Lab Hacks & Workflow Techniques from 20 Years in the Trenches
R&D teams are often portrayed as quiet figures in lab coats—working behind the scenes while magic somehow happens. But in reality, chemists and formulators are often the unsung operational backbone of product development. They’re the ones juggling shifting timelines, evolving regulatory expectations, unstable raw materials, and multiple product types—all while working cross-functionally with marketing, operations, and supply chain to keep launches on track.
After two decades working in and leading labs—from nanotech and skincare to color and wellness—I’ve come to appreciate that innovation alone doesn’t build great formulas. Efficient systems do. Below is a behind-the-scenes look at the techniques I’ve developed and trained teams on to streamline workflows, reduce batch failure rates, and build trust across departments and manufacturing partners.
Batching Smarter: Build a Flexible Foundation
Every chemist remembers the first time they scaled a 100g lab formula to a 50kg pilot run—and the consequences of skipping decimal precision. Beyond the math, what really matters is building batching logic around function, not just grams.
My lab templates segment ingredients by phase and functionality (water-soluble, oil-soluble, actives, etc.), allowing for:
Real-time formulation pivots when something destabilizes during scale-up
Dynamic vendor substitution, especially when raw materials go on backorder unexpectedly (a common headache in contract manufacturing)
Clean tech transfers to domestic and international labs without reengineering the formula
Real-World Tip: Always qualify 2–3 vendors per critical input, even in early-stage development. That way, if one supplier’s INCI or performance spec shifts—or you’re rushing to meet MOQ—you can maintain claims and functionality without rebuilding the system under pressure.
And yes, always work with formulas extended to at least two decimal points, with notes on why an adjustment was made. That’s not just for your future self—it’s for regulatory teams, QA, and CM onboarding.
Modular Formulation Architecture: Fast Tracking Product Families
A well-designed formula should evolve—not require a ground-up rebuild every time. That’s why we build everything in modular systems, which allow for clean, efficient branching across variants and product lines.
Here’s how I break down every formulation:
Base system – carriers, emulsifiers, or thickeners
Active system – functional ingredients like niacinamide, ceramides, or herbal extracts / oils
Aesthetic layer – scent, shimmer, color, and skinfeel enhancers
Stability + preservation system – pH buffers, chelators, and antimicrobials
With this approach, it’s easy to adjust the aesthetic for region-specific preferences (e.g., fragrance for EU vs US), swap actives for different claims, or launch a fragrance-free version for sensitive skin—without impacting the foundational system you’ve already validated.
Cross-SKU Documentation: More Than a Lab Notebook
You can’t scale chaos. I’ve seen great formulas derail simply due to missing or messy documentation. The “I’ll remember what I did” method does not hold up—especially across multiple SKUs or when transferring to a CM.
High-functioning R&D environments rely on layered documentation that tracks both the technical and the tactile. That means:
Version-controlled formula sheets with clear change logs, timestamps, and comments
Specification sheets for every input—highlighting limiting test ranges that will make or break the batch (especially viscosity, pH, SPF, and microbial thresholds)
Visual logs with batch photos and observations on texture, separation, pigment dispersion, etc.
Batch notes that record not only ingredients, but how they were processed—mixing tools, shear force, temperature windows, and blending order
Lot-level sourcing logs to trace issues back to specific suppliers
These records aren’t just for QA—they bridge the communication gap between chemists, marketing teams, regulatory reviewers, and CMs. And when the inevitable troubleshooting happens mid-project, they’re your insurance policy.
Tiered Workflow Management: Avoiding Bottlenecks When Everything Feels Urgent
When managing 10+ active SKUs and multiple people in R&D, it's tempting for teams to treat every formula like a fire drill. That leads to churn and burnout. Instead, I recommend segmenting R&D touchpoints by priority and product stage.
Tier
SKU Type
Review Frequency
Notes
1
Core / Hero
Weekly or Biweekly
Continuous optimization + scaling
2
Seasonal / New Launch
Milestone-Based
Track via base formula modifications + claims sync
3
Archived / On Hold
Quarterly
Maintain records, no active development but maintaining IP
This model helps your chemists prioritize real work over meetings while keeping your launch team informed.
Rapid Troubleshooting: Lab Hacks That Still Hold Up
Things will go wrong. The key is knowing what the issue really is—process vs formula, material vs method. Here are some underutilized, time-saving techniques:
Microwave emulsion test (controversial but can be effective):
If an emulsion is splitting or gelling inconsistently, microwave a small glass sample and then apply shear. If it homogenizes easily, you likely have a process timing issue, not an ingredient incompatibility.The “Third Batch” Rule:
Don’t green-light a formula off batch #1 or #2. They’re data points. The third batch—especially made on a different day with a new operator—reveals the true consistency and performance of your system.pH Rebound Check:
Some preservatives or chelators temporarily shift pH after batching. Always check again 24 hours post-blend. If it’s Friday? Wait until Monday (72 hours) before releasing.Unexpected Grit or Cloudiness?
Test raw inputs individually for solubility and visual profile. Often a batch of glycerin, extract, or EO is cloudy or precipitating due to water content or a supplier change—not a formulation error.Scent Flash-Off or Discoloration?
Watch for interaction between acidic ingredients and natural colorants like annatto, beetroot, or chlorophyllin. These oxidize quickly and throw off both scent and color under shear or heat.
Bonus Tip: Always confirm specs at 1 hour post-batch, 24 hours, and 72 hours (if the batch is finalized before a weekend). This staggered check often catches texture shifts, color drift, or pH rebounds before they result in QA holds or returns.
Final Thoughts: Your Lab Is Not Just a Step—It’s a Strategy
Too often, I see brands treat the lab as a one-time milestone: develop it, test it, done. But truly resilient brands use the lab as a long-term growth lever. A well-structured lab function lets you:
Launch faster and smarter, even with lean teams
Reduce regulatory risk and batch rejections
Transition to CMs without losing product integrity
Pivot SKUs mid-cycle if trends or regulations shift
After 20 years in the industry, here’s what I know for sure:
Formulas don’t fail. Systems do.
Fix the system—and the formulas will follow.
Victoria Vohland
Founder & Head of Product Development