Creating a Workplace Violence Policy

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 Genie AI 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.

Contents

1. Define and identify workplace violence
2. Establish a zero-tolerance policy for workplace violence
3. Define what constitutes a zero-tolerance policy
4. List examples of prohibited behaviors
5. Establish a reporting system for violence or threats of violence
6. Set up a hotline for employees to report incidents
7. Ensure that the reporting system is confidential
8. Ensure that the reporting system is accessible to all employees
9. Establish a system for investigating workplace violence
10. Set up procedures for collecting evidence
11. Create a timeline for completing investigations
12. Determine who is responsible for conducting investigations
13. Establish consequences for workplace violence
14. Decide what disciplinary measures should be taken
15. Decide if legal action should be taken
16. Decide if counseling or other resources should be provided
17. Establish a system for monitoring workplace violence
18. Create a system for tracking and analyzing incidents
19. Set up periodic reviews of workplace violence
20. Establish a plan for responding to workplace violence
21. Establish protocols for responding to specific types of incidents
22. Designate a team responsible for responding to incidents
23. Set up a system for notifying and communicating with employees during an incident
24. Establish a system for training employees on workplace violence
25. Identify which employees need to be trained
26. Develop a training program
27. Ensure that the training program is regularly updated
28. Establish an employee assistance program
29. Identify which services are included in the program
30. Determine how employees can access the program
31. Ensure that the program is regularly reviewed and updated
32. Establish a system for evaluating and updating the workplace violence policy
33. Set up a system for regularly reviewing and evaluating the policy
34. Designate a team responsible for evaluating the policy
35. 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, established a budget and provider for the program, and developed policies and procedures for its implementation.

Identify which services are included in the program

• Research employee assistance programs to determine which services are most relevant to your workplace
• Make a list of the services that will be provided through the program
• Consult with employees and management to get feedback on the services included in the program
• Make sure the services listed are comprehensive and address the needs of the workforce
• Once you have identified the services included in the program, document them for future reference
• Check off this step when you have identified the services that will be included in the program.

Determine how employees can access the program

• Make sure that the policy is easily accessible for all employees, either through the company intranet or by providing a hard copy.
• Ensure that employees have the opportunity to reach out to a designated contact if they have any questions or concerns about the policy.
• Make sure that all employees are aware of the policy and its contents.

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

• After you have ensured that the policy is easily accessible, that employees have a point of contact to reach out to, and that all employees are aware of the policy, you can move on to the next step.

Ensure that the program is regularly reviewed and updated

• Train supervisors to ensure that all employees are familiar with the workplace violence policy.
• Establish a timeline for the review and update of the program.
• Schedule regular training sessions for employees and supervisors on the policy.
• Create an evaluation system to ensure that the policy is being followed and enforced.
• Monitor employee feedback and adjust the policy accordingly.

Once the program has been regularly reviewed and updated, the task can be marked off the list and the next step can be tackled.

Establish a system for evaluating and updating the workplace violence policy

• Establish review and evaluation parameters for the policy.
• Determine which stakeholders should be included in the review and evaluation process.
• Set up a timeline for regular reviews and evaluations.
• Ensure that reviews and evaluations are completed in a timely manner.
• Document any changes to the policy as they are made.

Once these tasks have been completed, you can check this step off your list and move on to the next step.

Set up a system for regularly reviewing and evaluating the policy

• Develop a timeline for when the policy should be reviewed and evaluated.
• Set up a system to monitor compliance with the policy, such as a staff survey or focus groups.
• Create a system for tracking and analyzing data related to workplace violence incidents.
• Establish a process for providing feedback to management on the policy’s effectiveness.
• When these steps are complete, you can move on to designating a team responsible for evaluating the policy.

Designate a team responsible for evaluating the policy

• Identify the personnel who should be responsible for evaluating the policy. This team should include representatives from Human Resources, management, and other relevant staff members.
• Establish clear roles and responsibilities for each member of the policy evaluation team.
• Schedule regular meetings with the team to review and discuss the policy.
• Once the team has been identified and roles established, check off this step and move on to the next step.

Establish a timeline for when the policy should be reviewed and updated

• Assign a timeline for when the policy should be reviewed and updated, such as every 12 months
• Set a reminder for when the policy should be reviewed and updated
• Have the designated team review the policy for accuracy and relevance to the company
• Determine if any changes need to be made to the policy
• After the policy has been reviewed and updated, create a new reminder for when it should be reviewed and updated again
• Once the timeline has been established and the reminder is set, this step can be checked off the list and the team can move on to the next step

FAQ

Q: Does the policy need to be tailored to a specific industry or sector?

Asked by Thomas on 02/05/2022.
A: The policy should be tailored to the individual needs of your organisation, taking into account your industry and sector. Depending on the size and nature of the business, certain elements may need to be included that others may not. However, many aspects of a workplace violence policy can and should apply universally, regardless of industry or sector.

Q: What is the legal framework for workplace violence policies?

Asked by Isabella on 14/01/2022.
A: The legal framework for workplace violence policies depends on the country in which you are operating. In the UK, for example, the Health and Safety at Work Act 1974 sets out employers’ responsibilities for managing risks and protecting their employees from harm. In the US, the Occupational Safety and Health Act of 1970 sets out similar guidance. It is important to check your local legislation and regulations to ensure that you are compliant with statutory requirements when creating your policy.

Q: What should be included in a workplace violence policy?

Asked by John on 17/07/2022.
A: A workplace violence policy should include a clear statement of intent, outlining that all forms of violence are unacceptable and will not be tolerated within your organisation. It should also set out specific procedures for reporting incidents, investigating them and addressing any issues that arise as a result. Additionally, it is important that the policy outlines appropriate disciplinary measures in response to incidents or threats of violence against staff or customers. Finally, the policy should include guidance on assessing potential risks and implementing effective preventative measures.

Q: How can I ensure that my workplace violence policy is effective?

Asked by Ava on 12/09/2022.
A: A workplace violence policy must be tailored to meet the specific needs of your organisation in order to be effective. It is important that it is regularly reviewed and updated as necessary to reflect changes in legislation or best practice guidelines. Additionally, it is essential that the policy is communicated clearly to all staff members so that they understand their rights and responsibilities in relation to preventing or reporting incidents of workplace violence. Finally, supervisors should receive regular training in how to implement the policy effectively and respond appropriately to any reported incidents or threats of violence.

Example dispute

Suing a Company for Violating a Workplace Violence Policy

• The plaintiff must prove that the company had a workplace violence policy in place, and that the company failed to adhere to those policies.
• The plaintiff must show that the company was aware of the policy but failed to take action to prevent the violence, or failed to take action to address the situation after the violence occurred.
• The plaintiff must demonstrate that they suffered damages as a result of the company’s failure to follow the workplace violence policy.
• Damages could include physical harm, emotional distress, lost wages, and medical bills.
• The plaintiff may be able to seek compensation for punitive damages as well, depending on the severity of the incident.
• Settlement may be reached through negotiation or in a courtroom, depending on the case.
• If the case goes to court, damages are typically determined by a judge or jury.

Templates available (free to use)

Workplace Violence Policy

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