Building an Internal Food Safety Audit Process
I can’t speak for you all, but one of the moments I always hated in the day-in-the-life of a foodservice manager was when the inspector walked in and let me know he was there to conduct an inspection. Our inspector ate in our operation quite frequently, but it was when he had his clipboard in hand (yes, he came with a clipboard back then) that I knew he was there for business. At that moment, the “what ifs” always played havoc on my mind.
It was also at that moment that I hoped our staff in the back of the house would notice that our inspector was there and that he was starting his inspection. Hoping that they would make sure things are in line before he really got to the “meat” of the inspection.
Now, our inspections generally went well. We had a great relationship with our inspector and very few, if any, bad inspections. But looking back, I can see we were managing to the inspection, not to the standards we had established.
So how can you manage to the standards versus managing to the inspection? Well, first, make sure you have strong standards in place. Then, conduct self-inspections. Sure, you can hire companies that will come in and do food safety audits, or even consultants who will do it. But you can have your own staff conduct a self-audit of the facility.
Every health department conducts inspections using a standardized form, and most are modeled on or adapted from the FDA model inspection form. The form is organized around the same risk categories that the food code prioritizes: employee health and hygiene, time and temperature controls, cross-contamination prevention, chemical handling, and facility maintenance.
…The temptation with any self-assessment is to grade generously. Resist it. The value of this process lives entirely in its honesty…
You probably haven’t looked at this form outside of an actual inspection, but you should. Your first step is to get a copy and use it as the basis for your self-audit. Most jurisdictions post their inspection forms online. If yours doesn’t, call your local health department and ask; they will provide one. This is the document your inspector walks through item by item during every visit.
The form only works as a tool if you use it consistently. For most operations, a monthly self-audit is a reasonable starting point. Some high-volume or high-risk operations may benefit from weekly or even daily spot checks on the highest-priority items, such as temperature logs, handwashing compliance, and sanitizer concentrations.
Assign the audit to your designated person in charge (PIC) for that shift. This serves a dual purpose: it reinforces the PIC’s ownership of food safety compliance and builds the operational awareness that makes the PIC effective during an actual inspection. A PIC who regularly audits the operation knows where the vulnerabilities are, understands the follow-up questions an inspector might ask, and can confidently speak to corrective actions.
The temptation with any self-assessment is to grade generously. Resist it. The value of this process lives entirely in its honesty. If the walk-in cooler is running at 43°F instead of 41°F, mark it. If the three-compartment sink sanitizer concentration is low, mark it. If an employee can’t tell you when they’re required to wash their hands, mark it.
Document what you find the same way an inspector would. Write down the specific observation and the corrective action taken.
If you happen to notice trends in the data from self-audit to self-audit, that’s not a fluke. That’s a systems problem that needs a systems-level fix. Every finding needs a corrective action, a responsible person, and a timeline.
This is also where internal audits can help with training. If your audits consistently reveal employees are struggling with a particular requirement, use it as a signal that your training program needs attention in that area.
Health inspections aren’t pass-fail exams you cram for the night before. They’re snapshots of how your operation runs on any given day. The operators who consistently perform well are the ones who have made the inspection standard their everyday standard. Building a self-audit process is the most direct way to close that gap. It’s free, it’s practical, and it turns your PIC from someone who reacts to inspections into someone who’s already done the work before the inspector arrives. Risk Nothing.
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Developing Good Food Safety Habits
Good habits and habit development are something that has fascinated me for several years. If you’ve attended any the training programs or presentations that my colleagues and I have conducted through our Center for Food Safety in Child Nutrition Programs, you’ve likely heard me opine about the importance of habits and how habits are created. Many times, in foodservice operations we wonder why our staff don’t follow the food safety practices we have established in our operation. Perhaps they don’t wash their hands when they are required, perhaps they just don’t use the proper method of handwashing, or perhaps we find that they don’t complete our HACCP logs as often as our program dictates should occur. And while we can stomp our feet and say “it is their job, they should just do it”, it really isn’t that simple. We can’t order people to change, although if we could, business and human resources would be so much simpler.
Getting Your Playbook for Food Safety Organized
As anyone who has ever worked in a foodservice operation knows, from the time food is received in your establishment to the time it is served to your customers, following proper food safety practices is crucial. What many don’t often think about is this time really should extend from the time the manager places their orders with their suppliers (including which purveyors you utilize), through the time the food is consumed – even if that consumption occurs off your premises and days after the original order was picked up by the guest. This is something that has certainly been highlighted by the pandemic as customers across the nation are utilizing take-out, curbside to go, and third-party delivery options more so now than ever before.
Getting Started with Building the Infrastructure
Hopefully in our first January blog, we convinced you of the importance of establishing an infrastructure within your operation to support a safe food culture. So, how does one go about doing this? Well, like any major project, break it into small bites. In our opinion, having a written guide for employees that documents expectations related to food safety basics of employee health and hygiene, temperature controls, and cleaning and sanitizing is the first step. Having this documentation serves as a reference for training and helps fulfill the mission of most foodservice operators which is to serve safe, quality food.
Food Safety Resolutions for the New Year
Finally, 2020 is in our rearview mirror and we can all turn the page to 2021! Resolutions for the new year might be more of the same from prior years (lose weight, exercise more, less screen time, etc.) OR you may have identified new practices to implement in your operation. If the latter, likely goals included some practices related to food safety – especially given the turmoil of 2020 and heightened concern by customers. It is our philosophy that attention to safe food handling practices is a win-win for any operation because of the direct relationship between food safety and food quality, which in turn leads to customer satisfaction. This past year has also demonstrated that attention to safety can affect the bottom line. Thus, the topic of our first SafeBites webinar for 2021 is on the topic of the return on investment of food safety, it is scheduled for January 20, so register now and please plan to attend.
