During an internal audit you sometimes discover things that are structurally wrong. Temperatures that were too high for weeks, no cleaning records, or recipes that don't match what's actually being made. Ignoring this is not an option - it can put your business and your guests at risk. In this article you'll learn how to tackle structural problems without panic, but with the urgency they deserve.
Recognize the signals of structural problems
Not every problem is structural. A forgotten temperature reading or a wrongly noted delivery date is human. But some signals point to deeper issues:
- Repeating errors: Same temperature forgotten 3 days in a row
- Systematic deviations: Cooling temperatures above 7°C for weeks
- Missing documentation: No cleaning lists from the past month
- Inconsistent execution: Recipes don't match actual portions
- Incomplete records: Allergen information missing for new dishes
⚠️ Watch out:
If you see multiple of these signals, it's time to act. These are no longer incidents, but patterns that put your business at risk.
Stop immediately what's dangerous
With structural problems, safety comes first. Some things can't wait until you've made an action plan:
- Temperature problems: Cooling broken? Check products immediately and discard if necessary
- Expired products: Everything past date goes straight out of inventory
- Cross-contamination: Clean and disinfect work areas immediately
- Missing allergen information: Remove dishes from menu until you know
💡 Example:
You discover that cooling has been between 8-10°C for 5 days instead of below 7°C:
- Stop new purchases for that cooling unit immediately
- Check all products for shelf life and quality
- Discard questionable items (better €50 loss than sick guests)
- Repair the cooling before you continue
Only then do you look at why this went unnoticed for 5 days.
Analyze the cause, not just the symptom
A structural problem usually has a structural cause. Look beyond the immediate problem:
Ask yourself:
- Why did this happen? (Lack of knowledge, time, system?)
- Why wasn't this noticed earlier? (No checks, unclear responsibilities?)
- What made this possible? (Unclear procedures, no consequences?)
- Where else could this occur? (Other processes with the same problem?)
💡 Example:
Problem: Cleaning lists haven't been filled in for 3 weeks.
Possible causes:
- Nobody knows it needs to be done (knowledge gap)
- List is posted where nobody goes (system)
- Too busy, cleaning done but not recorded (time/priority)
- New employee doesn't know the procedure (training)
Each cause requires a different solution.
Create a recovery plan with deadlines
You don't solve structural problems with good intentions. You need a concrete plan with clear steps:
Immediate measures (this week):
- Immediate risks eliminated
- Responsibilities clarified
- Extra checks scheduled
Short term (2-4 weeks):
- Procedures adjusted or clarified
- Training provided where needed
- New systems implemented
Long term (1-3 months):
- Evaluation of whether measures work
- Final procedures documented
- Preventive measures for the future
⚠️ Watch out:
Set concrete dates for each step. "Soon" or "as soon as possible" doesn't work with structural problems. You need deadlines.
Document everything for the future
A good audit follow-up ensures the same problem can't happen again:
- What went wrong: Factual description without judgment
- Why it went wrong: Root cause analysis
- What we did: Concrete measures with dates
- How we prevent recurrence: Preventive measures
- When we evaluate: Check date scheduled
This documentation not only helps with a potential food safety authority inspection, but especially helps you learn from what happened.
💡 Example:
Digital systems like KitchenNmbrs help record corrective actions:
- Photos of the problem and the solution
- Date and time of discovery and resolution
- Who was responsible for each step
- Reminders for follow-up checks
This way you build a history of how you handle problems.
Train your team in problem recognition
The best audit follow-up is preventing problems from becoming structural. Train your team to recognize signals early:
- Daily checks: What needs to be checked every day?
- Escalation moments: When do you need to act immediately?
- Reporting procedure: How do you report problems without fear of blame?
- Personal responsibility: What can everyone solve themselves?
A team that signals problems early prevents small issues from growing into structural shortcomings.
How do you tackle structural shortcomings? (step by step)
Stop immediate risks
First ensure safety: broken equipment out of use, expired products discarded, dangerous situations resolved immediately. Only then do you look at the cause.
Analyze the real cause
Ask why this could happen and why it wasn't noticed earlier. Look at systems, training, procedures and responsibilities - not just who made the mistake.
Create a recovery plan with deadlines
Put concrete steps on paper: what you do this week, in 2 weeks, and in a month. Assign responsibilities and schedule evaluation moments.
Document and evaluate
Record what went wrong, why, and what you did about it. Schedule a check in 4-6 weeks to verify your measures are working.
✨ Pro tip
Schedule a mini-audit of your key processes every 3 months. This way you catch problems before they become structural and build a track record of proactive action.
Calculate this yourself?
In the KitchenNmbrs app you can do this in just a few clicks. 7 days free, no credit card.
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Frequently asked questions
Do I need to report structural problems to the food safety authority immediately?
No, unless there's direct danger to public health. But you must be able to show you took action if they inspect later. Document everything you do.
How do I know if a problem is structural or incidental?
Look for patterns: does it happen repeatedly, last longer than a day, or point to a system flaw? Then it's probably structural and needs more than a quick fix.
Can I just wait until the next audit to see if it's resolved?
No, that's too risky. Schedule your own check within 4-6 weeks to verify your measures work. Structural problems don't solve themselves.
What if my team doesn't follow the new procedures?
Then you probably have a training or motivation problem. Check if procedures are clear, if people understand why it matters, and if there are consequences for not following them.
Do I need to hire an external consultant for major problems?
Only if you don't know how to solve it yourself. For most kitchen-related problems you can achieve a lot with common sense and a good approach. Start yourself first, bring in help if needed.
📚 Sources consulted
- EU Verordening 852/2004 — Levensmiddelenhygiëne (2004) — Official source
- EU Verordening 853/2004 — Hygiënevoorschriften voor levensmiddelen van dierlijke oorsprong (2004) — Official source
- EU Verordening 1169/2011 — Voedselinformatie aan consumenten (2011) — Official source
- NVWA — Hygiënecode voor de horeca (2024) — Official source
- NVWA — Allergenen in voedsel (2024) — Official source
- Codex Alimentarius — International Food Standards (2024) — Official source
- FSA — Safer food, better business (HACCP) (2024) — Official source
- BVL — Lebensmittelhygiene (HACCP) (2024) — Official source
- Warenwetbesluit Bereiding en behandeling van levensmiddelen (2024) — Official source
- WHO — Foodborne diseases estimates (2024) — Official source
Food Standards Agency (FSA) — https://www.food.gov.uk
The HACCP standards shown in this application are for informational purposes only. KitchenNmbrs does not guarantee that displayed values are current or complete. Always consult the FSA or your local authority for the latest regulations.
Written by
Jeffrey Smit
Founder & CEO of KitchenNmbrs
Jeffrey Smit built KitchenNmbrs from 8 years of hands-on experience as kitchen manager at 1NUL8 Group in Rotterdam. His mission: give every restaurant owner control over food cost.
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