CARO News

Lab Tips: How to Tackle Rush Sampling Programs

Posted on November 24, 2020

As a Western Canadian company, we are no strangers to unpredictable weather. From freezing rain on the South Coast, to snowstorms freezing waterways in Alberta and closing major highways the Okanagan, to the long cold winters that are characteristic of the Yukon – we’ve been through it all!

Variable winter weather also means that, come fall, many clients are scrambling to complete field work before the winter hits, or during those precious dry days (no, you are not alone!). When the weather breaks and your clients come knocking, are you ready to tackle that next rush project on the fly?

Here are 4 tips to help guide you through your next rush program, worry-free:

1. Engage the Lab Early, and Often

It always helps to know who your Account Manager is, so that you have a direct line to someone who can help in the event of unforeseen circumstances. If you haven’t met them yet, the planning stage is the perfect time to reach out and introduce yourself. They will be your Big Picture Sidekicks, throughout the duration of your program.

As soon as you catch wind that a rush/emergency project might be coming, reach out to your Sidekick. They will want to know when and where you will be sampling, as well as what you are testing and what your timelines look like. Sharing this information will help us get you the supplies you need in time and prepare the team for incoming rush work. Even if you haven’t worked out all the details, don’t worry! We can often help with things like shipping, supplies, parameter details, etc.

Once you have the details ironed out, summarize your plan in an email to your Account Manager. This will make sure everyone is on the same page.

PRO TIP: CARO’s Project Checklist is a great tool to ensure you get all the data you need, exactly how you need it. You never know who you might be sending into the field on the fly; setting up the project ahead of time will make sure your expectations are clearly communicated.

2. Have a Logistics Plan

Even the best laid plans can go sideways, so it helps to know how you will be getting samples back to the lab during regular business hours as well as after-hours or on weekends. Your Account Manager (who you met in Step 1, above!) can help you decide on the best approach for each scenario, so you can remain cool as a cucumber in the face of schedule changes. A list of CARO’s drop-off locations and hours can be found at the bottom of this page.

3. Double Check your Paperwork

One of the main causes of delays on data delivery is incomplete/inaccurate paperwork. Save precious minutes by making sure to write clearly, and cross check your sample labels with the Chain of Custody as you load your samples into the cooler. Before signing off on the submission, do a quick review of the requested parameters to make sure nothing was missed: two minutes here can prevent significant project delays down the line. Why do you think Santa checks his list twice?

Once your samples have been logged into our system, you will receive your first CARO deliverable: The Login Notice. The value of this tool is often underestimated – it is an export of the samples and tests the lab has begun processing, including details of where the data will be delivered, and when. Please take a moment to read through this important document to ensure that everything is as you expect it to be. If something seems off, contact your Account Manager immediately to clarify.

4. Get Signed up for Client Connect

Client Connect is CARO’s online data management portal, available 24/7 from anywhere with an internet connection. You can track this system for real-time data as each test is completed, so you know what your report will look like even before it reaches your inbox. This is particularly useful for rush projects, where every minute counts.

For over 33 years, CARO’s team has been successfully navigating rush and emergency sampling programs alongside our clients. We look forward to using our experience and lessons learned to make sure your program is stress-free!