5 Lessons from a Lab Manager
At Innovative Research, we know labs run best when they’re led by people who stay organized, adaptable, and prepared for anything. That’s why we’re excited to share this guest post from Marisa Hildebrandt, lab manager at the University of Michigan. Marisa runs the Gudjonsson and Billi Labs in the Department of Dermatology, and she’s sharing a few habits that help keep her labs on track day to day.
If you have your own tips or systems that make lab life easier, we want to hear them. Send us an email at info@innov-research.com or tag us on LinkedIn to share your story.
-----
Last year, we moved the larger portion of our lab to a newly renovated space. I had only five months’ notice, which isn’t much time when you need to gather the footprint, wattage, and voltage of every piece of lab equipment and create an efficient, functional layout. To complicate matters further, the new lab space was to be part of a small consortium of 7 other labs.
When all was said and done, the head of the relocation division complimented me on the level of detail and thoroughness in my moving plan and lab layout. With that in mind, I’ve decided to share a few daily tips for keeping a lab running smoothly. I hope that the lessons I’ve learned throughout my career can help other scientists.
1) Daily Task List
I can’t overemphasize the importance of a task list. I update mine at the end of each day, copying over any undone items to the next day’s list. Every morning, I triage my email and add any new tasks (even something as simple as replying to a message) to the carryover items from the day before. Anything that absolutely must get done that day is marked (I put a dot next to it). I tackle tasks in the order I have time for.
For your lab to-do list, the Eisenhower Matrix can be a helpful tool. It’s a widely used prioritization method with four quadrants:
Do: Urgent and important tasks that must be completed right away.
Delegate: Important but not time-sensitive tasks that can be handled by someone else.
Decide: Crucial but non-urgent tasks that can be scheduled for later.
Delete: Low-priority tasks or things that are not worth doing. These tasks can be ignored or deferred indefinitely.
While this practice helps me remember requests, I still make mistakes, like forgetting to write something down, leading to joyful exchanges like:
“When are my strainers arriving?”
“Um, what strainers? They’re not on my Order Tracker.”
“I told you when I stopped by your office last week.”
“Oh. I must’ve forgotten to write a note. I’ll order them now and put a rush on it.”
Save yourself the cost of a rush order, and the embarrassment of a preventable mistake. Take the time to take the note and add it to your list! While a good rapport with your reps can help smooth this out, it’s best not to fall into that habit.
2) Color-Coding Spreadsheets
Spreadsheets are invaluable for everything from budgets and mouse colony tracking to organizing the -80°C freezers. They’re perfect for many types of charts, and using color helps highlight what matters. For example, in my mouse tracking sheet, I use conditional formatting: if I type an “m,” the cell turns blue; an “f” turns it pink.
I like Google Sheets for collaboration because it’s shareable, tracks changes, and is web-based. Excel is better, in my opinion, for solo projects, side-by-side comparisons, or note-taking.
3) Frequent Breaks
It may sound counterproductive, but frequent short breaks help keep your mind and body fresh. Sitting or standing for long stretches isn’t great for your health. I recommend a short hallway walk, a coffee refill, or a quick hello to a coworker every couple of hours.
If you hit a mental block, walk away and come back later. A change in physical perspective often brings a change in mental perspective, which might be all you need. Research shows that focusing too long on a single task actually reduces productivity.
I usually arrive early and find myself needing a short break around 9:00 a.m. and again around 10:30 a.m. That’s also when I shift from one type of task to another. I try to keep my breaks spontaneous, usually when I notice my focus fading. When I return, I’m ready to dive back in.
4) Save Your Scribbles & Notes
Save your notes! All of them: napkins, sticky notes, papers, printouts. Hard copies help me recall raw data, brainstorm ideas, and capture casual comments. They’re fantastic for original data requests.
I keep color-tabbed folders for reference materials, and a wall of sticky notes for small items and in-progress actions I’m waiting on. The latter I take down when they are completed, but I also write sticky notes for all the small bits of reference that would get lost on a full sheet of paper: shortcodes, dock numbers, etc. If you work in a cubicle, pushpins might be a better option. The point is: keep your information and keep it accessible.
5) Make Your Desk a Welcoming Space
Spend some time figuring out what cheers you up. Being comfortable at work improves your performance and your experience. Whether you choose colorful lab tools, plants, photos, or hobby reminders, you should feel happy in your space.
After all, most of us spend eight hours a day (plus commute) at our jobs. That’s more time than we spend on literally anything else, including sleep. Why be miserable? I have some beautiful rocks and crystals on display and postcards from friends and coworkers. These bring me joy and remind me of the people who care about me.
Over the years, I’ve had jobs I didn’t enjoy, and they didn’t last. A bad work environment will drain your energy and motivation. My final tip: if you don’t enjoy your occupation, find one that suits you better.
I hope you found something valuable in these efficiency-boosting habits I’ve developed. If you have a useful system that helps you stay organized or effective, I’d love to hear about it! Feel free to reach out: mahildeb@med.umich.edu. Thanks for reading.
