A management system needs management to make it work – top management. Although you may delegate the food safety project to competent subordinates, make sure you don’t make these mistake. It will just make the process so much more difficult.
Bear in mind this is a project like any other project and so will require a structured approach with milestones and resources.
Mistake #1: Starting without the boss
To successfully implement the system there has to be management commitment – YOUR commitment. It is likely that the development of your food safety management system is in response to external pressure - normally from a customer either local or overseas. This external pressure will not sustain a food safety management system. Most food safety management systems start off as a “grudge purchase” but if that attitude continues, no employee at the company will ever take food safety seriously – particularly if this attitude prevails among senior managers. Saying the right things sets the tone for the project – they are all watching you.
Mistake #2: Food safety is not part of your strategy
Most companies see this system as an add-on, something we take off and dust off two weeks before the auditors come around. This could not be further from the truth. A food safety system is a mitigating control for the enterprise risk of product liability. Its effective implementation should be a priority at board level. In most markets, food safety certification is a minimum entry requirements and thus is linked to sales targets and KPI’s. This means the whole management team should understand what it means.
Mistake #3: There is no budget
Implementing a food safety system is not free and you can’t really charge more for it either – that would be admitting you have supplied unsafe food until now.
But you should know what it is going to cost you – before you start the process. The costs can be significant depending on the state of the facility. Make sure there are no surprises. Conduct a gap analysis audit on the entire facility – and BE HONEST in the assessment. The list should include training, building, maintenance, new equipment, new cleaning equipment, new protective clothing, consulting fees, audit costs at least. A formal budget with expenditure time frames will give everyone involved clear direction as to what money can be spent and when so there can be no unrealistic expectations.
Mistake #4: Not writing the food safety policy yourself
You will be required to write a food safety policy. This is something that should not be written by a consultant or the food safety co-ordinator. This one is for you to write. What is it that you are prepared to commit to regarding food safety? What can the customer hold you too? Make sure you show your commitment when you put your pen to paper. This also provides the framework for the objectives.
Mistake 5: Setting your team up for failure
There must be a multidisciplinary team to implement a food safety system. You should appoint them in writing and make sure they have clear deliverables. They will need time to develop the system and they must have the time. Be realistic with time frames for the project – everyone does need sleep. There should be effective communication between the team and the top team. Failing to provide this structure can lead to a lot of frustration. If there are team members who don’t pull their weight this can slow the whole process down. The team leader needs to be an effective organizer to keep the momentum going. Choose the right people and give them what they need to do the job.
Make sure you look out for Part 2 of this article for more mistakes to avoid.
