It’s not a topic that anyone wants to think about, but companies should be preparing workplace violence prevention and response plans. According to the U.S. Department of Labor’s Occupational Safety and Health Administration (OSHA), workplace violence can include verbal abuse and threats, physical assaults, and homicide. Employees, customers and clients, and visitors can be the perpetrators or victims of workplace violence.

While over 2 million American workers a year report being a victim of workplace violence, OSHA notes that millions of other incidents are never reported.

According to a report by XpertHR, workplace violence and active shooter situations are among the most challenging HR compliance issues in 2018. Close to half (45 percent) of respondents felt that preparing for or responding to these types of situations was very or extremely challenging.

Risk Factors

No one is immune to workplace violence but some environments and professions are more susceptible than others.

For example, jobs that involve working in high-crime areas, and working with the general public — especially when exchanging money, or working with unstable people or individuals who have been drinking — have a higher risk. Employees who work at night or alone are also more susceptible. OSHA lists some of these jobs as delivery drivers, law enforcement personnel, healthcare professionals, customer service agents, and public service workers.

However, it’s important to note that even though some categories of workers are more likely to encounter workplace violence, these situations can occur anywhere.

MultiBriefs asked XpertHR to tell us more about the report and how companies can prevent and/or respond to workplace violence.

An Employer’s Obligation

It’s not enough for employers to hope the company is never the scene of a workplace violence incident. They have an obligation to work proactively to prevent such an occurrence.

"Employers have a duty under the General Duty Clause of the federal Occupational Safety and Health (OSH) Act to provide a workplace free from recognized hazards that are likely to cause death or serious physical harm to employees, which may include preventing acts of workplace violence," according to Beth Zoller, J.D., legal editor of XpertHR.

However, she says there are several ways for employees to prevent and respond to violence in the workplace.

"Draft, implement, and enforce policies and practices that increase awareness and reporting of violence or potential acts of violence that may affect the workplace," Zoller says. By creating a workplace violence prevention program, she says this demonstrates that the employer has a zero-tolerance policy for such acts.

Defining and Reporting Workplace Violence

Employers should also make sure that everyone understands the definition of workplace violence. "It is defined as any conduct that is sufficiently severe, offensive, or intimidating as to cause an employee to reasonably fear for his/her personal safety or the safety of his/her family, friends and/or property, such that employment conditions are altered or a hostile, abusive or intimidating work environment is created," Zoller explains.

While most people understand that shooting, hitting, and other forms of physical abuse are considered workplace violence, she says threats of violence, intimidation, and surveilling and stalking are also included. In addition, Zoller says workplace violence is not limited to behavior that takes place on the employer’s premises, but also extends to actions outside the workplace if these actions affect working conditions.

"Companies should implement a clear structure for reporting acts of violence and ensure that all complaints or concerns with respect to workplace violence are handled carefully, properly investigated, and promptly remediated," Zoller says.

Providing Training/Developing Response Plans

Training is another important part of workplace violence prevention and preparation. Zoller says employees should be trained to know what to do if an incident occurs. This includes being able to identify the sound of gunshots, knowing where to take cover in safe spots, and also knowing how to react when law enforcement arrives.

"Designate a team to respond to any acts of violence that may affect the workplace," she recommends. "The team may include representatives of senior management, human resources, security, and in-house legal counsel, as well as outside professionals, local law enforcement authorities, and outside counsel." These individuals should also be trained.

In addition to designating a team, Zoller says an emergency response plan should be developed. "This should detail how an incident of workplace violence will be managed — including securing the premises, contacting law enforcement, informing employees of impending danger, notifying families during and after an incident, dealing with media, and providing any counseling or other employee assistance after an act of violence has occurred."

Additional Steps

There are other ways that companies can lessen the chances of workplace violence. For example, Zoller says supervisors can be trained how to recognize signs of potential workplace violence. "Also, background screen applicants for red flags that may indicate potentially violent behaviors," she says.

Another step is to institute a no-weapons policy on the employer’s premises. Zoller says there should be strict consequences for violations.

"I also recommend conducting a safety and security audit to identify and correct gaps in safety and security in the employer’s workplace such as broken locks and malfunctioning security systems," Zoller says.

While workplace violence isn’t entirely preventable, taking a proactive approach that includes increasing awareness, providing training, and developing violence prevention policies and procedures, can help to provide the safest work environment possible.