How do you review and update your FSMS policies and objectives?

1 Identify the scope and frequency of the review

The first step is to determine the scope and frequency of your FSMS review. The scope refers to the aspects and elements of your FSMS that you will evaluate, such as the food safety policy, objectives, hazards, controls, performance indicators, audit results, corrective actions, customer feedback, and legal compliance. The frequency refers to how often you will conduct the review, which may depend on the size, nature, and complexity of your food business, as well as the external and internal factors that may affect your food safety. For example, you may decide to review your FSMS annually, quarterly, or after a significant change or incident.

2 Gather and analyze relevant data and information

The second step is to gather and analyze relevant data and information that will help you assess the effectiveness and suitability of your FSMS. You can use various sources and methods to collect and process the data, such as surveys, interviews, observations, inspections, tests, reports, records, and statistics. You should also consider the feedback and suggestions from your employees, customers, suppliers, regulators, and other stakeholders. The data and information should be accurate, reliable, and up-to-date to provide a realistic and comprehensive picture of your FSMS performance and compliance.

3 Identify the strengths and weaknesses of your FSMS

The third step is to identify the strengths and weaknesses of your FSMS based on the data and information you gathered and analyzed. You should compare your actual results and outcomes with your expected or planned ones, and identify any gaps, deviations, or non-conformities. You should also recognize the areas and elements of your FSMS that are working well and meeting or exceeding your expectations and requirements. You should use objective and measurable criteria to evaluate your FSMS, such as the SMART (specific, measurable, achievable, relevant, and time-bound) framework for your objectives.

4 Determine the opportunities and threats for your FSMS

The fourth step is to determine the opportunities and threats for your FSMS based on the internal and external factors that may affect your food safety. You should conduct a SWOT (strengths, weaknesses, opportunities, and threats) analysis to identify the positive and negative influences that may impact your FSMS performance and compliance. For example, some opportunities may include new technologies, markets, or regulations that can improve your food safety practices or outcomes. Some threats may include new competitors, hazards, or risks that can compromise your food safety standards or reputation.

5 Develop and implement action plans for improvement

The fifth step is to develop and implement action plans for improvement based on the findings and conclusions of your FSMS review. You should prioritize the most critical and urgent issues and opportunities, and assign responsibilities, resources, and deadlines for each action. You should also define the expected results and outcomes, and the methods and tools to monitor and measure them. You should communicate and consult with your employees, customers, suppliers, regulators, and other stakeholders about the action plans, and ensure their involvement and support.

6 Review and update your FSMS policies and objectives

The sixth and final step is to review and update your FSMS policies and objectives based on the action plans and outcomes. You should revise your food safety policy to reflect your current vision, mission, values, and commitments for food safety. You should also revise your food safety objectives to align with your policy, requirements, and expectations, and to be SMART. You should document the changes and updates in your FSMS, and communicate and train your employees and other relevant parties on the new or modified policies and objectives.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?