Violence in the Workplace Prevention
A Policy Preparation Guide

Workplace violence is a nationwide problem.  Companies must take reasonable steps to ensure the safety of their employees, customers, vendors, and guests.  Failing to take those steps may lead to serious injury or death with litigation not far behind.

Active Shooters

The term "active shooter" has come into vogue over the past few years to describe a gunman who is shooting targeted or random people within the workplace, a campus, church, or sporting arena, to mention a few.  Preparing a plan for such an event takes time and involves every layer of the particular environment.  Implementing the plan requires wide scale training and then there must be testing of the plan.  A drill, just as would be done for a fire, must be conducted to determine the effectiveness of physical security, personnel response, survival skills, first responder communication and communication to ten people or 10,000.  There is no template available that envisions every possibility thus the need for a customized plan

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 but employers should ensure all employees understand the importance of their personal 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 observe and intervene in an assault within the building between two employees. 

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.

Note:  A 2008 Supreme Court decision ruled that employers could not ban employees from bringing firearms on company property.  That decision did not limit possession to just their vehicle.  Many employers are maintaining their stance that the gun ban is a workplace rule and is the responsibility of the company.  Employers tend to think of guns only in terms of handguns but hunting rifles and shotguns should specifically be included in any policy.  While this may inconvenience those who are members of gun clubs preparing for competition or hunters leaving right after work for the first day of deer season but no differentiation should be made.  Consult your Legal and HR Departments on this subject.

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 will save lives if consistently managed.