Navigating a food safety audit
Key considerations
It may sound obvious but the first part in navigating a food safety audit is to know the standards that apply to your site. There is the obvious BRCGS audit standard for the UK or similar GFSI standards globally. There are however a lot of retailer specific audit standards and some retailers have different types of audits based on their standards e.g. Food Safety and Integrity. So, it’s key to know all the details and what types of audits you may get – unannounced vs. unannounced and in some instances investigative (where the customer wants to investigate an issue with your site).
Starting off or adding a new customer
Review all applicable standards and identify the clauses that set the highest requirements across them. By aligning your operations with the most stringent standard, you can maintain compliance across the board. Where differences exist between standards (e.g. line clearance), ensure that your procedures address these variations. For example, I have experienced non-conformances being raised due to failure to meet customer-specific requirements for metal detection checks.
Keep policies, procedures and training up to date
Regularly update your policies, procedures, and internal audit documentation to reflect current requirements. However, it’s not enough to simply update documents - training and competence are crucial!
As customer requirements change - whether through updates to standards or changes in your customer base - revise your site’s procedures, internal audits, and training. For example, if you no longer supply a particular customer, remove any unnecessary requirements tied to them, such as specific raw material specifications, process controls, or shelf-life tests. Eliminating these can provide cost savings while streamlining operations.
When policies or procedures change, ensure that all relevant colleagues are trained or re-trained. This needs to ensure colleagues understand and are competent in implementing the new processes or procedures.
Use spot-checks or compliance audits to identify gaps and address any issues through retraining and follow-up checks. In one business I worked with, metal detection posed a significant challenge. We implemented repeated spot-checks, refined the requirements, and retrained the team until we achieved consistent compliance with customer standards.
Managing the audit
When an auditor arrives, stay calm and confident. Preparing your systems and processes is important but so is having an effective audit management plan. Proactively check your audit readiness and how you would execute your plan. Remember to brief new starters on the plan if they will play a part in the audit.
Don’t rely solely on routine internal audits to confirm compliance. Conduct regular technical reviews to ensure that standards are met across all shifts, especially with new starters or during periods of change.
In developing your plan consider the following:
Who will lead the audit and manage the shop-floor response?
During the audit what needs to be checked ahead of the auditor reaching a specific area?
Are there customer-specific audit requirements the team should be thinking about?
Are customer-approved derogations the auditor should be made aware of?
Preparing your documentation and teams
Before the audit:
Ensure all documentation, systems, and procedures are up to date.
Test compliance with operational teams to confirm they follow work instructions, policies, and standards. This ensures changes have made it to the shop floor and aren’t stuck on the shelf or a to-do list.
Identify and address any gaps by updating procedures, retraining teams, and verifying compliance.
If language barriers exist, ensure all colleagues clearly understand their tasks. Consider using training platforms with translation features, but don’t underestimate the value of face-to-face, hands-on training.
Leveraging internal audits
Internal audits are a critical tool for demonstrating audit compliance. Ensure they evaluate operations across multiple shifts, as an external auditor will not limit their review to the same timeframes in your audits. Be your worst critic, it’s better to find something in an internal audit than an external auditor find it.
Remember to use internal audits to provide both positive feedback and highlight opportunities for improvement. Work with the factory teams, model the right behaviours and above all be consistent in your auditing approach. And above all make it light-hearted, engaging and where colleagues are nervous support and encourage them.
Take your audit preparedness to the next level
Navigating a food safety audit requires a proactive approach, ongoing training, and a keen eye for compliance. Are you confident in your audit readiness? Whether you're looking to refine your internal processes, train your teams more effectively, or ensure compliance with the latest standards, we can help.
Get in touch today to discuss how we can help your business achieve seamless audit success!
