Why Shared Labs Outperform: Equipment Matters

Shared labs play a vital role in helping early-stage biotech and life sciences companies get off the ground.

Whether through university-affiliated incubators, nonprofit accelerators, or commercial lab co-working spaces, these facilities provide startups with access to laboratory space, infrastructure, and essential equipment—resources that would be prohibitively expensive to build out independently.

But not all shared labs perform equally. One of the biggest differentiators? Equipment.

In fast-paced R&D environments, reliable access to high-quality lab equipment can determine how quickly and accurately a team can validate results, troubleshoot experiments, and move toward their next milestone. At the same time, outfitting a lab with the right mix of tools—without overspending or under-serving the needs of diverse users—is a complex challenge.

In this article, we’ll explore how shared labs can make strategic equipment decisions that improve outcomes for both tenants and operators. We’ll look at what types of lab equipment matter most, how to avoid common procurement pitfalls, and what alternative acquisition strategies—like leasing, partnerships, or modular upgrades—can help balance performance, sustainability, and budget.

Prioritize the Right Equipment Based on Actual Use

It’s easy to assume that more equipment equals better performance. But in shared lab environments, strategic selection matters more than sheer volume. The goal isn’t to fill the space with every tool imaginable—it’s to invest in the pieces that deliver the most value across workflows, disciplines, and user types.

That starts with usage.

Before deciding what to purchase, lease, or share, smart lab managers analyze how equipment is actually used. Which instruments are booked most often? Which ones sit idle? Which pieces are essential across multiple types of workflows—biochemistry, molecular biology, diagnostics—and which are highly specialized?

Focus on equipment that’s:

• High-demand: Centrifuges, biosafety cabinets, thermal cyclers, and autoclaves often top the list of daily-use tools.
• Foundational: Instruments like pipettes, vortexers, balances, and water baths support nearly every hands-on workflow.
• Cross-functional: Imaging systems, plate readers, and qPCR machines are used across biotech, healthcare, and academic applications.
• Hard to outsource: Some assays or sample prep steps can’t easily be done off-site or delayed due to transport/logistics concerns.

At the same time, it’s equally important to avoid overspending on underutilized systems. Just because a piece of equipment is impressive doesn’t mean it’s necessary. That six-figure, next-gen analyzer might be better leased, reserved for later-stage tenants, or accessed through a regional provider partnership.

Shared labs that prioritize equipment based on real-world use—not assumptions—build environments that are not only better equipped, but also more cost-effective, sustainable, and easier to maintain.

Alternative Acquisition Strategies That Make Sense for Shared Labs

Outfitting a shared lab doesn’t have to mean dropping six or seven figures on new instruments. In fact, purchasing equipment outright is often the least flexible—and least scalable—approach.

Shared facilities face unique challenges: diverse tenant needs, evolving technologies, limited capital, and a constant push for sustainability. That’s why many high-performing labs turn to alternative acquisition strategies that prioritize access over ownership.

Leasing: Lower upfront, higher flexibility

Leasing allows shared labs to acquire high-quality equipment without tying up capital in a single purchase. It’s ideal for:

• High-cost systems that support key workflows but don’t require full-time use
• Next-gen tech where obsolescence is a concern
• Tenant-driven needs that may shift over time

With the right agreement, labs can upgrade, swap, or scale their shared equipment mix as their user base evolves—without waste or disruption.

Vendor partnerships: Shared value, shared cost

Manufacturers and service providers often benefit from having their equipment in well-trafficked incubators. Strategic partnerships can include:

• Discounted pricing or trials in exchange for exposure to new users
• Co-sponsored training sessions or workshops
• Service agreements bundled with placement

These partnerships can also help labs validate demand before committing to longer-term solutions.

Regional resource sharing or “hub-and-spoke” models

Some shared labs collaborate with nearby institutions, hospitals, or academic cores to provide access to specialized tools—like next-generation sequencers or high-throughput mass spectrometry—on a scheduled basis. This avoids redundancy and encourages ecosystem-wide optimization.

Each of these strategies helps shift the equipment conversation from “What can we afford?” to “What’s the smartest way to support our tenants’ needs?”

Align Equipment Strategy with Workflows, Not Just Wishlists

It’s tempting to build an equipment list based on prestige or what other labs have on hand. But in a shared environment—where space, budgets, and maintenance capacity are limited—alignment with actual workflows is what matters most.

Shared labs serve multiple startups, each with different research goals, methodologies, and timelines. Some are running diagnostics, others are optimizing reagents or building a therapeutic proof of concept. One-size-fits-all never works. The best labs design their equipment strategy around what people are doing—not just what they want.

Ask the right questions:

• Which workflows run daily, weekly, or monthly? Equipment that supports frequent, repeatable processes deserves priority.
• Are tenants building assays, doing validation, or prepping for regulatory submission? The stage of development affects what kind of functionality is most important.
• What’s truly “shared”? Some tools are used collaboratively (like autoclaves or spectrophotometers); others may be best allocated to private benches.

Understanding these patterns allows lab managers to avoid two extremes: overequipping based on wishlist items, or under-equipping and forcing tenants into bottlenecks.

This is also where real-time data from LIMS, scheduling dashboards, or user feedback logs can help labs adjust equipment availability and access dynamically.

When you align procurement and access with real workflows, you’re not just optimizing usage—you’re helping startups move faster, avoid unnecessary downtime, and hit their scientific milestones with fewer delays.

Build for Reliability, Not Just Access

Access to equipment is meaningless if that equipment doesn’t work when it’s needed. In shared labs—where timing is tight and multiple users rely on the same tools—reliability isn’t a nice-to-have. It’s infrastructure.

Nothing derails momentum faster than a malfunctioning centrifuge during sample prep, or an autoclave that’s been down for a week due to delayed maintenance. And when multiple startups are affected, the operational costs compound.

Reliability means:

• Routine calibration and maintenance: Scheduled upkeep keeps equipment functional, avoids downtime, and ensures compliance with validation protocols.
• Clear usage protocols: Defining how equipment is to be used, cleaned, and logged can reduce wear-and-tear and prevent misuse.
• Support visibility: Tenants should know how to report issues, request support, or get trained—without chasing emails or staff.

How to make it work:

• Include maintenance and service contracts in your acquisition strategy—whether you’re leasing, borrowing, or buying.
• Use digital dashboards or logs to track uptime, usage, and service history. That data can guide replacement decisions or justify upgrades.
• Build a culture of shared responsibility. Tenants who understand the value of uptime—and their role in preserving it—treat equipment differently.

Reliable access builds trust. It gives startups confidence they can execute experiments on schedule, generate quality data, and hit timelines that matter to funders, CROs, and other stakeholders.

It also signals that your shared lab is more than just a space—it’s a platform that’s been built to support scientific progress.

Final Thoughts: Smarter Equipment Strategies, Better Lab Performance

Shared labs are more than stopgaps for early-stage startups—they’re launch platforms. But whether those platforms accelerate innovation or create drag depends heavily on how lab equipment is selected, sourced, and maintained.

It’s not about having everything—it’s about having the right things in the right place, working reliably, and aligned with how your tenants actually operate.

Key takeaways:

• Focus on function, not flash: Prioritize equipment that supports core workflows and sees frequent, multi-tenant use.
• Use flexible acquisition models: Leasing, vendor partnerships, and shared-resource networks can provide access without the burden of ownership.
• Align with real-world usage: Talk to tenants. Watch booking patterns. Use data to drive purchasing and allocation decisions.
• Prioritize uptime: Service plans, user training, and shared accountability keep essential equipment running smoothly.
• Think strategically, not reactively: Equipment decisions shouldn’t be one-off responses to tenant wishlists—they should reflect your lab’s vision, values, and ecosystem role.

The best shared labs don’t just give startups space to grow. They give them tools that work, when they need them, without the usual frictions of cost, access, or uncertainty. And that’s what turns lab infrastructure into a real competitive advantage.

Running or planning a shared lab space? The right equipment strategy can boost reliability, reduce overhead, and support more successful tenants. Explore how leasing and flexible procurement options can help you build a smarter, more scalable lab.

Get in touch with our team to learn more.