab refuses to provide this necessary information, it is advisable to continue the search.
To ensure a successful working relationship with your contract lab partner, consider the following additional steps.
- Designate a point person: Assign a dedicated individual within your lab to oversee the relationship with the contract lab. This person will act as the primary contact, keeping track of the work’s progress, resolving conflicts, addressing any emerging needs, and ensuring a smooth process. Regular status updates and early identification of potential issues are their responsibilities.
- Play by the 1:4 Rule: As a general guideline, assign one full-time equivalent (FTE) of your personnel to support the relationship for every four outsourced FTEs. The extent of dedication depends on the scale and complexity of the contract. Even with outsourcing, engagement remains essential.
- Establish rules of engagement: Define the rules of engagement upfront. Put deliverables in writing, including commitments on turnaround time and conflict resolution procedures. While there is a risk of scope changes, it is critical to have firm agreements on how unexpected issues will be handled. This aspect is vital for internal stakeholders as well, as you may need to negotiate for additional resources or time. Clarity and agreement on the rules of engagement facilitate smoother management of unforeseen circumstances.
Wrap Up
A contract lab service is indispensable for labs across various industries. Lab managers will eventually need to identify outsourcing partners to meet specific needs. By investing time in comprehending their requirements and selecting the right partner, lab managers can ensure a successful relationship and project outcome.
