Project Management in Biotech: MaxCyte’s Use Case of Lab Management Software for Scalable R&D
4 min read
R&D Project Management in Biopharma & Biotech: Moving Beyond Spreadsheets
In biotechnology and life sciences, the complexity of research pipelines has made traditional toolsets such as manual tracking, disconnected software, and paper-based lab notebooks inefficient and limiting. Today, lab management software is transforming how labs operate by unifying project management, regulatory documentation, and scientific workflows into a single digital space.
For MaxCyte®, a clinical-stage cell therapy and gene editing company, transitioning to a centralized system was more than just a digital upgrade. It was a strategic decision to support scalable, compliant R&D. By implementing a structured Electronic Lab Notebook (ELN) integrated with laboratory inventory and workflow tools, MaxCyte modernized its operations and improved project visibility across teams.
Why Project Management Tools Are Essential in Scientific R&D
Scientific R&D rarely moves in a straight line. It involves experimental loops, cross-team handoffs, validation phases, and tight coordination between discovery, QA, regulatory, and manufacturing functions. In this environment, project-based ELNs and LIMS platforms function not just as documentation tools but as the digital infrastructure for research execution and oversight.
MaxCyte’s transition to SciNote, a system with integrated project, experiment, task, and inventory management, demonstrated how structured project management helps overcome key operational friction points, including:
- Disjointed workflows between departments
- Limited traceability in documentation
- Inconsistent task assignments and project statuses
- Difficulty preparing for audits or compliance reviews
How MaxCyte Used ELN-Based Project Management to Streamline R&D
MaxCyte leverages its proprietary Flow Electroporation® technology and non-viral cell engineering platforms to enable the development of advanced, personalized cell therapies. Their research involves high-volume experimental work, reagent management, version-controlled protocols, and consistent transfers of knowledge between functional areas.
The company implemented a structured project hierarchy within their ELN: Projects > Experiments > Tasks, enabling clear documentation across milestones, linked protocols, and inventory items. This structured environment allowed R&D teams to:
- Assign and track tasks in real time
- Create traceable workflows with metadata linking samples, users, and outcomes
- Benefit from templated project setups to ensure repeatability and consistency
- Provide stakeholders with instant access to audit-ready records and progress tracking
This approach not only improved day-to-day lab operations but also reduced the manual effort required to oversee regulatory documentation during development cycles.
Inventory and Data Management as Part of the Project Picture
MaxCyte’s workflows also benefitted from integrated lab inventory tools, a feature commonly found in Lab Information Management Systems (LIMS). With role-based access, stock tracking, and storage location mapping, the team could link resources directly to associated experiments and tasks improving traceability and reducing redundancies.
By having ELN and LIMS features under one system, MaxCyte eliminated the need for disparate tools, improving cross-functional visibility and scalability, especially useful as the company prepared for larger studies and commercialization readiness.
Digital Lab Transformation: Operational Benefits Beyond Data Entry
The value of Lab Management software isn’t limited to structured data capture. It also supports strategic goals:
- Faster planning and reporting: With real-time summaries at every project level, MaxCyte reduced time spent on meetings and manual tracking.
- Improved collaboration: Shared digital spaces allowed teams across disciplines such as scientific, quality systems, product development to work together without bottlenecks.
- Future-proofing processes: Defined task flows and audit history supported MaxCyte’s alignment with quality standards, helping meet 21 CFR Part 11 requirements and emerging clinical needs.
By expanding their ELN into a full project execution platform, MaxCyte positioned itself not only as a biotech innovator, but as a lab operations pioneer.
Why This Matters: Takeaways for Other Life Science Teams
For research-intensive organizations like MaxCyte, effective project execution is inseparable from scientific discovery. With data volume growing and timelines tightening, the ability to manage R&D projects systematically is key to long-term success.
Lab management software that combine ELN, LIMS, and project management are emerging as the backbone of modern scientific infrastructure, enabling teams to:
- Avoid knowledge silos
- Minimize administrative workload
- Deliver consistent, auditable results
- Accelerate development and decision-making cycles
In MaxCyte’s case, these operational efficiencies supported larger scientific missions like rapid assay optimization, scalable electroporation, and successful transitions from research to therapeutic manufacture.
“SciNote is simple to use, enabling fast data entry, effective data management, and support for project and inventory tracking. Its strong searchability has improved our productivity and helped us better support partners, customers, and internal teams across marketing, commercial, and product development.
Our Technical Applications team often works on multiple projects at once, so we needed an ELN that could help manage that complexity. SciNote provides features that make multi-project management much easier.”
Dr. Ashley Strickland-Dietz
Immunology Scientist, at MaxCyte®
Conclusion: Embedding Project Oversight into R&D Infrastructure
Project management in life sciences can no longer be an afterthought or an isolated tool. As MaxCyte’s use of SciNote demonstrates, integrating project and data tools into everyday lab workflows results in measurable advantages improving not just documentation, but readiness, reproducibility, and results.
Whether you’re managing early discovery, downstream development, or compliance-heavy workflows, structured lab management solutions can provide the digital backbone your scientific teams need.
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