Creating a Workplace Violence Policy

06/09/2023

26 min

Note: Links to our free templates are at the bottom of this long guide.
Also note: This is not legal advice

Introduction

Workplace violence is an all-too-common occurrence in the modern world and can take many forms, from physical attacks, to verbal assaults and psychological abuse - leaving victims feeling misunderstood, traumatized and even injured. As such, it is essential for businesses to take proactive measures to protect their employees from workplace violence. The best way to do this? Having a well-crafted workplace violence policy that outlines specific guidelines, expectations and procedures that employees must follow in order to prevent or respond to potential acts of violence.

Having a workplace violence policy sends a strong message that the company takes safety seriously and is committed to providing an environment where employees feel safe. It also helps create a culture of respect and accountability as everyone knows there are clear expectations in place - as well as consequences for any violation of the policy. On top of this, having such a policy can help businesses protect themselves from potential legal liability should an employee be hurt due to workplace violence - providing clear guidance on how companies can prevent or respond accordingly.

Finally, having such a policy not only helps ensure everyone’s safety but protects businesses’ bottom line too; with workplace violent incidents leading to lost productivity, higher turnover rates and increased costs associated with absenteeism, training or legal fees - all aspects which are much better avoided!

The ��Ƶ team understands how difficult it can be for businesses to navigate the task of creating an effective workplace violence policy - especially without outside help or expertise. This is why we have developed ‘the world’s largest open source legal template library’, millions of datapoints designed specifically so anyone can draft and customize high quality documents without paying expensive lawyer fees. With our step-by-step guides providing detailed instructions on how you could go about developing an effective workplace violent policy today (all without needing an account) we hope we can make this daunting process just that little bit simpler for everyone! Read on below for more information about our template library today!

Definitions

Zero-tolerance policy"": A policy that completely prohibits any form of workplace violence.
““Protocols””: Procedures that are put in place to respond to specific types of incidents.
““Designate””: To assign a person or group with a specific responsibility.
““Evaluating””: Examining and assessing the effectiveness of a policy.
““Reviewing””: Carefully examining a policy to identify potential gaps or weaknesses.
““Updating””: Making changes to a policy to reflect any changes in the law or in industry best practices.

Define and identify workplace violence
Establish a zero-tolerance policy for workplace violence
Define what constitutes a zero-tolerance policy
List examples of prohibited behaviors
Establish a reporting system for violence or threats of violence
Set up a hotline for employees to report incidents
Ensure that the reporting system is confidential
Ensure that the reporting system is accessible to all employees
Establish a system for investigating workplace violence
Set up procedures for collecting evidence
Create a timeline for completing investigations
Determine who is responsible for conducting investigations
Establish consequences for workplace violence
Decide what disciplinary measures should be taken
Decide if legal action should be taken
Decide if counseling or other resources should be provided
Establish a system for monitoring workplace violence
Create a system for tracking and analyzing incidents
Set up periodic reviews of workplace violence
Establish a plan for responding to workplace violence
Establish protocols for responding to specific types of incidents
Designate a team responsible for responding to incidents
Set up a system for notifying and communicating with employees during an incident
Establish a system for training employees on workplace violence
Identify which employees need to be trained
Develop a training program
Ensure that the training program is regularly updated
Establish an employee assistance program
Identify which services are included in the program
Determine how employees can access the program
Ensure that the program is regularly reviewed and updated
Establish a system for evaluating and updating the workplace violence policy
Set up a system for regularly reviewing and evaluating the policy
Designate a team responsible for evaluating the policy
Establish a timeline for when the policy should be reviewed and updated

Get started

Define and identify workplace violence

Identify what constitutes workplace violence, including verbal threats, physical assaults, and threatening gestures
Define the scope of the workplace violence policy, including whether it applies to employees, visitors, customers, or other stakeholders
Outline the types of behaviors that will not be tolerated
Identify the consequences for engaging in workplace violence and outline disciplinary procedures for repeat offenders
Create a communication plan for how to handle and report workplace violence incidents

How you’ll know when you can check this off your list and move on to the next step:
Once you have clearly defined and identified workplace violence, you can move on to the next step of establishing a zero-tolerance policy for workplace violence.

Establish a zero-tolerance policy for workplace violence

Clearly state in your policy that any form of workplace violence, including threatening behavior, physical assault, and intimidation, is not tolerated.
Outline the consequences of workplace violence in the policy.
Make sure to include a reporting procedure for employees in the policy.
Include a statement in the policy that employees must follow the reporting procedure if they witness or experience workplace violence.
Make sure to include contact information for the human resources department in the policy.
Distribute and explain the policy to all employees.
Have all employees sign a document acknowledging they have read and understand the policy.
Create a system for tracking and following up on incidents and complaints.

How you’ll know when you can check this off your list and move on to the next step: You will know when you can check this off your list and move on to the next step when you have clearly stated in your policy a zero-tolerance policy for workplace violence, outlined the consequences, included a reporting procedure, included contact information for the human resources department, distributed and explained the policy to all employees, have all employees sign a document acknowledging they have read and understand the policy, and created a system for tracking and following up on incidents and complaints.

Define what constitutes a zero-tolerance policy

Draft a statement that outlines the company’s zero-tolerance policy for workplace violence.
Make sure that the statement clearly indicates that any form of workplace violence will not be tolerated.
Include details as to why workplace violence is not tolerated, including the potential consequences of any violent behavior.
Make sure that the statement is easily understandable by all employees.

Once the zero-tolerance policy is drafted, it can be checked off your list and you can move on to the next step.

List examples of prohibited behaviors

Threatening or intimidating language or behavior
Physical force or violence
Harassment or bullying
Possession of weapons on company property
Violation of safety rules

You can check off this step when you have listed out any and all examples of prohibited behaviors that your workplace violence policy should cover.

Establish a reporting system for violence or threats of violence

Create a reporting system that allows employees to report any incidents of violence, threats of violence, or any other safety concerns.
Make sure your reporting system allows employees to report incidents anonymously if they choose.
Establish a clear process for employees to follow when they report an incident. For example, they should provide details including the date, time, and location of the incident, as well as the names of any people involved.
Emphasize that employees should report any incidents as soon as possible, so that the issue can be addressed quickly and effectively.
Make sure your reporting system is accessible to all employees and promotes a safe and secure workplace.

You’ll know you can check this off your list and move on to the next step when you have developed a system that allows employees to report incidents of violence or threats of violence, and when you have established a process for employees to follow when they report an incident.

Set up a hotline for employees to report incidents

Identify an external third-party hotline that employees can call to report any incidents of workplace violence or threats of violence.
Ensure the hotline is available 24/7 and is able to respond to multiple languages.
Provide the hotline contact information to all employees and post it in conspicuous locations throughout the workplace.
Make sure all employees know that they can report incidents without fear of retribution.
Once the hotline is set up, you can check off this step and move on to the next step.

Ensure that the reporting system is confidential

Ensure that you have a system in place that allows employees to report workplace violence incidents anonymously or confidentially, as appropriate.
Make sure that employees are aware of their right to remain anonymous if they choose to report incidents.
Ensure that any information collected during the reporting process is kept confidential.
Make sure that all employees are aware of the reporting process and are able to access it easily.

How you’ll know when you can check this off your list and move on to the next step:

You have created a system that allows employees to report workplace violence incidents anonymously or confidentially, as appropriate.
You have informed employees of their right to remain anonymous if they choose to report incidents.
You have made sure that any information collected during the reporting process is kept confidential.
You have ensured that all employees are aware of the reporting process and are able to access it easily.

Ensure that the reporting system is accessible to all employees

Make sure the reporting system is available in a variety of forms, such as electronically, verbally, and in writing.
Allow employees to report anonymously and provide a secure channel for them to do so.
Ensure that the reporting system is accessible to all employees regardless of their position, gender, race, or disability.
Ensure that the reporting system is explained clearly during onboarding and whenever a refresher is needed.
Make sure that the reporting system is available in multiple languages.
Make sure that the reporting system is easily accessible, such as through an intranet page or an app.

How you’ll know when you can check this off your list and move on to the next step:

Once you have ensured that the reporting system is accessible to all employees, you can move on to establishing a system for investigating workplace violence.

Establish a system for investigating workplace violence

Develop an investigation team responsible for looking into any reports of workplace violence.
Set up guidelines for how the team should conduct their investigations, including when and how to interview witnesses.
Establish a timeline for completing the investigations, including what actions will be taken if the investigation is not completed by the allotted time.
Create a reporting system for documenting the investigation’s findings and recommendations.

Once these steps are completed, you can move on to the next step of setting up procedures for collecting evidence.

Set up procedures for collecting evidence

Establish a clear policy regarding the collection of evidence related to workplace violence
Establish a protocol for how and when evidence should be collected
Determine who will be responsible for collecting evidence
Document the process for collecting and storing evidence
Develop a protocol for handling confidential evidence
When evidence has been collected and stored, document the collection and storage process

Once these procedures have been established and documented, you can move on to creating a timeline for completing investigations.

Create a timeline for completing investigations

Establish a timeline for how long investigations into workplace violence should take.
Set a deadline for when the investigation should be completed and make sure all involved parties are aware of it.
Make sure all evidence is collected, reviewed, and analyzed prior to the deadline.
Check in with all involved parties regularly to ensure that the investigation is on track and on schedule.
Once the investigation is complete, document the findings and take appropriate action.
Make sure to document the timeline and process of the investigation for future reference.
When the timeline and investigation process is completed, you can move on to the next step.

Determine who is responsible for conducting investigations

Select one or more managers or supervisors to handle workplace violence investigations from start to finish.
Ensure that these managers or supervisors are adequately trained in conducting investigations.
Consider appointing one or more employees to serve as a confidential contact for victims or witnesses of workplace violence, who will be responsible for keeping all information confidential and helping facilitate the investigation process.
Have the selected managers or supervisors meet with all management and staff to explain their roles and responsibilities with regards to workplace violence investigations.

How you’ll know when you can check this off your list and move on to the next step:

When the selected managers or supervisors have been adequately trained and have met with all management and staff to explain their roles and responsibilities with regards to workplace violence investigations.

Establish consequences for workplace violence

Create a list of consequences for workplace violence that includes progressive discipline
Make sure the consequences are consistent and align with the policy
Ensure the consequences are well defined and transparent
Utilize employee feedback when establishing consequences
When complete, document the consequences for workplace violence

Once the consequences for workplace violence have been outlined, you can move on to the next step.

Decide what disciplinary measures should be taken

Establish a range of disciplinary measures that will be taken depending on the severity of the workplace violence.
Consider consulting legal counsel to ensure disciplinary measures are compliant with local laws and regulations.
Communicate the disciplinary measures to all employees in the form of a policy.
When the disciplinary measures have been established, this step is complete and you can move on to the next step.

Decide if legal action should be taken

Research your state and local laws to determine if any legal action can be taken against the perpetrator of workplace violence.
Consult with a lawyer if needed to ensure that all potential legal action is considered.
Consider if the perpetrator should be reported to the police, or if a civil lawsuit should be filed against them.
When all potential legal action has been evaluated, check this step off your list and move on to the next step.

Decide if counseling or other resources should be provided

Research the types of counseling and other resources available in your area
Consult with local experts and other organizations to determine the most appropriate type of counseling or resource
Determine the budget available for counseling or other resources
Decide if the company will cover the cost of counseling or other resources
Make a decision on which type of counseling or resource to provide
Once you have made a decision, you can check this off your list and move on to the next step of establishing a system for monitoring workplace violence.

Establish a system for monitoring workplace violence

Determine the best way to monitor for potential workplace violence. This may include employee surveys, regular workplace inspections, or another form of monitoring.
Identify who is responsible for monitoring for potential workplace violence.
Establish a system for reporting potential workplace violence.
Establish a system for responding to reports of potential workplace violence.
Document the systems and procedures established for monitoring workplace violence.

Once you have established a system for monitoring workplace violence, you can check this step off your list and move on to creating a system for tracking and analyzing incidents.

Create a system for tracking and analyzing incidents

Develop a system to keep track of workplace violence incidents, including details such as the date, time, location, and names of all parties involved
Make sure all reports are stored in a secure, confidential location
Track any trends that may arise from the analysis of the incidents
Share the findings with management and the human resources department for further review
When the tracking system is in place and functioning, you will know you can move on to the next step in creating a workplace violence policy.

Set up periodic reviews of workplace violence

Determine how often workplace violence policies and procedures should be reviewed, such as annually or semi-annually.
Consider bringing in a third-party expert to review and provide input.
Analyze reports of workplace violence in order to identify any gaps and areas that need to be addressed and improved.
Make sure to involve all relevant stakeholders in the process and solicit their feedback.
Make sure to document all changes and the rationale behind them.
Update the workplace violence policy and procedures to reflect any changes.

When you can check this off your list and move on to the next step:

When the review process is completed and changes have been documented and implemented.

Establish a plan for responding to workplace violence

Create a written document that outlines a plan of action for responding to workplace violence incidents.
This plan should include guidelines on who to contact in the event of an incident, protocols for de-escalating volatile situations, and the steps to be taken for providing assistance to the affected parties.
Ensure that all employees are aware of this plan and that it is regularly reviewed and updated as needed.
Establish a response team of employees who will be responsible for carrying out the plan in the event of a workplace violence incident.
Identify resources available to employees who have been affected by violence and/or who may be at risk of being affected by violence.
When the plan is complete, review it with all stakeholders for feedback and approval.

How you’ll know when you can check this off your list and move on to the next step:

When the plan has been created, reviewed, and approved by all stakeholders.

Establish protocols for responding to specific types of incidents

Establish protocols for responding to workplace violence, threats, intimidation, bullying, and harassment
Include details on how to report incidents, who should be contacted, and who should be notified
Designate a team or individuals responsible for responding to each type of incident
Set out the roles, responsibilities, and expectations for each person or team involved in responding to incidents
Provide guidance on how to assess the risk of each incident and the appropriate response
Set out a timeline for responding to each type of incident
Document all protocols in writing

Once all protocols have been established and documented, you can move on to the next step.

Designate a team responsible for responding to incidents

Identify a group of people who will be responsible for responding to incidents of workplace violence.
Make sure the team is composed of individuals who are knowledgeable about workplace violence.
Include representatives from Human Resources, Security, Management, and any other relevant departments.
Provide training to the team on how to recognize, respond to, and report incidents of workplace violence.
Establish the roles and responsibilities of each team member.
Establish procedures for how the team will communicate and coordinate during an incident.

When you can check this off your list and move on to the next step:

When you have identified a team responsible for responding to incidents of workplace violence.
When you have ensured that the team is composed of knowledgeable individuals.
When you have provided training to the team on workplace violence.
When you have established the roles and responsibilities of each team member.
When you have established procedures for how the team will communicate and coordinate during an incident.

Set up a system for notifying and communicating with employees during an incident

Establish a system for contacting and notifying employees in the event of an incident
Ensure employees are aware of the communication system and how to use it
Consider implementing a mass communication tool like an email list or text message system
Designate an individual or team responsible for activating and managing the communication system
When complete, test the communication system to ensure it is working properly
Once tested, you can move on to the next step of establishing a system for training employees on workplace violence.

Establish a system for training employees on workplace violence

Create a document that outlines the workplace violence policy and training objectives
Develop a training program that covers topics such as how to recognize and respond to workplace violence, understanding the legal implications of workplace violence, and how to report incidents
Make sure to include interactive activities and scenarios to reinforce the objectives
Schedule regular training sessions for all employees, and provide refresher courses as needed
Keep track of who has completed the training and when
Evaluate the effectiveness of the training sessions periodically

How you’ll know when you can check this off your list and move on to the next step: All employees have completed the training, and you have kept track of who has completed the training and when.

Identify which employees need to be trained

Identify which positions and roles require training in workplace violence prevention
Make a list of the employees who occupy these roles
Consider the nature of the roles and positions and the possible risk factors that may be involved
Determine whether the training will be mandatory or voluntary
Consult with legal counsel to ensure compliance with relevant laws and regulations
When you have identified the employees who need to be trained, check this step off your list and move on to developing a training program.

Develop a training program

Establish a formal training program that is designed to teach employees about workplace violence, including how to recognize and report any potential warning signs
Make sure the program is tailored to the needs of your particular organization and staff
Include an overview of your workplace violence policy and provide examples of how those policies apply in different scenarios
Ensure that the training covers the topics of appropriate responses to potential violent incidents, how to report them, and how to seek help
Provide a comprehensive explanation of how the company will handle any potential violent activity
Make sure the training is interactive and provides employees with the opportunity to ask questions
Test employee knowledge of the material presented in the training
Evaluate the effectiveness of the program and make any necessary updates
Once the training program is developed and employees have received the necessary training, the step is complete.

Ensure that the training program is regularly updated

Identify a responsible person or team responsible for regularly updating the training program
Establish a timeline for when the training program should be reviewed and updated
Develop a process for updating the training program which includes gathering feedback from employees and supervisors
Ensure that the training program is regularly evaluated for effectiveness and necessary updates are made.
When the training program is updated and reviewed, take steps to communicate the changes to employees.

You will know you can check this step off your list and move on to the next step when the training program has been updated and the responsible person or team has been identified, a timeline for review and update has been established, and a process for updating the training program has been developed.

Establish an employee assistance program

Research and identify suitable employee assistance programs that meet the needs of your organization.
Decide on the services the program should offer and make sure these services address the issues which are most relevant to your company.
Develop policies and procedures for how the program will be implemented, monitored, and evaluated.
Establish a budget for the program and develop a cost-benefit analysis to determine the program’s effectiveness.
Identify a provider and/or contact person who will be responsible for administering the program.
Ensure that the program is regularly updated and that employees have access to the program’s services.

You can check this step off your list when you have identified the services to be included in the program, e