Introduction
A leading global pharmaceutical company, with operations in over 140 countries and a workforce exceeding 20,000, set out to modernize a key internal facility: the central hub for cell media and buffer preparation. Supporting more than 1,200 scientists worldwide, this facility plays a vital role in enabling fast, accurate experimentation for both internal teams and external collaborators.
However, outdated workflows and manual tools were holding the operation back. The R&D division needed a smarter, scalable system to meet growing demand, streamline requests, and improve service efficiency without increasing headcount.
The Challenge: Manual Workflows and Bottlenecks
The cell media facility operated with limited structure and heavy reliance on email threads and spreadsheets. As the volume of preparation requests grew, these systems became difficult to manage, leading to inefficiencies across the board.
Key challenges included:
- No digital request management for standard or custom formulations
- Manual stockroom checks for inventory tracking
- Fragmented visibility into material usage and preparation records
- Leadership initiative to centralize operations, reduce costs, and support scale
The lack of automation made it hard to track requests, maintain consistency, or optimize turnaround times for scientists.
The Solution: A Centralized Platform Built on newLab®
The company implemented all core newLab® modules — Resources, Services, and Notebook — to digitize every step of the request and preparation process. The new system became the foundation for a highly structured and user-friendly workflow.
Key platform capabilities included:
Digital Request Management
- A scientist-facing portal featuring a searchable catalog of cell media and buffers
- Support for standard protocols and custom formulation submission
- Approval workflows and automated delivery updates
Guided Preparation Workflows
- End-to-end preparation and delivery managed in the Notebook module
- Aligned with SOPs for accuracy and consistency
- Automated notifications and activity logs for each request
Inventory and Procurement Automation
- Barcode-based tracking of raw materials and finished media
- Real-time inventory visibility and automated reorder triggers
- Integration with procurement systems to streamline restocking
Rapid Deployment
- Full implementation completed in less than nine months
Results: Double the Service Capacity with Zero Headcount Increase
With newLab®, the company completely modernized its cell media operations — improving transparency, efficiency, and scalability. The impact was immediate and measurable.
Key outcomes included:
- Streamlined digital workflows supporting over 1,200 scientists
- Centralized data on all formulations and preparations
- Barcode-enabled inventory control replacing manual stockroom checks
- Improved delivery times and user satisfaction
- Service capacity doubled from 600 to 1,200 users without needing additional staff
See How newLab® Supports Scientific Service Operations
newLab® empowers pharmaceutical and biotech companies to centralize, digitize, and scale scientific service workflows. From media preparation to shared lab operations, it offers the structure and automation needed to support fast-paced R&D environments.
