5 Signs it's time to update your food safety diary

Keeping an up-to-date food safety diary is key to staying compliant and inspection-ready. Yet, many businesses rely on outdated systems that are no longer efficient or reflect current practices. From missed entries to unclear records, these inefficiencies can put your operations and your reputation at risk. 

In this post, we’ll walk you through five clear signs that your current food safety diary system isn’t cutting it anymore and how modernising your approach can boost compliance, save time, and give you peace of mind.

1. Staff find it confusing or time-consuming

Your food safety diary should support your business, not against it. If staff are struggling to fill out the diary properly due to technical jargon, confusing layouts, or unclear instructions, it’s a sign your current system is not working for you. These kinds of complications not only waste time but also increase the risk of mistakes and missed records. 

The best food safety diaries offer the simplest. This was the core ethos behind the creation of Hubl - to offer a straightforward, user-friendly solution that any team member can confidently use. Food safety apps packed with features often overwhelm staff, with only a small fraction of functionalities actually being used. A simpler system encourages better compliance, consistency, and efficiency across the business.

2. Important records are missing

Missing records such as missing daily temperature checks, cleaning schedules, or allergen controls are red flags for a EHO. These gaps could leave your business exposed during inspection and may indicate that your current diary system isn't comprehensive or user-friendly enough.

This is a big reason why digital food safety diaries are gaining popularity in the hospitality industry. Many apps now include smart features like automated reminders, real-time notifications, and visual dashboards. These tools make it easier to stay on top of daily tasks and quickly identify any gaps in your food safety due diligence - helping ensure nothing slips through the cracks and avoid nasty surprises during EHO inspections.

3. You’ve grown or changed your operation

Expanded your menu? Opened an additional location? When your business evolves, your food safety diary must evolve with it. New operations often introduce new risks, procedures, and responsibilities and your systems must be able to capture and manage these changes effectively.

Many businesses come to us when they’ve outgrown their original setup. As their role shifts from hands- on food handling to broader management and administrative tasks, maintaining visibility over daily compliance becomes more challenging. That’s where digital diaries can really shine. With dashboards and remote monitoring features allow owners and managers to keep a close eye on compliance, even when they’re not on site.

4. Your diary doesn’t reflect current regulations

Food safety laws and guidelines in the UK are regularly updated, and it’s crucial that your food safety diary keeps pace with these changes. If your current system doesn’t reflect the latest regulations and best practices, you could unknowingly fall out of compliance, risking EHO action, downgrading your food safety grade, fines, or a damaged reputation.

Both Hubl and CFS paper diaries were developed by a food safety consultant, ensuring that compliance is at the heart of their design. These experts work closely with food businesses every day, actively advising clients and staying up to date with the latest legislative changes. This means these dairies are not only practical but also built around current legal requirements.

5. EHO feedback

If an EHO has raised concerns about record-keeping, hygiene standards, or safety protocols during an inspection, it's a clear sign that your current food safety diary isn't working as it should.

Rather than viewing this feedback as a setback, treat it as an opportunity to improve. Reassessing the format, frequency, and usability of your diary can help you meet expectations more consistently and avoid repeat issues in future inspections. Switching to a clearer, more compliant system not only supports your staff but also shows EHOs that you take food safety seriously.

It's important that your food safety systems grow with your business and are reviewed regularly. You're only as successful as your weakest link- and you don’t want that to be an outdated or ineffective food safety diary.

If any of these signs sound familiar, now is the perfect time to refresh your system. A simple update can improve compliance. Boost efficiency, and help you stay one step ahead of inspections and industry expectations.