Certification audits are a key milestone for any food, feed, or packaging business, confirming not only compliance but the effectiveness of systems, documentation, and culture that underpin safe, consistent operations.
At FoodChain ID, our work spans a wide range of standards and pathways, from full BRCGS, or ISO certifications to the phased BRCGS START! programme, which helps small and medium enterprises build robust systems at a practical pace. Across these programmes, we see recurring challenges that can affect audit outcomes, and, importantly, proven approaches that help organisations strengthen readiness all year round.
Our experience shows that success in certification depends on steady, structured practices:
- Well-planned internal audit cadence and timely corrective action management, not last-minute fixes.
- Reliable documentation and traceability systems that remain current and controlled, not just updated before an audit.
- A focus on confidence, culture, and continuous readiness, rather than viewing certification as a one-day test.
These are the principles that consistently support strong, sustainable performance. The following sections explore the most common pitfalls we see across sites, and how effective systems and awareness can help prevent them.
Document Control
Documentation is the foundation of every management system, but it’s also one of the most frequent sources of non-conformity. Whether out of date procedures, missing records, or uncontrolled spreadsheets, documentation (or lack of) can undermine confidence in what’s otherwise a well-run site.
This can happen when documentation is treated as a static archive rather than a live tool. Without routine checks, version control slips, or multiple “working copies” start to circulate.
Auditors look for clarity and control, comparing written procedures with actual practice on the floor, checking that current and valid documents are available, and confirm that employees have access to current versions.
Consider, do you have one controlled system, with a document list, to manage all your documents?
Consider, is your version numbering clear, are documents approved (and by whom), and are reviews up to date?
Consider, how do employees access documents?
Effective documentation control doesn’t just support audit readiness, it strengthens consistency, training, and traceability throughout the year.
Don’t forget your business’ needs should determine the nature of your documentation, but it must be appropriate, accessible, and current.
Internal Audits
Internal audits are a core requirement of every certification scheme, intended to test the robustness of systems and identify opportunities for improvement. However, their value depends on what happens next. Too often, findings are raised but never fully closed, or corrective actions are logged without next actions, reducing confidence in the system’s ability for continuous improvement.
When internal audits become a tick-box task rather than a management tool, opportunities for learning are lost.
Auditors look for evidence that the internal audit process drives real improvement. They’ll review how findings are tracked, whether root causes are identified, and if recurring issues are discussed in management review.
Consider, do you have a clear process for assigning responsibility and tracking actions to closure?
Consider, is root cause analysis part of the investigation process? How is effectiveness of the corrective action checked?
Consider, does your internal audit schedule reflects operational risk and change, not just calendar months.
Sites that use internal audits as learning exercises, not compliance exercises, tend to perform strongly year after year.
Don’t forget many certification schemes require audit frequency to be based on risk. One audit of the whole system in a year is a quick way to see a non-conformity appear.
Training and Competence
Competence gaps can quickly become visible during an audit. A well-documented system may look perfect on paper, but if employees can’t confidently describe how and why they do things, it raises questions about training effectiveness.
This inconsistency usually arises because training is delivered once, at induction or after a non-conformity, but not revisited.
Auditors look for clear evidence that competence is defined, maintained, and reviewed. They may ask employees to explain their tasks, look for proof of refresher training, and examine records of specific training for operators.
Consider, are skills and competence defined and documented for each role?
Consider, do you have regular refresher sessions or toolbox talks? Do records demonstrate evaluation of understanding, not just attendance?
Regular, engaging training ensures that employees feel confident, and auditors see a culture of competence and ownership.
Don’t forget the duration of training may need to be recorded, as well as the date, content, and attendees.
Continuous Improvement
Continuous improvement is one of the most misunderstood parts of certification. Many sites focus on solving problems reactively rather than demonstrating forward-looking progress. It’s a core principle across all recognised certification standards. However, it can be difficult to demonstrate if improvement activity isn’t captured systematically.
Improvement doesn’t have to mean major capital projects; auditors look for a clear process of identifying, prioritising, and tracking opportunities to do things better.
Auditors look for evidence of data-driven decision-making. They’ll review trend analyses, internal audits and inspection reports, management review minutes, and objective-setting to see how information is used to guide action.
Consider, do you track recurring issues and analyse trends?
Consider: are improvements linked to measurable objectives, with ownership and deadlines? Is effectiveness evaluated once actions are complete?
Small, sustained improvements send a clear signal to auditors: this is a site that learns and evolves, anticipating rather than simply reacting to risk.
Don’t forget every bit of data can be revealing, from customer complaints, non-conformities, or even production waste data indicating failure of process controls.
Product Safety Culture
Perhaps the most significant influence on audit performance is organisational culture. A reactive approach, where audit preparation intensifies only in the weeks before assessment, often leads to short-term fixes rather than lasting improvements.
This mindset can create a surge of short-term activity, document updates, refresher training, or hurried clean-ups, followed by long periods of inactivity. Audits aren’t just annual events to “get through”, they are checkpoints in an ongoing cycle of assurance.
Auditors look for consistency over time. They quickly notice when practices look temporary or processes not fully implemented. A proactive site, by contrast, feels steady; documentation, training, and housekeeping all appear well embedded.
Consider, does leadership treat audit readiness as part of everyday operations and facilitate visibility of key metrics?
Consider, is reporting of potential issues or non-conformities encouraged, showing employees feel safe raising issues early?
A proactive culture turns audit preparation from a stressful sprint into a smooth routine, one that builds trust with certification partners and customers alike.
Don’t forget auditors don’t assess your culture directly. They look for proof that you understand it and are working to make it stronger.
Key Takeaways
Certification audits don’t reward perfection; they reward consistency and control. The strongest performers share a few characteristics:
- Clear, current documentation that mirrors reality.
- Internal audits that lead to verified improvements.
- Structured, ongoing competence management.
- Tangible evidence of progress and learning.
- A proactive mindset that sees audits as opportunities, not threats.
By embedding readiness into daily practice, organisations not only make certification smoother but also strengthen operational resilience and customer confidence.
About FoodChain ID
FoodChain ID supports food, feed, and packaging businesses worldwide through accredited certification, training, and assurance services. Our experienced auditors and technical specialists provide credible, impartial assessments that help organisations demonstrate compliance, build trust, and drive continual improvement.
If you’re looking to strengthen audit readiness or progress toward full certification, FoodChain ID provides practical, expert support at every step — from internal audit training and gap assessments to phased certification pathways such as BRCGS START! and ISO management systems.
Our auditors and technical specialists help Quality Managers embed confidence, culture, and continuous readiness into everyday operations.
Discover how FoodChain ID can support your certification journey.