California has taken a pioneering step in enhancing workplace safety by becoming the first state in the United States to pass a law requiring organizations to implement a workplace violence prevention plan. Senate Bill (SB) 553 stresses the rising concern for employee safety and the pressing need to address workplace violence proactively. The new law goes into effect on July 1, 2024. It's anticipated that other states will soon follow California's lead in legislating similar protective measures.
Even for savvy organizations outside of California, implementing a workplace violence prevention plan is no longer an option — it’s essential for ensuring a safe and secure working environment for all. This shift underscores the urgency for organizations to proactively manage potential threats and prioritize the well-being of their workforce.
Elements of an effective workplace violence prevention plan
If employers do not already have a written plan in place, they should establish, implement, and maintain an effective workplace violence prevention plan — one that’s specific to their organization. For organizations that have multiple facilities or sites, a plan may need to be tailored to accommodate the unique hazards at each site.
A written plan must include a clear and comprehensive plan outlining the organization’s stance on workplace violence and preventive measures. It is a vital foundation for the organization’s program, setting expectations, providing guidance, and promoting a culture of safety and respect among employees.
A plan should include, but is not limited to, the following:
- Definition of workplace violence
- Statement of zero tolerance
- Prohibited behaviors
- Reporting procedures
- Investigation process
- Support and resources
- Prevention strategies
- Communication plan
- Evaluation and review
Implement comprehensive measures to proactively identify potential threats
While a comprehensive workplace violence prevention plan starts with a clearly written policy, a good policy is not the end. Certainly, it should not simply be an addendum to the existing employee manual with a link and reminder to review an active shooter video annually.
The written policy is but one element of a robust and dynamic program that proactively identifies potential threats and implements comprehensive measures to mitigate them. It includes clear policies, effective communication, employee training, and appropriate security measures, all tailored to the specific needs and risks of the organization.
Risk assessment
Conduct regular assessments to identify potential risks or hazards that may contribute to workplace violence. By conducting a physical security risk assessment, organizations can identify potential vulnerabilities and implement measures to mitigate the risk of workplace violence, creating a safer working environment for employees.
Employee awareness
Awareness is crucial for a comprehensive workplace violence prevention program. Employees should understand security protocols and procedures and be familiar with reporting procedures. This empowers employees to contribute to a violence-free workplace.
Through education and training, organizations can equip their workforce with the necessary skills and knowledge to recognize and report potential signs of violence, practice conflict resolution, manage stress effectively, and utilize de-escalation techniques. By fostering a security culture and regularly reinforcing these skills, organizations can proactively address potential threats and maintain a safe work environment.
Reporting and investigation procedures
Establishing clear reporting channels and a well-defined process for investigating and responding to reported incidents promotes a culture of safety and trust, encourages employees to come forward with concerns, and enables timely and effective resolution of workplace violence incidents.
Threat assessment and threat management
To effectively and promptly address, mitigate, and respond to potential threats in the workplace, it is important to establish a comprehensive threat management program. The program should include processes for assessing the credibility and seriousness of threats.
The first step is to establish a threat assessment team, seeking advice from HR, security, and legal teams, and/or partnering with outside experts in threat management. The team should conduct initial assessments to determine the level of risk, as well as steps to monitor the overall situation and the individuals involved in making threats.
Communication
Establish clear communication channels to share information about preventing workplace violence, updates, and procedures with all employees. Make sure these channels are inclusive, accessible, and meet the diverse needs of employees. Using a mix of these methods, such as email, newsletters, workshops, posters, and town halls, can help organizations effectively spread and reinforce measures to prevent violence in the workplace.
Physical security measures
Ensure the workplace is safe with appropriate security measures like access control systems, surveillance cameras, good lighting, and security personnel to deter violence and provide a safe work environment. Assess the specific needs and risks of the workplace to determine the best security measures. Implementing these measures or a combination of these measures, tailored to the organization’s needs, can help create a safer work environment for employees.
Response and support mechanisms
Establish protocols for responding to incidents of violence, including immediate response measures, support services for victims, and counseling resources for affected employees. It is crucial to communicate the availability of support services and resources to all employees and to foster a compassionate and empathetic workplace culture that supports the well-being and recovery of those affected by workplace violence.
Regular review and improvement
It is imperative to periodically review and update the workplace violence prevention program in consultation with employees to identify areas for improvement and adapt to emerging risks or challenges.
The passing of California’s Workplace Violence Prevention Plan law serves as a milestone in prioritizing employee safety and addressing the rising concerns surrounding workplace violence. The urgency for organizations to proactively manage potential threats and create a secure working environment has become more evident than ever in California, across the United States, and around the world. Safeguarding employees from workplace violence must be a top priority.
For some organizations, knowing where to start can be overwhelming. If you’re looking to take next steps, Pinkerton’s Risk Advisory can be a valuable asset in helping your organization establish and maintain a workplace violence prevention plan. Discover how Pinkerton can support your organization.