On the heels of the Paris terror bombings and other tragedies this year, it may be useful to review seven basic tips for preventing workplace violence. These tips are by no means all-inclusive, and there may be many other best practices for preventing and dealing with violence in the workplace.

Tip 1: Develop appropriate policies

The cornerstones of any workplace prevention and response program are the written policies the employer has in place. A comprehensive workplace security/violence policy should address on- and off-duty conduct and include, among other things, a reporting procedure.

Another policy should address firearms, weapons and other dangerous instrumentalities. Safety and other rules of conduct should address specific types of prohibited conduct, as well.

To the maximum extent allowed by applicable laws, the employer should expressly reserve the rights to inspect persons and property coming onto its premises and in its vehicles and to engage in surveillance of the real property, telephones and other electronic communications.

Tip 2: Assess your exposure areas

Visit OSHA's Enforcement Guidance on Workplace Violence and consult professionals who can thoroughly assess the risks of violence in your workplace.

As you begin your analysis, consider the sources of workplace violence:

  • strangers, such as robbery
  • customers, clients or patients
  • employees

In other words, who are the likely actors? Then, consider some of the common risk factors:

  • working alone or in isolation (convenience stores, domestic workers, installers, real estate agents, etc.)
  • working after hours, late night or early morning
  • working with cash
  • delivering passengers, services or goods
  • operating out of a mobile workplace
  • working in high-crime areas
  • guarding property
  • dealing with potentially volatile members of the public, such as in an emergency room
  • working in secured settings such as correctional facilities or mental health facilities

OSHA's Workplace Violence page provides good advice about how to evaluate your basic security, access and egress. There are countless other sources for similar information available on the Web. The following are just a few examples from OSHA of areas to check:

  • Does the exterior lighting system provide adequate illumination?
  • Is the lighting system well maintained?
  • Is there an adequate key control procedure?
  • Are locks changed following employee terminations?
  • Are employees familiarized with emergency procedures and in alarm system operation?
  • Are existing alarm systems adequate?
  • Are alarm systems tested and properly maintained?
  • Are door and window locks suitable and operational?
  • Have you evaluated when and why employees work alone?
  • Are high risk areas adequately visible?
  • Are high risk areas under video surveillance?
  • Is there an access control procedure?
  • Are visitors required to register at a central reception area?
  • Are receptionists trained in emergency response procedures and activation of alarm systems?
  • Is vegetation trimmed back in order to eliminate hiding places?
  • In public access facilities are rear doors properly secured during evening hours?
  • Are self-closing doors operational and provided with locks?
  • Are employees discouraged from wearing jewelry and/or valuable clothing?
  • Are bullet-proof enclosures needed in certain areas?
  • Are escorts provided in parking areas after hours?
  • Is guard service feasible?
  • Are guards trained in company security procedures?
  • Are security fences in good condition?
  • Are locks provided?
  • Is the company active in community crime watch programs?
  • Are company-owned vehicles properly maintained?
  • Are terminated employees prohibited from returning to their work area?
  • Are terminated employees treated with dignity?
  • Are terminations handled in a secure location which is located near the exit?

Tip 3: Write an emergency response plan and practice it

If a workplace has not repeatedly practiced an evacuation drill or other emergency response, emotions and shock will probably prevent employees from responding appropriately and swiftly enough.

Tip 4: Educate employees to be aware of risks and to prevent incidents

Some professionals believe co-workers can predict when someone is about to break even better than a psychologist. So, train employees about possible signs that may indicate someone is at risk for violent behavior.

Emphasize that employees may use the hotline or tip line that are increasingly used by employers to encourage employees to report concerns about unethical behavior, discrimination or harassment. In many explosive acts of workplace violence, the individual is suffering from tremendous stress and there is often a triggering event, such as a divorce or job loss that leads to the workplace crisis.

Tip 5: Don't tolerate misconduct, especially abusive or violent behavior

An employee may claim that an underlying condition causes outbursts, and the National Labor Relations Board now scrutinizes policies requiring "courtesy" or "professional behavior" as chilling protected action. Nevertheless, establish policies demanding professionalism, including courtesy, and enforce them.

An employer may still prohibit employees from cursing, disparaging, threatening and otherwise acting inappropriately in the workplace. Create an atmosphere where employees expect one another to behave in a professional manner.

Tip 6: Evaluate potentially dangerous suspects

Exactly how do you evaluate whether someone is really dangerous or merely an immature jerk? Visit the websites that describe behaviors and signs that an employee, their family or a member of the public may present a threat. Even trained psychologists have difficulty making such a determination, much less employer representatives.

Consult with a medical care professional, such as a psychiatrist or a psychologist, or a security professional. However, recognize that in most cases the professional will probably require an in-person evaluation to determine if the person is a threat to himself or others.

Tip 7: Don't delay investigation

Don't flip out every time a co-worker raises a concern or you witness angry spouses arguing. But if an employee is concerned enough to raise the subject, investigate the facts. There may be risks of defamation if you broadly query everyone in sight, and under the ADA, you may be creating evidence that an employee has a disability condition or that the employer wrongly perceives them as such.

Recognize the legal parameters, obtain counsel and approach the investigation as you would a harassment or similar investigation. Not to be trite, but better safe than sorry. And don't forget to follow legal and professional guidelines in your investigation.

Conclusion

These tips roughly track the same activities that proactive employers should follow in trying to prevent, respond to and minimize the impact of other workplace crises such as allegations of harassment, retaliation, drug use and theft. Broadly categorized, these steps are to conduct a self-audit; develop policies, practices, procedures; educate employees; consult professional advisors; and conduct investigations.

While other tips may apply, employers who follow the seven basic tips outlined in this article should have an improved likelihood of keeping their employees safe.