Make it a priority: Feed mill spring cleaning
In addition to physically cleaning or repairing the feed mill it’s also a good time to review documents in the feed mill
By Charles Stark, Adam Fahrenholz and Wilmer Pacheco
Adapted from Spring Cleaning Important in Feed Mill. Fahrenholz, A., C. Stark, and L. McKinney. 2016 Feedstuffs. Volume 88(04), page 38.
With warmer weather, longer days on the way and the clock having sprung forward, springtime has arrived. With it comes the time-honored tradition of spring cleaning. To many of us, this means finally getting to open up the windows and air out the house, spending some time in the garage putting away all the winter clutter, and maybe planning those home-improvement projects. Similarly, it is also a good time to turn some attention toward the condition of the feed mill. In addition to physically cleaning or repairing the feed mill, it’s also a good time to review documents in the feed mill. When was the last time the preventive maintenance program, emergency action plan or food safety program was reviewed and updated?
Winter can play havoc on our facilities in many ways. Because of the busy feed manufacturing schedule, things may not always have been ideally organized and remnants of snow removal equipment and products may still be hanging out in the warehouse. Quite often parking lots look a bit different after the thaw compared to what they looked like before the first snow of the season. The exterior of our facilities and any equipment exposed to the elements have taken a beating as well. Let’s face it, nobody likes to do any extra cleaning when it’s so darn cold out on the work floor.
Depending on your facility, you may identify with the term sanitation or cleaning,or housekeeping, and they all generally mean the same thing to a feed mill. For the rest of this article we’ll stick with housekeeping to keep it simple. Most facilities have some sort of plan, with differing levels of formality, for keeping their feed mill clean and organized. These plans generally include what, how, and how often certain actions should be performed, and who should be performing them. If you don’t have some form of a housekeeping plan in place, creating one is step number one. If you do have a plan, review it with your employees and set expectations for cleaning, everyone’s definition of clean is slightly different.
It’s a great idea to periodically walk through the facility and consider the removal or relocation of unnecessary equipment (everything from tools to sampling equipment to extra motors and gearboxes.) The basic question is: “Is this the best or most appropriate place for this item, or could it be better stored elsewhere?” Reducing clutter and creating a system where things are always found in their proper place can make a huge difference. If you’re looking for a system for the process, look up the 5S; it’s a systematic approach to workplace organization. Step 1 is to Sort, which includes placing a red tag on equipment that is not used on a regular basis. If a tool or piece of equipment is not used daily, you should question if it should be stored in a different area. Sometimes moving or cleaning around equipment is one of the most difficult parts of the housekeeping process. Cleaning schedules, actual documents that are written and posted or otherwise available to all employees can be very useful. They encourage both accountability for the responsible employee and help to develop routines. The housekeeping plan should include both indoor and outdoor components. Remember, some people only see the outside of your facility.
The importance of a first impression can’t be overstated. There’s a good reason the saying “You can’t judge a book by its cover” is so common. Because we always do. It is simply human nature. So take a walk out to the road or highway (don’t forget to look both ways!) and take a look at your feed mill. Now, imagine you are seeing it for the first time. Are you giving the impression you want to give? Also, give some thought to who you are trying to impress. Let’s start with your neighbors. Dr. Keith Behnke tells a story about a facility manager who chose to paint his facility far more often than most, at no small expense. When asked why, the manager replied that he was a part of the community and wanted to be a good neighbor. So, how does your community view your feed mill as they drive by each day? Next, consider your business associates. This includes customers (and potential customers), suppliers, and service providers. When they come to the facility, we want them thinking, “Wow, this place really has their stuff together, what a great place to buy from/sell to/work with.” Finally, consider anybody that comes on-site to perform an inspection. When they drive up to the facility and first step through the door, that first impression can make a real difference in how they perceive your operation.
Keeping with the regulatory perspective for a moment, housekeeping does play a role in compliance. Specifically, this falls into two areas: employee safety (OSHA) and animal food safety (FDA). OSHA (29 CFR 1910.272) lays out specific requirements for grain handling facilities, including feed mills. Among these are housekeeping requirements, including developing and implementing a written plan to reduce grain dust, addressing priority areas such as grinding and areas around bucket elevators, and establishing procedures for removing grain and product spills from the work area. FDA addresses housekeeping in two sets of CGMPs, those required for facilities manufacturing medicated feeds (21 CFR 225) and those required for compliance with FSMA (21 CFR 507 subpart B). For facilities manufacturing medicated feeds, FDA generally requires that grounds are routinely maintained (which may include removing waste and standing water, keeping weeds and grass under control, and properly storing equipment), and that buildings are kept in a clean and orderly manner. Under FSMA CGMPs, there are requirements for management of the facility and grounds to protect animal food safety. From a housekeeping perspective, these requirements are similar to the medicated feed CGMPs, and address overall cleanliness as it relates to reducing potential food safety hazards. Keep in mind, the big difference between the two sets of CGMPs is that nearly all feed mills are required to comply with the FSMA CGMPs.
A final benefit of housekeeping that cannot be overlooked is the impact on employee morale. Everyone appreciates working within a clean and orderly environment; it makes it much more enjoyable to come to work every day, and happy employees are productive employees. Additionally, it can instill a real sense of pride when outsiders take notice and are impressed by the condition of the facility. There is no doubt that housekeeping comes from the top down, and management needs to set the example. But when the staff takes ownership and leads the charge, then you’ve really got something good going.
Here’s to good weather, open windows, Opening Day, and a bit of spring cleaning!
