What do the UK’s most efficient school canteens, NHS kitchens, and independent restaurants all have in common? It’s not budget. It’s not new equipment. And it’s definitely not luck. It’s structure. Behind every well-run kitchen is a simple, repeatable system, for cleaning, compliance, maintenance, and more. Whether they’re serving 100 pupils or 1,000 patients, the best kitchens operate like clockwork because they build habits that stick. In this blog, we'll explore the real-world practices that separate smooth, stress-free kitchens from the ones always on the back foot.

 

No kitchen wants to shut down because of a failed extraction system or hygiene non-compliance, but unfortunately it happens. In fact, over 600 fires per year start in UK commercial kitchens, many due to grease build-up in poorly maintained extraction systems (London Fire Brigade, 2022). The best kitchens don’t wait for problems. They anticipate them.

 

That’s exactly what Cranleigh Preparatory School did. They started partnering with us back in 2019 to take a proactive approach to filter maintenance and compliance. “Before Just Filters, our staff were spending valuable time cleaning extraction filters, which wasn’t ideal in terms of safety or efficiency. Now it’s all taken care of — on schedule — and we have the documentation we need.” By switching to a regular filter exchange service, Cranleigh reduced manual workload, improved airflow in the kitchen, and ensured they had documented proof of maintenance for any inspections.

 

The most productive kitchens aren’t doing everything themselves. They focus staff on tasks that directly impact food service and outsource the rest. That doesn’t mean lowering standards. It means raising the bar through delegation. In any commercial kitchen, staff are already stretched. Expecting them to deep clean ducting or dismantle canopy filters increases health and safety risks, not to mention stress. So what’s commonly outsourced?

> Grease trap cleaning

> Filter exchange services

> Duct and canopy deep cleans

> Pest control

> Fire suppression system checks

 

The best-run kitchens run on consistency and that includes the companies they work with. Ask any facilities manager and they’ll tell you: one of the biggest frustrations with external contractors is unpredictability. Missed appointments. Late arrivals. Poor communication. That’s why high-functioning kitchens build long-term relationships with partners who are as organised as they are. A reliable maintenance provider should:

- Stick to agreed schedules

- Work around kitchen service times

- Offer reminders before each visit

- Communicate clearly, especially with site teams and catering staff

 

 

You can have the cleanest kitchen in Surrey, but if you can’t prove it, it doesn’t count. During routine inspections by local authorities or environmental health officers (EHOs), documentation is critical. The Food Standards Agency (FSA) routinely lowers hygiene ratings if there’s no record of regular extraction system maintenance. Top kitchens use digital tools to:

> Store service records

> Download RAMS and certificates

> Track visit schedules

> Share documentation with facilities or compliance teams

 

With Just Filters, this is all accessible via a client portal, giving operations teams on-demand access to every certificate and service log, which means no last-minute email chasing required.

 

Well-run kitchens don’t rely on heroic effort. They rely on systems. What does that look like in practice?

- A monthly or quarterly cleaning calendar

- Assigned responsibilities per shift or role

- External contractors locked into regular rotations

- Contingency planning for kitchen shutdowns or staff shortages

- Ongoing training for catering staff around hygiene best practices

 

Let’s put it in perspective...a clogged kitchen extraction system can reduce airflow by up to 40%, increasing energy costs and kitchen temperatures (HSE ventilation guidance, 2023). Grease-filled filters become flammable in just 30–60 days, depending on cooking volume. Without RAMS or cleaning certificates, your insurance may be void in the event of a fire-related claim. Even for low-risk environments, the legal, safety, and cost implications are significant. That’s why being proactive, and consistent, isn’t a luxury...it’s an essential.

 

No kitchen is perfect. But the best ones don’t wait for issues to force change, they plan for success. Cranleigh Preparatory School is a great example of this. They didn’t overhaul their kitchen. They didn’t add staff. They simply optimised the way they approached maintenance and compliance. Not sure what to do next? Here’s what your kitchen can do today: audit your current maintenance routine, identify tasks that can be outsourced, set a quarterly calendar with reminders, digitise documentation and choose suppliers who turn up, follow through, and communicate well.