Workplace Violence Prevention Plan

According to the Occupational Safety and Health Administration (OSHA), as many as 2 million Americans suffer violence at the workplace every year (OSHA, 2002). This figure is worryingly high and highlights the failure to create safe workplaces. As they carry out their mandate, employees are exposed to hazards which could cause bodily harm. While all employees are at the risk of workplace violence, there are some groups which are particularly vulnerable. For example, employees who are dispatched to high-crime areas and those who handle valuable materials such as cash face a high risk of violence (“Workplace Violence”, 2017). The Occupational Safety and Health Act mandates employers to ensure that the workplace environment is sufficiently safe to guarantee the health and safety of their employees. As part of the efforts to ensure employee health and safety, an organization should develop a workplace violence prevention plan. This plan should highlight policies, measures and philosophies that guide the protection of employees against violence.

This organization recognizes the need to protect all employees against violence. In the recent past, allegations of sexual misconduct and abuse have emerged in such industries as media and film production (Pulver, 2018). These allegations highlight the urgency with which employers need to institute measures and policies for violence prevention. In the following section, some of these measures and policies are highlighted.

Safety Policy Framework 

While designing workplace safety plans, organizations are advised to begin with a definition of the safety policy (Kieselbach, 2009). This policy conveys the organization’s commitment to safeguarding the health and general welfare of its employees. The framework should identify key values and policies that guide the workplace safety program. It is also critical for the organization to include a description of some of the general principles and guidelines which govern the workplace safety program. The safety policy framework for this organization is provided below.

Internal Responsibility 

The OSHA Act requires employers to spare no expense in ensuring that their employees operate in a safe and health-promoting environment (Hughes & Ferrett, 2015). In compliance with this requirement, employers need to assume responsibility for the health and safety of workers. The following principles and guidelines underscore this organization’s demonstration of internal responsibility:

• The top leadership shall take the lead in discouraging and preventing workplace violence
• The company commits itself to taking all necessary measures to shelter all employees against any and all forms of violence
• The company shall cover all costs incurred during treatment for injuries and other harms sustained due to workplace violence
• All employees must refrain from all acts of violence against their colleagues and all other parties with whom they engage
• The policy of the company forbids the possession of all forms of weapons including firearms

Due Diligence 

Due diligence plays a critical role in ensuring workplace safety (Hughes & Ferrett, 2010). Essentially, due diligence is concerned with the gathering of information for the purpose of enhancing safety and preventing such hazards as workplace violence. Due diligence is especially critical during the recruitment process. Firms should conduct a rigorous background check before hiring an employee. As part of due diligence, the company will follow the guidelines below:

• All applicants for any position at the company will be required to submit to a background check. The check will give particular focus to the criminal histories of applicants
• The background and criminal history checks will also be extended to employees whose behaviors point to the risk of workplace violence
• Due diligence will also be carried out when reviewing any reports of workplace violence. Those reporting incidences of violence will be expected to provide full and accurate information
• The due diligence will be extended to such parties as contractors and suppliers with which the organization does business. The suppliers and contractors will be expected to share the company’s culture of zero tolerance of workplace violence. The company will cut all ties with any supplier and contractor found to have a history of either actively encouraging or failing to prevent workplace violence.

Hazard Recognition and Control 

As they perform their duties, employees face a wide range of hazards. It is the mandate of the employer to identify these hazards and take action to contain them (Hughes & Ferrett, 2010). Employers also need to sensitize their employees regarding the measures that they can take to rid the workplace of the identified hazards. Below are some of the processes and steps that the company will take to recognize and control hazards:

• Every two weeks, employees will be required to take part in a survey whose purpose will be to gain insights into the potential for workplace violence. Among other things, the survey will ask the employees to reveal any incidences of workplace violence they have either suffered or witnessed
• The human resource department will be required to keep a close eye on the employees. This department will particularly monitor employee relationships while giving special focus to employees with records of workplace violence

The company will require the employees to join the hazard recognition and control efforts. Some of the measures that the employees can take to support these efforts include:

• Reporting incidences of workplace violence
• Shying away from violence at the workplace
• Embracing dialogue and diplomacy to resolve all conflicts
• Seeking the intervention of management when conflicts escalate and the threat of violence becomes real
• As part of workplace violence control, the company will institute disciplinary measures against those found to be engaging in violent acts. Specific details of the disciplinary measures are provided in a later section.

Job Hazard Analysis 

The threat of violence depends on such factors as the type of job that an employee performs. There are certain employee groups who are particularly vulnerable to workplace violence. Companies need to focus their workplace violence prevention initiatives on the most vulnerable employee groups (Giovannone, 2016). This organization understands that it has an obligation to ensure the safety of the employees whose jobs expose them to an elevated risk of workplace violence. In an effort to keep these employees safe, the following guidelines will be enforced:

• The company will minimize the assignment of employees to high-crime areas. This is intended to lower the risk of violence
• Those assigned to the high-crime areas will be required to remain in the company of a colleague. The top management will see to it that no employee carries out a dangerous assignment alone
• The firm encourages employees to establish buddy-systems. Essentially, these systems involve colleagues who hold one another accountable. When an employee feels threatened, the firm advises that the employee should contact their colleague immediately
• Upon recruitment, all employees will be involved in a review of their jobs. The review will seek to explore the security risks that the employees are expected to encounter as they perform their duties
• The job analysis will be a continuous process whose purpose will be to identify new and emerging risks that the employees are likely to face. The analysis will help the company to update its policies and practices so as to keep up with emerging threats in the workplace
• If possible, employees will be assigned safer tasks. However, the company challenges the employees to be willing to participate in tasks that come with some risk of violence. The firm commits to take all necessary measures to keep the employees safe
• Field employees who are exposed to safety risks will be provided with communication equipment. They are to use these tools to raise the alarm when they feel threatened
• When field employees feel unsafe, the company advises that they should immediately leave the area and contact their supervisors.

Workplace Safety and Violence Training 

That violence is wrong and destructive appears obvious. However, the millions of incidences of workplace violence indicate that many employees do not recognize the dangers that workplace violence pose. It is crucial for employers to train their employees on the importance of a safe working environment and the need to shun violence (Schneid, 2014). The training should also challenge the employees to do all that it takes to protect themselves and their colleagues against violence. The following guidelines and principles capture the workplace violence and safety training that the company will conduct:

• All newly recruited employees will be introduced to the company’s culture and tradition of zero tolerance to workplace violence
• Every four months, all employees will be required to attend a seminar on workplace safety
• In recognition of the fact that women are most at risk of workplace violence, the company will conduct a special training sessions for its female employees. The training will address such issues as the steps that the female employees can take to discourage harassment and violence
• While this company does not tolerate any form of violence, it recognizes the need to help the perpetrators of violence. Therefore, the company will provide training to the perpetrators. However, the training will be limited to those responsible for minor acts of violence
• The top management will receive training on a wide range of issues such as how to recognize and control violence
• In a bid to keep the company premises secure, security guards will be hired. To ensure that they are adequately trained to handle any case of violence, the guards will be required to undertake training programs that shall be held every three months
• Through such platforms as the website and social media accounts, the company shall update its employees, contractors, suppliers and other stakeholders on its workplace violence prevention program.

Emergency Response Planning 

Despite their best efforts, companies are unable to guarantee that incidences of violence will not occur. It is therefore important for the companies to include emergency response protocols that are activated when violence occurs. The protocols should identify the parties who are responsible for intervening and the measures that they need to take. This organization acknowledges that its plans may fail to prevent violence. In the event that violence erupts at the workplace, the following steps should be followed:

• It is the mandate of employees who are within the immediate vicinity of a violent act to respond
• Should the employees be unable to respond, they are to alert the security guards who are required to move in with speed and intervene
• If the violent act only involves employees of the company, internal conflict resolution mechanisms are to be used. A report of the incident should be filed immediately with the human resource department
• If it is determined that the violent act is of a criminal nature, law enforcement officials should be notified immediately. Employees should note that violent acts that result in serious injury or damage to the company’s property will be regarded as criminal
• The emergency response plan that the company has developed is only to be activated when the prevention measures fail. Employees need to remember that they have an obligation to shun violence at all costs. They are reminded that engaging in any form of violence will attract hefty punitive measures. These measures are examined in detail in a later section.

Anger Management 

Anger management has been identified to be one of the most effective strategies for preventing violence in the workplace (Rogers & Chappell, 2003). Basically, anger management is concerned with controlling one’s emotions and responding appropriately to situations that spark rage and frustration. It is important for employees to maintain sobriety and a clear mind when performing their duties. Employees should also remain friendly when engaging with such stakeholders as customers. The following guidelines are to be followed for anger management:

• The company will establish an anger management program. While participation in the program will be entirely voluntary, employees, especially those with serious anger management problems are encouraged to take part in the program
• The internal anger management program may be insufficient to adequately address the needs of the employees. For employees who require expert help, the company remains prepared to refer them to professionals
• In demonstration of its commitment to creating a toxin-free environment, the company shall cover all costs associated with the anger management program
• The company has established a culture of friendship, warmth and collaboration. It is hoped that this culture will help employees to deal with anger issues and create warm relations with colleagues.

Mental Health Services 

There have been efforts to determine if mental disorders play any role in promoting violence in the workplace and other settings. As a result of these efforts, it is now understood that mental disorders are among the factors that encourage violent behavior (Swanson et al., 2015). For example, mental health has been linked to the numerous mass shootings that have occurred in the United States. There have been calls for the country to enhance access to mental health services so as to minimize instances of violence. In its quest to prevent workplace violence, this company endeavors to provide mental health services to all of its employees. The following guidelines capture the firm’s dedication to employee mental health and wellness:

• All employees will be required to undergo psychological evaluations. While these evaluations will be voluntary, the company makes it clear that continued employment will be based on participation in the evaluation. The firm does not wish to violate the rights of the employees. However, in fulfilling its obligation to ensure employee safety and health at all times, the firm insists that all employees should submit to the psychological evaluations
• Employees with a history of mental disorders will be provided with all the facilities and services that they need to ensure their comfort and prevent workplace violence
• The human resource department will have a resident mental health practitioner whose primary mandate will involve attending to the mental health needs of all employees
• Employees who require specialized care will be referred to partner mental health institutions at the expense of the company
• If it is established that the mental health of an employee hinders their performance and places the safety of colleagues and other stakeholders at risk, the firm will be forced to terminate the employee. This will be a last resort measure that will only be engaged if other strategies fail to yield positive outcomes.

Disciplinary Action 

Disciplinary measures allow firms to modify the behavior of employees (Leonard & Trusty, 2015). These measures are particularly instituted when employees engage in such undesirable behaviors as violence. However, as they take disciplinary action, firms should ensure fairness while protecting the wellbeing of the concerned employee. Some of the disciplinary measures that the firm will take and the actions that will trigger these measures are identified below:

• Minor infractions shall attract suspension. The length of the suspension is left to the discretion of the human resource personnel handling a particular case
• In response to acts of violence that result in injury or damage to company property, the firm may fire the employee
• Serious violations of the company policy regarding workplace violence will require the company to refer the case to the relevant law enforcement agency
• The firm may resort to such other measures as demotion and pay cuts as punishment for violence in the workplace.

Workplace and Negligence Compensation 

Violent acts often cause injury and damage. When this occurs, an organization may be required to offer compensation to the victims. This is especially so if the victim is a member of the public who suffered harm as a result of a violent act that an employee has committed. Below are the guidelines to be followed as regards workplace and negligence compensation.

• The concerned employee bears primary responsibility for any harm or damage caused. They will be required to shoulder the cost of the harm
• In instances where the employee is unable to cover the cost of the harm resulting from their violent actions, the firm may intervene. However, the company’s intervention will be limited to costs not exceeding $10,000
• For employees who suffer harm due to workplace violence, the worker’s compensation insurance package covers the cost of treatment.

In conclusion, firms should exhaust all resources as they seek to create safe workplaces. While they should endeavor to eliminate all hazards, they should give special attention to workplace violence. Such groups as female employees and field workers are particularly vulnerable to workplace violence. They should be the focus of the workplace violence prevention programs that an organization develops. The program should also address such issues as training and mental health. It is also vital for companies to include provisions for compensation in their violence prevention plans. The plan provided above is comprehensive and adequate. It is hoped that it will help the organization to insulate its employees against violence.

References

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