Food Safety Never Takes Leave: The Importance of Deputies and Digital Systems 

As a Food Safety Manager, your role is essential in overseeing and ensuring food safety within your company. Given the demands of your position, you often experience significant pressure as you juggle numerous important tasks. However, what happens if you need to take leave or are unavailable due to a family emergency? 

Importance of Trained Deputies 

The BRCGS issue 8 Interpretation Guide states that 

“It must be clearly documented who is expected to deputise in the absence of a manager. Deputies would usually be identified on the organisational chart and/or in job descriptions, but documentation could also be in the form of an additional table. The responsibility may be assigned to either a more senior or more junior person, as long as the deputy has the knowledge and ability to adequately cover for the absent manager. Deputies may be appointed for the whole role or particular responsibilities may be deputised to different people; as long as this is clearly defined.” 

Having trained deputies is essential for several reasons: 

• Smooth Transition: Deputies can seamlessly take over your tasks and should be well-versed in food safety protocols. 

• Continuity: A prepared deputy helps maintain operational flow and avoids lapses in compliance. 

• Confidence: Deputies who understand their roles can make informed decisions quickly. 

Risks of Paper-Based Systems 

Paper-based food safety management systems come with several risks: 

• Inefficiency: When you’re absent, your team may struggle to locate necessary information, often sifting through stacks of papers and emails. 

• Overlooked Tasks: Critical tasks may go uncompleted. For example, missing monthly microbial samples can lead to food spoilage and potential recalls. 

• Confusion: A lack of a clear system can leave team members uncertain about their responsibilities. 

Question: How can you ensure that your food safety standards are maintained during your absence? 

Example: If you take a week off due to a sick child, your trained deputy can manage all scheduled inspections and customer complaints. They handle urgent tasks without needing to contact you, allowing you peace of mind that important matters are attended to. 

The Power of Digital Systems 

Digital systems simplify and enhance food safety management: 

• Centralised Information: Dashboards consolidate all tasks, deadlines, and responsibilities in one accessible location. 

• Immediate Access: When you are absent, deputies can quickly access all scheduled tasks and relevant information, eliminating the need to sift through paperwork. 

• Alerts and Notifications: Digital systems can send alerts for incomplete tasks. For instance, if a quality control check is overdue, the system notifies the deputy immediately. 

Ensuring Compliance and Continuity 

Digital systems facilitate easy task assignments: 

• Task Delegation: You can assign specific duties to deputies with a few clicks, making this feature especially useful during staff changes. 

• Reduced Uncertainty: Digital records eliminate confusion about which tasks are due or completed. 

Example: During staff changes, if the deputy is assigned all pending tasks in the system, they can step in immediately without disruption. 

Conclusion 

Food safety never takes leave. It’s essential to uphold your commitment to food safety, even in your absence. 

• Invest in trained Deputies: Equip your team to confidently assume your responsibilities. 

• Embrace Digital Systems: Use technology to streamline processes and enhance transparency. 

By taking these steps, you can ensure that food safety is managed and controlled in your absence and that your company is ready for unannounced audits or health inspections. 

Final Question: Is your Food Safety Management System vulnerable when you are away? 

Consider how having a trained deputy can help maintain the food safety management system in your absence, providing peace of mind while you are out of the office. 

Contact Entecom at info@entecom.co.za for a free demo to transition from a paper-based system to a digital solution, improving control and efficiency in your food safety management.