The role of Senior Managers in audit preparation is vital to a food business looking to maximise food safety accreditation.
The responsibilities of senior managers and owners in a food company are long on any normal day. However, that list of responsibilities can get even longer on the run up to your first audit. Working life can become stressful when your company is preparing for their first audit; whether it is for BRCGS, SALSA or another third party accreditation.
So how can senior managers make it a smoother transition?
Leading by Example
‘Leading by example’ is a common phrase. All staff have their own responsibilities to uphold as part of their job role; it’s physical duties, completing documents and following procedures set out. This is where that unforgettable phrase comes into play. If you want staff to keep on top of completing their paperwork correctly, wearing the correct PPE in the correct manner and informing management of any errors/issues etc then managers must lead by example.
Rules apply to everyone
Preparing your food safety system ahead of your first audit can sometimes bring about a lot of changes. This can be difficult for existing staff to get to grips with initially.
Changes in existing routines can be difficult for anyone to adapt to. However, leading by example can help support staff adapt to the new routine. Senior managers help by regularly checking paperwork and ensuring activities are carried out. They can also wear the correct PPE themselves at all times and in the correct manner.
Most importantly, a senior manager and/or owner needs to follow all rules that are in place because it helps staff see that the rules apply to everyone, no matter who they are.
Training & Audit Preparation
When preparing a food safety system for it’s first audit major and minor changes to procedures, in place, can occur. New procedures are often introduced too. Therefore, staff training is essential and this should not be a box ticking exercise. A staff training matrix is a good tool to develop.
Understanding Why, not just How for Audit Preparation
If a staff member understands the reasons behind why the rules have been put in place; it follows that they stand a better chance of sticking to them.
An example: A fridge/freezer breakdown procedure introduced in a ready to eat meal production company. Staff must follow this procedure and inform management immediately if they see a rise in temperature. Managers need to clearly explain the limited temperature range that products must be held at and the dangers of what happens if held out of this range. This helps staff understand the reason behind the rule and they, in turn, are more likely to follow the procedure, when needed.
Being clear on the penalties, if routines are not carried out, is also the role of supervisors and managers.
If training is not management’s area of expertise, then outsource to a company that can help. If you have employed an external food safety consultant, then they would be the best resource for training because they already understand your system.
Seeking Expert Guidance
When creating or upgrading your food safety system for your first audit, don’t be afraid to seek expert advice and guidance. As an owner or senior manager in a food business your expertise and knowledge is creating the produce you provide. Therefore seeking guidance from an external food safety consultant is only going to help create a smoother preparation period and audit.
It also demonstrates to staff that you are serious about moving the company forwards in creating safe food for your customers and consumers.
