Using web-based tools to manage labs is a key interest of mine. I believe that these tools are more or less already available, and would greatly aid investigators who are already spread thin due to competing demands on their time. This is why I’ve made calls for open source LIMS packages as well as taken some initial steps towards building one myself.
My efforts to create a system have not had a high sense of urgency about them. There are several reasons for this; it will be some time before I have to worry about this myself (if ever), I have other work to do which is actually related to my Ph.D., and because I tend to get discouraged when I run into programming challenges that I can’t handle quickly.
The whole thing has become more important to me, however, since one of my good friends (who posts in the comments occasionally as The Argonaut) is preparing to begin his career as a tenure-track professor. He needs a solution, and rather soonish. I’m not sure if I’ll be able to create something functional in the time period he’s got before he starts his job, so I thought I would try to cobble together a list of already-available technologies that I think are really useful, and can be installed today.
First of all, set up a Google Calendar. Use it. Post everything there, and share it with your lab. I’ll repeat this - use it. It’s easy to think of taking the time to list what you are doing on a calendar as an inconvenience and waste of time, but it’s invaluable (both for your own scheduling as well as your students).
Install some sort of version management system. Trac + Subversion is a good way to go. This sort of system is used very often in software development, but I think it has applicability to any project, including research projects. The system is designed to assign and monitor workflow of a project - just think of it as a file folder of your progress, in every project going on in the lab. Trac has a built-in Wiki, which you can use to store protocols and other lab-wide documents that you’d like to share. You can use Subversion to get version control of your grants and papers, rather than dealing with endless iterations of new word documents. It’s becoming more trendy to use a distributed version control system, so you might look at using Git as opposed to Subversion. Both should integrate with Trac, although Git requires a plugin (makes sure to check out the entire trac-hacks site, as there are many useful plugins there).
If Trac seems too daunting, you can try out MediaWiki, the software that runs Wikipedia as well as OpenWetWare and many other great sites. The version control isn’t quite as rigorous (you’re left looking at page edit histories), but it’s a bit more user-friendly.
So at this point you have a calendar and project management running. This is a pretty solid base, and you’re blowing most labs out of the water as far as organization. I would leverage the wiki functionality of Trac to build in some other things like inventory management as well.
The last thing you probably want is a public-facing website. You have several options here, although a content management system (CMS) of some type is going to make life a lot easier. If you just want a simple website, you can use blogging software such as Wordpress, or MovableType. These are relatively easy to install, theme, and update with new content. If you’re looking for something more powerful, you may consider the free and open-source Drupal. It’s more complicated to use, but also has a lot more functionality.
If you can manage to get all of these running and convince your lab to use them, congratulations! It will probably take some time to become familiar with using each of these systems, but for the most part they are accessible to novices. The effort it takes will be well worth it. Of course, it would be best if all of these functions lived under one roof, rather than split across 3 or 4 different software packages. This is the goal of a LIMS, and I should probably GB2W on my pet project…