2. Top Reasons Why Automation Could Fail

Many labs face challenges in adopting automation due to misconceptions. These include:

• Perception of Buying a Device: Automation is not just about purchasing a scientific instrument but involves significant project planning and change management tasks.
• Underestimating Required Effort: Consequently, time, resources, and expertise needed are often underestimated in order to successfully implement automated systems, especially open Liquid Handling platforms, which will impact the lab workflow.
• Misaligned Expectations: Successful automation requires clear and on-going communication between all stakeholders involved which involves lab personnel, scientific and financial decision making entities and the equipment supplier as well.

3. Risks and Challenges

Transitioning from manual to automated processes is a complex journey, and carries the risk that a significant number of HT projects with open platforms may fail. The key risks include:

• Time and Resource Pressure: Automation requires adequate time for planning, installation, and trial phases. In average the planning time from the first idea to the successful implementation may be up to 6–9 months until the system is routinely running. This includes planning, programming, testing, biological run-in, connection to LIMS Systems and possible biological validation.
• Change Management: Laboratories often underestimate the changes automation will bring to their workflow and the need for training in order to establish the required expertise. Having said that, the nomination of a project leader and a superuser has proven to be very helpful in successful automation projects and is highly recommended.
• Adaption of manual workflows: Very often, established manual workflows are not suitable to be automated. Reasons vary from not- suitable labware, pipetting pattern or times or chemistry which are not perfectly adapted for automated platforms. As a result, it may be necessary to consider switching the current kit technology (e.g., SPIN Baskets to Magnetic Beads). This is an essential step, and sufficient time must be allocated to test this.

4. Key Considerations for Successful Implementation

For a successful automation project, thorough preparation and structured decision-making are essential:

• Plan Sufficient Time: Avoid the “last-minute fix” scenario by allowing enough time for planning, validation, and adjustment.
• Choose the Right Type of Automation (Open vs. Closed): Open systems are flexible but require more management, while closed systems offer more reliability but less flexibility.
• Have a Backup Plan: Designate and train a “superuser” to manage the system and ensure backup personnel are available.
• Make sure you have IT support: The IT Departetment is critical in order to complete the connection of the LIMS or eLN Systems in a lab’s infrastructure. The earlier they become part of the process, the smoother it will be.

5. The Importance of Early Engagement

Labs and suppliers often face time pressure due to late engagement in the automation process. It is essential to initiate conversations early, particularly for high-throughput or complex workflows. This allows for:

• Alignment of Expectations: Early discussions between labs, automation vendors, and liquid-handling manufacturers can prevent last-minute surprises.
• Customization of Solutions: HT automation often involves customizing systems to the specific biological and workflow needs of the lab. This can involve assay programming, sample tracking, and other critical steps.

6. Conclusion: Fail to Plan, Plan to Fail

Automation requires careful planning, coordination, and clear communication. From understanding workflow limitations to integrating IT systems and preparing for a change in lab dynamics, successful automation hinges on methodical preparation. As the saying goes, “Fail to plan, plan to fail”.

In conclusion, automating laboratory processes offers significant advantages but also requires strategic planning, clear communication, and the right expertise. By addressing these factors early, labs can mitigate risks and maximize the potential of their automated systems.