Preparing Your Laboratory for the Holiday Shutdown: Key Considerations

As the holiday season approaches, many labs prepare for a well-deserved break. However, before you head out for the holidays, it’s important to ensure that everything is properly shut down and safeguarded. Taking the time now to prepare your lab for the holiday shutdown will ensure a smooth transition into the break and a more organized return. Here are key considerations for preparing your laboratory:

1.      Safety First

Ensure all equipment is turned off or safely shut down (this is also great for sustainability and energy conservation). Double-check that all gas, electrical, and water supplies are turned off where necessary to prevent hazards. Secure any potentially hazardous materials, such as chemicals or biological agents, and properly label containers. All because it’s the holidays, inspectors can still pop in for a surprise visit.

2.      Proper Storage of Samples and Chemicals

Make sure that temperature-sensitive samples are moved to appropriate storage, such as freezers or refrigerators. Double-check that chemicals are stored in accordance with safety guidelines.

3.      Equipment Maintenance

If you have sensitive or complex equipment, check with the vendor first if it makes sense to shut it down for the break. This will help prevent any issues when you return, ensuring the equipment is in optimal working condition.  (it’s not always optimal to turn everything off).

4.      Inventory Check

Conduct an inventory check of consumables, reagents, and equipment. This will help you identify if anything needs to be reordered before the lab closes. Ensuring you have everything you need for post-holiday operations can save time and reduce stress.

5.      Labeling and Documentation

Ensure that all ongoing experiments are properly labeled, and all relevant documentation is filed or backed up. This is especially important for long-term projects or experiments that will span the holiday period.

6.      Security Measures

Confirm that all security systems, such as alarms, access control systems, or surveillance cameras, are functional before you leave. Lock up areas with high-value equipment or sensitive materials.

7.      Emergency Contact Information

Update emergency contact information, for any critical systems and ensure that key personnel are informed of who to contact in case of an emergency or if something needs attention during the shutdown.  If any of the emergency contacts will be traveling, be sure there is a relevant back-up provided.  If the Operations Teams are the ones making calls during emergencies, save their numbers so you know who is calling if there is a need.  REMEMBER – all employees deserve time to unwind, even operations teams, not answering can cause unneeded stress during an already hectic time.

8.      Communication

Make sure all team members are on the same page about the shutdown plans. Share a checklist with everyone involved and assign responsibilities to ensure the laboratory is properly prepared for the time off.

9.      Facility Plans

Be sure to reach out to your facilities teams or landlord if you are in a leased space.  Verify if they have any planned activities that could affect your labs. This is crucial and should have occurred at the start of Q4, planning for a power shutdown late in the game can cause major stress and issues with planned experiments.

10.  Enjoy the Break

Take time to enjoy the break.  Try to limit emails and phone calls for non-critical items.  Come back in the New Year refreshed and ready to hit the ground running!

Wishing everyone a safe and restful holiday season! 🌟🎄☃️