Violence in the Workplace Prevention
A Policy Preparation Guide

Workplace violence can be a difficult problem to manage if there are not some basic rules/policies in place.  The keys to any workplace violence program whether it is employee on employee, spousal abuse, or partner abuse, are ease of communicating potential or actual incidents, awareness programs within a company, and a zero tolerance position.

Company policy creation for this area is complex and the final result should provide adequate measures for the protection of employees and should be created to ultimately mitigate civil liability.

Zero tolerance 

Your company should have a policy of zero tolerance for violence.  If any violence in the workplace, or threatened violence occurs, then the offender's employment should be terminated for cause after a thorough investigation has been conducted.  Some proviso should also address areas regarding "shop talk" of violence or joking about violence.  How would your company handle the placement of a noose on a locker?

The police could go as far as defining:  “Violence" includes physically harming another, shoving, pushing, harassing, intimidating, coercing, brandishing weapons, and threatening or talking of engaging in those activities.  It is the intent of this policy to ensure that everyone associated with this business, including employees and customers, never feels threatened by any employee’s actions or conduct.

Workplace Security Measures 

"Security Measures" are widely defined and interpreted.   My opinion is that those security measures should be spelled out to employees with an explanation as to their role in their safety and security.  For example:  if your company has a proprietary or contract security guard force to monitor the parking lot then, in my opinion, that function should be stated.  A guard on a post on the parking lot cannot be expected to foresee an assault within the building between two employees.  To extend that, what are the appropriate actions of the guard if they observe a fight in the parking lot?

All Weapons Banned  

Weapons on company property should not be tolerated and your company should specifically prohibit the possession of weapons by any employee while on company property.  This policy may need to have clarification as to what a weapon is.  Use your State's Penal Code for guidance.  Hunting season in some areas of the country may necessitate reminders that the ban includes keeping or transporting a weapon in a vehicle in a parking area or any other company property.  Employees should also be prohibited from carrying a weapon while performing services off the company’s business premises which would include carrying a weapon in a company vehicle.

Inspections

Inspections and searches need to be fully explained to all employees.  Lockers, desks, telephones, and computers are the property of the business.  The policy should clearly state that the company reserves the right to enter or inspect your work area including, but not limited to, desks, lockers, storage bins, computers, email, Instant Messages and other internet activity with or without notice.

What is your policy regarding non business use of a computer?  What is your policy regarding the use of Instant Message-type activities.  What is your policy about using another's login and password?   Then, if you do have policies that allow certain "non business" activity then what defines abuse?.

Inspection of vehicles, briefcases, purses, backpacks etc, should be a right of your company.  There is a more detailed discussion of inspections on the Employee Theft page.

Reporting Violence 

A company MUST have as many means possible to report violence or the threat of violence.  The first potential source is the employee's supervisor.  Training should be clear as to how the supervisor is to handle that situation.  In all cases, the information should be documented and sent to the appropriate person, usually in Human Resources.

What are the actions to be taken if a co-worker confides in a supervisor?  Your company should have a Hot Line available to report problems anonymously if the employee chooses so.  In short, a plan should be developed to handle each level of escalation that a workplace violence incident occurs.

Training Programs

Training all employees is critical to the success of these programs.  Training should ill included as part of the orientation but keep in mind that a new employee is faced with a large learning curve just for their new position. Ensure that it is a frequent topic of discussion for departmental meetings, company newsletter, and awareness campaigns.  This training should be mandatory.

Employee Assistance Program (EAP)

The EAP is always an excellent path for employees to report any concern.  This information should be part of orientation and part of the ongoing awareness effort to educate employees.

Incident Management 

Incident management is reactive but the efforts must also be preplanned.  In the event of a major workplace incident there may be several aspects that need to have a specific plan.  Those are:

• Planning for First responders

• Interaction with investigating authority.

• Public relations.  Properly handling the media is critical.

• Potential business continuity.

• Crisis team intervention and counseling.

• Third party attorneys.

• Insurance representatives.

• Internal communication with all employees.

• Internal communication through the chain of command.  There should be a designated contact person for both the local scene and a corporate office. 

Workplace violence can and does occur in schools, churches, government buildings, day care centers, hospitals and alike.  Having a workplace violence program in place may save lives if consistently managed.