When did you last update your Food Safety Management System?

Book a call with Caroline today and schedule 30 minutes to discuss how we can help you,  https://foodallergyaware.co.uk/services/consultancy/ page

Introduction

Over the past few months, Caroline and Sally at Food Allergy Aware have been busy reviewing and updating Food Safety Management Systems (FSMS) & HACCP procedures  for various businesses. We felt it was the perfect time to share our insights on what an FSMS should include, as well as when it’s crucial to create one.

When Should You Create an FSMS?

A comprehensive FSMS should be developed before opening your food business. It forms the foundation for all your processes, ensuring everything from food preparation to customer service is properly managed and complies with legal and safety requirements. This document should be regularly updated to reflect changes in your business operations.

What Should Be Included in Your FSMS Toolbox?

A strong FSMS goes beyond the basics and contains detailed policies, processes, and practical tools for your team. Here’s a breakdown of what it should include:

• Pre-requisites: Foundational requirements for your food safety system. Pest control, staff hygiene…
• Food Safety System / HACCP: Hazard Analysis and Critical Control Point (HACCP) outlines how to identify and control food safety hazards in your business. This should not be overly lengthy with bullets, don’t over complicate!
• • What could go wrong
  • Controls
  • Corrective action / monitoring
• Food Allergy Policy: Ensure you have a detailed internal food allergy policy for staff, as well as an adapted external policy to be published on your website.
• Appendices with Forms and Documentation: examples
  • Daily/weekly/monthly safety checks
  • Return-to-work forms
  • Food poisoning and allergy incident reports
• ‘How-To’ Cards: Practical, step-by-step guides for common processes, such as:
  • Cleaning coffee machines
  • Taking orders from Food Hypersensitive (FHS) customers
  • Serving FHS customers
  • Probe calibration

For further guidance, the Food Standards Agency offers useful resources on building an FSMS: food.gov.uk.

What Should an FSMS Be?

An FSMS must be more than just a document that sits on a shelf. It should be:

• Working and Documented: Specific to your business operations. The ‘Safer Food, Better Business’ (SFBB) toolkit is a great start, but if your business has grown to more than two or three units, it may need to be tailored.
• Regularly Updated: Reflect changes in processes, equipment, and regulations.
• Concise: Avoid overly lengthy documents. Keep it to the point.
• Indexed: Organise the FSMS so it’s easy for your team to find relevant information quickly.
• In Plain English: Ensure all content is easy to understand. If using acronyms, include a glossary.

Who Should Have Input in the FSMS?

• Food Business Operator (FBO): Responsible for the overall operation.
• On-site Manager and Supervisors: Overseeing daily tasks and ensuring compliance.
• Operations/Area Managers: Ensuring consistency across locations.
• Staff: Especially those on the ground who follow these processes, as they can provide invaluable insight into what works and what doesn’t in real-life scenarios.

Who Should Review the FSMS?

Managers, chefs, and supervisors should regularly review the FSMS to ensure it reflects current operations.

When Should You Review the FSMS?

Changes in your business or incidents should prompt a review of the FSMS. These include:

• Changes in Equipment or Processes
  • New equipment installation
  • Alterations in how food is prepared or served
  • Menu changes
• Incidents
  • Allergen-related incidents
  • Food safety issues (e.g., food poisoning, accidents)
  • Near misses: Even if no harm was caused, these situations should be logged, reviewed, and addressed.

Why Include Near Miss Reporting?

Near miss reporting is a best practice that should be added to your FSMS. It helps identify potential hazards before they lead to serious incidents. Staff should be encouraged to report any issues, no matter how small, and managers should log and review these incidents regularly.

By analysing patterns in near-miss reports, businesses can take preventive action, reducing the risk of accidents, injuries, or fatalities. Incentivise staff to report issues by offering rewards for responsible reporting. Remember, the focus should always be on understanding the root cause—whether it’s equipment failure, lack of training, or knowledge gaps.

Book a call with Caroline today and schedule 30 minutes to discuss how we can help you,  https://foodallergyaware.co.uk/services/consultancy/ page

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