Compound management is the backbone of any successful drug discovery, and despite sometimes being overlooked as just an internal service provider, it remains one of the most complicated and error-prone areas of research. In this blog we’ll delve into seven of the most common compound management challenges, using real-world examples from our voice of customer interviews with researchers and lab managers who deal with these issues daily.
‘I submit a request only to be told there’s insufficient compound for my experiment - adding significant delays to my project’
One of the most persistent issues in any lab is the mismanagement of samples. Losing or misplacing compounds doesn’t just waste hours of work - it can delay entire research projects. When a scientist can’t find a compound, experiments come to a halt, leaving teams searching through databases or physical storage.
Without an integrated system for tracking compounds, labs often rely on disconnected spreadsheets, making it difficult to see real-time inventory. This inefficiency can also lead to costly errors:
‘When there is a problem with an experimental result, lack of traceability makes it almost impossible to pinpoint where in the process the problem arose’
The success of an experiment depends not just on having the right compounds but also on the quality and accuracy of the data surrounding them. Unfortunately, poor data management practices can lead to inconsistent results, errors, and reproducibility issues.
Inconsistent data entry is a major contributor to these issues. Many labs rely on manual processes, leading to errors like mislabelling and inconsistent naming conventions, which make it difficult to trace the source of problems or reproduce past experiments.
Fragmented systems that don’t integrate also make it challenging to get a complete picture of a compound’s history or status.
‘Every manual file exchange or manipulation of data risks introducing a data error. This might only be discovered a long time later, when lots of time and money have been expended.
Lab managers can integrate seamlessly with other laboratory systems, standardize data entry, and ensure full traceability using Mosaic, all of which help maintain accurate and reliable data records.
‘I don’t know where to find free space when I need to put compounds away, meaning lots of time spent hunting through storage containers’
Every lab, regardless of size, faces the problem of storage. With the need to manage and label hundreds, or even thousands of vials and plates, optimizing storage space and efficiency becomes a critical concern.
‘It’s hard to ensure restricted materials aren’t released to the wrong person’
For any lab handling chemical or biological compounds, compliance with regulations is non-negotiable. Whether it’s ensuring the proper handling of hazardous materials, maintaining detailed records for audits, or keeping track of restricted substances, the burden of regulatory compliance can be overwhelming.
Many labs struggle to stay on top of these regulations, especially when managing large inventories of compounds.
This issue speaks to the broader challenge of ensuring that all compounds are properly tracked and that access is controlled based on the role of the individual.
Regulatory audits are another area where labs face significant challenges. Maintaining accurate and up-to-date records for every compound is essential for compliance but doing so manually or across disparate systems can be difficult. In the event of an audit, labs may find themselves scrambling to provide the necessary documentation, risking penalties and fines for non-compliance.
Beyond the risk of regulatory fines, non-compliance can result in operational delays and even reputational damage. In some cases, failing to meet regulatory requirements could lead to a suspension of research activities, putting the entire lab’s work at risk.
Mosaic automates record-keeping and generates detailed reports, tracking every step of sample preparation through a 21 CFR Part 11 compliant audit trail, including who did what and when - helping compound managers maintain full oversight.
'Tracking freeze-thaw cycles is challenging, leading to experimental variability’
Maintaining sample integrity is one of the most critical aspects of compound management. A sample that degrades or becomes contaminated during storage or handling can render an entire experiment invalid, leading to wasted time and resources.
Poor storage conditions can also lead to the degradation of compounds, further complicating research efforts. For example, samples that require specific environmental conditions (such as temperature control) can be easily compromised if not stored properly, leading to wasted resources and unreliable experimental results.
Freeze-thaw cycles can have a profound impact on the integrity of compounds that are sensitive to temperature fluctuations. When not properly tracked, these cycles can lead to degraded samples and unreliable results.
Sample processing procedures also play a significant role in maintaining sample integrity. Contamination can occur when samples are mixed up because they are not accurately labeled or barcoded, or when pipetting errors occur. Effective tracking and process automation help ensure that all samples remain uncontaminated throughout the research process
Mosaic makes it easy to ensure compounds are stored at the correct temperature and meet all other handling requirements, providing full accountability and compliance across the lab.
‘Communicating requests involves too many back-and-forth emails, wasting time’
In any research environment, efficiency is key. Yet many labs continue to struggle with workflow bottlenecks, particularly when it comes to managing compound requests, retrievals, and processing.
This back-and-forth communication often arises when labs rely on manual processes for handling requests or coordinating between different teams. Without an efficient, centralized system for managing compound requests, time is wasted on tracking down the right sample, confirming its availability and coordinating its retrieval.
These inefficiencies not only slow down individual experiments but also create ripple effects throughout the entire lab, delaying other projects and reducing overall productivity. When workflows are fragmented, researchers spend more time on administrative tasks and less time on the actual research that drives drug discovery forward.
’Having no single place to search across all inventories means wasted time switching between tools or sending emails’
Managing compound inventories across multiple sites becomes increasingly complex, especially when working with third-party organizations like contract research organizations (CROs). A decentralized approach often leads to inefficiencies, duplication of efforts, and a lack of visibility into the overall inventory. Without a centralized system for tracking compounds, labs struggle to maintain real-time visibility of what’s available, where it’s stored, and how it’s being used.
The result is wasted time and resources as teams switch between systems to find the compounds they need. This fragmented approach can lead to redundancies in ordering or synthesizing compounds, as different locations may not be aware of what’s already available within the organization. In distributed lab environments, collaboration becomes even more challenging, slowing down research efforts and increasing operational costs.
Mosaic provides a single place to manage samples across all of your labs or sites, centralizing your inventory management and so providing complete visibility and enhanced collaboration between locations.
These common compound management challenges - ineffective tracking, poor data integrity, disorganized storage, compliance concerns, compromised sample integrity, inefficient workflows, and distributed operations - are recurring issues that labs face every day. Whether you’re a scientist searching for a missing sample, a lab manager navigating compliance audits, or an IT Manager integrating systems across sites, these challenges can significantly hinder you and your team’s progress.
At the heart of these struggles is the need for an integrated, efficient and transparent approach to compound management. Mosaic has been specifically developed to address these pain points, drawing on over 25 years of industry experience working closely with the scientific community.
If you recognize any of these issues in your own lab, it’s time to act. Book a demo today to learn how we can help you overcome these challenges, streamlining your operations and enhancing productivity.