How to Prevent Workplace Violence?

How to Prevent Workplace Violence: Fostering a Safe and Secure Environment 

The modern workplace thrives on collaboration, productivity, and a sense of well-being for its employees. However, this ideal environment can be shattered by the chilling reality of workplace violence.

This violence can range from physical assault to threats and verbal abuse, all of which can have a devastating impact on individuals, teams, and the entire organization.

As an employer, ensuring a safe and secure workplace goes beyond just following regulations; it’s a moral and ethical obligation.

This comprehensive guide delves into the complexities of workplace violence, explores preventative measures you can implement, and outlines steps to take if an incident occurs.

By understanding the root causes, implementing proactive strategies, and fostering a culture of open communication and support, you can create a workplace where your employees feel valued, respected, and most importantly, safe.

Understanding the Landscape of Workplace Violence

Workplace violence is not a singular event with a clear-cut cause. It’s a complex issue with multiple contributing factors. Here’s a breakdown of the different types and potential triggers:

• Types of Workplace Violence:
  • Criminal Violence: This involves robberies, assaults, or homicides that occur on company property or during work-related events (e.g., robberies at a convenience store, assaults during business travel).
  • Worker-on-Worker Violence: This stems from interpersonal conflicts between employees, including bullying, harassment, or physical altercations.
  • Client/Customer Violence: This involves violence directed at employees by clients, customers, or patients (e.g., violence against healthcare workers, aggression towards customer service representatives).
  • Domestic Violence Spillovers: Domestic violence issues can sometimes spill over into the workplace, leading to threats or stalking of employees.
• Potential Triggers of Workplace Violence:
  • Work-Related Stressors: Factors like heavy workloads, tight deadlines, downsizing, and lack of control over work tasks can create a pressure cooker environment that can lead to frustration and aggression.
  • Financial Problems: Employees struggling financially may resort to desperate measures like theft or violence.
  • Personal Issues: Domestic violence, substance abuse, or mental health problems can impact an employee’s behavior and decision-making at work.
  • Workplace Culture: A culture that tolerates bullying, harassment, or aggression normalizes such behavior and increases the risk of violence.
  • Lack of Recognition and Appreciation: Employees who feel undervalued or unseen may become resentful and lash out.
  • Security Issues: Poor building security, inadequate lighting in parking lots, and lack of controlled access points can create a feeling of vulnerability and increase the risk of criminal activity.

Building a Culture of Safety: Proactive Strategies

Preventing workplace violence requires a multi-pronged approach that addresses both the physical environment and the psychological well-being of employees. Here are some key strategies to consider:

• Develop a Comprehensive Workplace Violence Prevention Policy: This document should be a cornerstone of your safety efforts. It should clearly define workplace violence, outline reporting procedures for threats and incidents, and detail the consequences of violating the policy. Make the policy readily available to all employees in a physical format and electronically. Translate it into different languages if necessary to ensure everyone understands their rights and responsibilities.
• Invest in Training and Awareness Programs: Ignorance is not bliss when it comes to workplace violence. Regularly conduct training programs to educate employees on:
  • Recognizing Warning Signs: Train employees to identify potential red flags that may indicate someone is at risk of violence, such as sudden mood swings, social withdrawal, or threats (verbal or written).
  • De-escalation Techniques: Equipping employees with basic de-escalation skills can help them defuse potentially volatile situations. This may involve active listening, using calming language, and maintaining a safe distance.
  • Bystander Intervention: Encourage employees to not be silent bystanders. Train them on how to safely intervene when they witness bullying, harassment, or other threatening behavior.
  • Reporting Procedures: Clearly outline the process for reporting threats and incidents of violence. This may involve a designated supervisor, an anonymous hotline, or a third-party reporting system.
• Foster a Culture of Open Communication: Employees are more likely to report threats or concerns if they feel safe doing so. Encourage open communication by:
  • Creating a Safe Space: Make it clear that retaliation will not be tolerated for reporting threats or incidents.
  • Open-Door Policy: Encourage managers to have open-door policies where employees feel comfortable voicing concerns or seeking help.
  • Employee Surveys: Conduct regular anonymous employee surveys to gauge their perception of safety and identify potential areas where the workplace culture can be improved.

• Implement a Zero-Tolerance Policy for Harassment and Bullying: A culture that tolerates bullying or harassment creates a breeding ground for violence. Here’s how to address it:
  • Clearly Define Harassment and Bullying: Outline what constitutes harassment and bullying in your policy. This can include unwelcome verbal or physical conduct, intimidation, threats, and humiliation.
  • Establish Reporting Procedures: Make it easy for employees to report incidents of harassment or bullying. This can be done through the same channels used for reporting threats of violence.
  • Consistent Enforcement: Enforce the anti-harassment policy consistently, regardless of the offender’s position or seniority. This demonstrates your commitment to creating a safe and respectful workplace.
• Invest in Threat Assessment and Management: Develop a system for assessing potential threats and taking appropriate action. This may involve:
  • Threat Assessment Teams: Establish a dedicated team with the expertise to assess potential threats and recommend appropriate interventions.
  • Employee Assistance Programs (EAPs): Offer an EAP to provide confidential support services to employees who may be exhibiting warning signs of potential violence. This can help them address underlying issues before they escalate.
  • Law Enforcement Collaboration: In cases of serious threats, consider collaborating with law enforcement to develop a safety plan.
• Prioritize Workplace Security: A secure work environment can deter criminal activity and help employees feel safe. Here are some security measures to consider:
  • Security Guards or Patrols: Consider hiring security guards or implementing security patrols, especially for businesses that operate late hours or handle high volumes of cash.
  • Access Control Systems: Implement access control systems to restrict access to sensitive areas of your workplace. This can involve key cards, security badges, or biometric authentication.
  • Security Cameras: Install security cameras in strategic locations to deter criminal activity and provide evidence in case of an incident.
  • Proper Lighting: Ensure adequate lighting in parking lots, building entrances, and hallways to deter crime and improve visibility.
  • Emergency Response Plans: Develop and regularly review emergency response plans for different types of threats, such as active shooters or robberies.
• Promote Employee Well-Being: A healthy and well-rested workforce is less likely to experience stress or frustration that can contribute to violence. Here are some ways to promote employee well-being:
  • Work-Life Balance Initiatives: Offer flexible work arrangements, paid time off, and other programs that help employees manage their work and personal lives effectively.
  • Stress Management Programs: Provide workshops or resources on stress management techniques like mindfulness meditation, yoga, or time management skills.
  • Employee Assistance Programs (EAPs): As mentioned earlier, EAPs offer confidential counseling and support services to help employees manage stress, personal problems, and other issues that could contribute to violence.
  • Ergonomics: Design a workspace that promotes good posture and reduces fatigue. This can involve providing ergonomic chairs, adjustable workstations, and regular breaks to prevent musculoskeletal disorders that can lead to frustration and aggression.
• Conflict Resolution Training: Equip managers and supervisors with conflict resolution skills. This training can help them:
  • Identify Early Signs of Conflict: Train managers to identify simmering tensions between employees before they escalate into violence.
  • Facilitate Constructive Communication: Equip them with communication skills to mediate disputes fairly and effectively.
  • De-escalate Volatile Situations: Train them on de-escalation techniques to calm down heated arguments and prevent them from turning violent.
• Regular Risk Assessments: The workplace environment can change over time. Conduct periodic risk assessments to identify potential security vulnerabilities or changes in the work environment that could increase the risk of violence. This allows you to adapt your prevention strategies accordingly.

Responding to a Workplace Violence Incident

Unfortunately, despite your best efforts, an incident of workplace violence may still occur. Here’s what to do if it happens:

• Call 911 Immediately: The safety of your employees is paramount. If there is an immediate threat, call emergency services without hesitation.
• Evacuate the Area: If possible, safely evacuate employees from the area where the violence is occurring. Develop clear evacuation procedures beforehand and practice them regularly through drills.
• Secure the Scene: Once the perpetrator has left or been apprehended, secure the scene to preserve evidence. This may involve cordoning off the area and preventing anyone from entering or tampering with potential evidence.
• Provide Support to Employees: Offer counseling and support services to employees who were affected by the incident. This may involve Employee Assistance Programs (EAPs), critical incident stress debriefing (CISD), or referrals to mental health professionals.

• Investigate the Incident: Conduct a thorough investigation to understand the cause of the violence and take steps to prevent similar incidents in the future. This investigation may involve:
  • Reviewing Security Footage: If available, security footage from the scene can provide valuable insights into what transpired.
  • Witness Interviews: Interviewing employees who witnessed the incident can help piece together the events and identify any warning signs that may have been missed.
  • Reviewing Threat Reports: Check if there were any prior reports of threats or harassment involving the perpetrator. This can help identify potential gaps in your reporting system or threat assessment procedures.
• Review and Update Policies: Use the learnings from the incident to review and update your workplace violence prevention policies and procedures. This may involve:
  • Strengthening Reporting Procedures: Ensure your reporting system is easy to access and encourages employees to report threats or concerns anonymously if necessary.
  • Refining Threat Assessment Protocols: Evaluate your threat assessment procedures and identify areas for improvement. This may involve providing additional training to the team responsible for assessing threats.
  • Enhancing Security Measures: Based on the nature of the incident, consider implementing additional security measures like improved access control systems, security cameras, or mental health screenings for new hires (if legally permissible).
• Open Communication and Transparency: Following a workplace violence incident, it’s important to communicate openly and transparently with your employees. Here’s how:
  • Acknowledge the Incident: Address the incident directly in a company-wide communication. This demonstrates your commitment to employee safety and well-being.
  • Outline Actions Taken: Inform employees about the steps being taken to investigate the incident and prevent similar occurrences in the future.
  • Provide Resources: Reiterate the availability of support services like EAPs or mental health counseling for employees who may be struggling to cope with the aftermath of the incident.

Final Word: Building a Culture of Safety – A Continuous Process

Preventing workplace violence is not a one-time effort. It’s an ongoing process that requires continuous vigilance and commitment from all levels of the organization.

By implementing a comprehensive prevention plan, fostering a culture of open communication and support, and prioritizing employee well-being, you can create a safer and more secure work environment for everyone. Remember, your employees are your most valuable asset, and their safety should be a top priority.

Additional Resources:

In addition to the previously mentioned resources, here are some additional organizations that provide valuable information and support on workplace violence prevention:

• The National Institute for Occupational Safety and Health (NIOSH): https://www.cdc.gov/niosh/topics/violence/default.html
• The Society for Human Resource Management (SHRM): https://www.shrm.org/topics-tools/research/workplace-violence
• The National Safety Council (NSC): https://www.nsc.org/

By utilizing these resources and taking a proactive approach, you can significantly reduce the risk of workplace violence and foster a workplace where all employees feel valued, respected, and safe.