Imagine a laboratory where a researcher mislabels a chemical, another fumbles with calibration equipment, and a third is unsure how to handle a biohazard spill. Sadly, this isn’t fiction—it’s a reality in many labs around the world. These situations are the result of competency gaps that, if left unaddressed, can lead to dangerous consequences, financial losses, and regulatory non-compliance.

In this article, we’ll explore the 5 most common competency gaps in labs and provide practical, step-by-step strategies on how to fix them fast. Whether you’re a lab manager, safety officer, or technician, this guide will help you create a safer, more efficient workplace.

What Are Competency Gaps?

Before diving into the gaps, let’s define what a competency gap is. Simply put, it’s the difference between what a person knows (or can do) and what they should know (or be able to do) to perform their job safely and effectively.

In laboratories, competency gaps can involve technical skills, safety procedures, data handling, communication, or even basic housekeeping. These gaps are not just training issues—they can impact productivity, safety, and compliance.

Why Addressing Lab Competency Gaps Is Urgent

A real story from a mid-sized research facility in Birmingham highlights this urgency. A technician, unfamiliar with gas chromatography, accidentally damaged an expensive instrument, halting experiments for weeks. The root cause? A competency gap.

Such incidents are avoidable—and that’s what this article is all about.

1. Inadequate Understanding of Lab Safety Protocols

The Gap

One of the most dangerous competency gaps in labs is not knowing or properly following safety protocols. This includes everything from how to use a fume hood to how to dispose of biohazard waste.

The Fix

Step-by-Step Solution:

1. Conduct a Safety Audit – Identify who knows what.
2. Standardize Safety Training – Implement mandatory safety briefings.
3. Use Microlearning – Short videos or infographics on topics like PPE or fire extinguisher use.
4. Conduct Simulated Drills – For spills, chemical burns, or equipment malfunctions.
5. Keep Safety Signage Updated – Visual cues can reinforce training.

Pro Tip: Use the buddy system. Pair experienced staff with new hires during their first few weeks.

2. Poor Equipment Handling and Calibration Skills

The Gap

Many lab accidents and equipment downtimes stem from improper usage or lack of calibration know-how. For instance, not understanding how to calibrate a pH meter could result in skewed data and hours of wasted work.

The Fix

Step-by-Step Solution:

1. Create Equipment SOPs – Use photos and simple language.
2. Certify Equipment Users – Don’t allow untrained staff to use complex machines.
3. Schedule Refresher Training – Especially after maintenance or software updates.
4. Implement a Competency Log – Track who is trained on what.

Anecdote: At a lab in Manchester, they color-coded stickers for equipment. Green = trained, Yellow = needs review, Red = not trained. It helped reduce incidents by 40%.

3. Lack of Documentation and Data Recording Skills

The Gap

Labs rely on data. When that data is inaccurate or inconsistently recorded, the integrity of research is compromised. Often, this stems from staff not being taught proper documentation techniques.

The Fix

Step-by-Step Solution:

1. Train on Good Lab Notebook Practices – Date entries, use permanent ink, avoid post-it notes.
2. Digitize Data When Possible – Use LIMS (Laboratory Information Management Systems).
3. Review Logs Regularly – Supervisors should check lab notebooks weekly.
4. Create a Sample Template – Show what “good” documentation looks like.

Tip: Use screenshots or scanned examples of properly filled lab sheets during training.

4. Weakness in Chemical Handling and Storage Knowledge

The Gap

Improper chemical handling is one of the top causes of lab fires, spills, and exposure incidents. Some staff may not understand that certain chemicals should never be stored together or that expired reagents must be discarded safely.

The Fix

Step-by-Step Solution:

1. Label Everything Clearly – Use hazard symbols and expiry dates.
2. Organize by Compatibility – Store acids, bases, and flammables separately.
3. Provide Chemical Handling Demos – Hands-on training is most effective.
4. Maintain a Chemical Inventory – With expiration and MSDS access links.

Real World: A biotech startup avoided a costly fire after a newly hired intern—trained just a week earlier—flagged that nitric acid and ethanol were stored together.

5. Poor Communication and Team Coordination

The Gap

Miscommunication leads to duplicate experiments, incorrect procedures, and even accidents. In multi-shift labs or those with rotating personnel, communication breakdowns are common.

The Fix

Step-by-Step Solution:

1. Daily Huddle Meetings – Quick 10-minute check-ins before each shift.
2. Use Whiteboards or Digital Dashboards – Track tasks, experiments, and notes.
3. Implement a Handover Template – For seamless shift transitions.
4. Foster a Feedback Culture – Allow team members to suggest improvements.

Anecdote: A medical diagnostics lab started using a “lab diary” where each shift wrote 3 things: What they did, what went wrong, and what to watch for. Mistakes dropped significantly.

Quick Summary Table

How to Sustain Competency Over Time

Fixing competency gaps in labs isn’t a one-time effort. It’s an ongoing process.

Maintenance Strategies:

• Monthly Reviews – Update SOPs and training materials.
• Mentorship Programs – Leverage experienced employees.
• Recognition & Rewards – Celebrate safe practices and improvements.
• Surprise Audits – Keep everyone sharp.

Conclusion

Competency gaps are silent productivity killers and potential safety nightmares in any lab. But the good news? They can be identified and fixed—fast.

By addressing these 5 common competency gaps in labs with targeted training, standardized procedures, and a culture of continuous improvement, you’ll build a lab environment that’s not only safe and efficient but also one where people love to work.

Whether you’re running a research facility or a school science lab, these strategies are practical, doable, and make a real difference. So, let’s get proactive—fix those gaps and level up your lab today!