As the year comes to a close, it’s the best time for preparing your lab for the new year. 

Laboratories across South Africa begin the essential task of preparing for a fresh start. Whether your lab is focused on research, diagnostics, teaching, pharmaceuticals, or industrial testing, taking time to review inventory, equipment, workflows and documentation sets the foundation for a smoother, more productive year ahead.

A well-organised and properly stocked laboratory helps reduce downtime, prevent quality issues, and ensure your team can begin the new year with clarity and confidence. Below is a practical checklist to guide your preparation.

1.Review and Replenish Inventory

Before anything else, conduct a full stock assessment to identify shortages, surpluses, and upcoming needs.

Checklist:

• Count all reagents, chemicals, and consumables

• Check expiry dates and quality of perishable materials

• Identify items that need restocking based on usage trends

• Discard expired or damaged materials

• Consolidate duplicate stock and update labels

• Update procurement lists for January

• Confirm suppliers and lead times (especially after holiday shutdowns)

Tip: Use colour-coded bins or digital tracking to streamline inventory management.

2. Inspect and Maintain Laboratory Equipment

Year-end is the perfect time to catch up on maintenance and ensure instruments are ready for a busy new year.

Checklist:

• Review calibration and validation logs

• Schedule preventive maintenance for critical instruments

• Check for signs of wear, malfunction or inconsistent results

• Replace damaged tubing, filters, sensors, cables or seals

• Confirm warranty status and service agreements

• Ensure backup instruments are functional

• Clean and disinfect equipment according to SOPs

Tip: Keep a record of commonly failing components to predict preventive maintenance needs.

3. Organise Workspaces Using 5S Principles

A clean, structured workspace strengthens efficiency, reduces errors and speeds up daily tasks.

Checklist:

• Sort: Remove clutter, unused tools, empty bottles and expired chemicals

• Set in Order: Group similar items, label shelves, reorganise drawers

• Shine: Deep-clean benches, fume hoods, centrifuges and common areas

• Standardise: Create visual guides for storage, cleaning and handling

• Sustain: Implement weekly audits to maintain organisation

Tip: Involving your team in organising builds ownership and maintains standards long-term.

4. Update SOPs, Logs and Documentation

Accurate and updated documentation improves compliance and strengthens laboratory performance.

Checklist:

• Review all SOPs for clarity and relevance

• Update outdated procedures, forms and templates

• Check instrument logs for gaps or missing entries

• Organise digital and physical files

• Ensure version control is in place

• Archive old datasets according to policy

• Prepare documentation for SANAS or internal audits

Tip: Create a document control calendar to schedule annual updates in advance.

5. Assess Safety and Compliance Readiness

Safety planning is often overlooked during busy months — year-end is the ideal moment to ensure everything is in order.

Checklist:

• Inspect PPE stock

• Update chemical registers and MSDS files

• Check fire extinguishers and emergency kits

• Reassess risk assessments and hazard signage

• Verify waste management protocols

• Review incident reports and close outstanding actions

Tip: Conduct a short refresher training on emergency responses before the new year begins.

6. Plan for Team Productivity and Workflow Improvements

A new year is an opportunity to rethink how work gets done.

Checklist:

• Review workflows for bottlenecks or inefficiencies

• Evaluate workload distribution amongst staff

• Identify repetitive tasks that could be automated

• Set performance and training goals for the team

• Plan onboarding resources for new staff

• Gather year-end feedback from the team to guide improvements

Tip: Consider implementing lean practices to boost workflow efficiency in the year ahead.

7. Finalise Orders and Delivery Schedules

Suppliers often have holiday shutdown periods that affect availability. Use this checklist to prepare your lab for the new year. 

Checklist:

• Confirm last delivery dates for December

• Place orders for high-demand consumables early

• Ensure cold-chain items will not arrive during closure

• Schedule deliveries for the first week of reopening

• Coordinate with service providers for maintenance appointments

Tip: Partnering with an experienced supplier like B&M Scientific ensures timely delivery, reliable maintenance, and expert advice for year-end planning.

Conclusion: Prepare your lab

Prepare your lab for the new year is more than restocking shelves — it’s about creating a strong, organised, efficient environment that supports quality science. With a structured checklist, you can minimise January delays, improve workflow efficiency, and equip your team for a productive and successful year.

If you need assistance with restocking, equipment maintenance or workflow optimisation, B&M Scientific, through Lab Buddy, is ready to support your lab’s needs for the year ahead.