Key Elements of a Workplace Violence Prevention Policy

Shootings at a manufacturing plant in Illinois and a municipal center in Virginia graphically illustrate a disturbing trend of workplace violence. In 2023, there were 458 incidents of workplace homicide nationally, enough for experts to label the violence an epidemic. High profile cases, horrific as they are, tend to overshadow the fact that workplace violence happens every day in different ways. It’s not a matter of if, but when.

The Occupational Safety and Health Administration (OSHA) estimates that at least 2 million Americans are impacted by violence in the workplace every year—including threats, harassment, intimidation, and homicide.

Workplace violence may not be entirely preventable, but there are concrete steps employers use to mitigate the impact of violence in the workplace. Violence prevention efforts should include careful pre-employment screening. In addition, running awareness campaigns, dealing effectively with complaints, recognizing warning signs, and training personnel for worst-case scenarios are a must. Defuse potentially violent situations before they escalate using a key human resources tool – a robust policy of prevention harassment.

ESSENTIAL READING: Recognizing the Levels of Violence and Response, U.S. Department of Labor

Lessons from the Xerox workplace shooting in Honolulu

Workplace gun violence is thankfully not common in Hawaiʻi, but it does happen; many remember the November 1999 shooting at the Xerox building in Honolulu, where technician Brian Uyesugi shot and killed seven co-workers.

While it is impossible to be certain, some have speculated that this tragedy was preventable. Uyesugi, a disgruntled employee with mental health issues, had a work history strewn with incidents of threats, intimidation, and even arrest while on the job. The company and mental health providers eventually settled with victims’ families in a civil case that alleged that Xerox did not do enough to treat his issues.

As a friend of the family of the youngest victim in the shooting, ALTRES Risk and Safety Director, John Fielding, remembers the Xerox murders quite well. “So many people were deeply affected by this senseless act of violence,” he recalls. Over 25 years later, this tragedy teaches companies to better understand how to prepare, train and react to a potentially violent situation.

“Having a zero-tolerance policy is the key and first step in dealing with potential issues,” says Fielding. “Awareness of what’s happening with your employees is essential. Responding quickly and providing decisive consequences for those who violate the policy is recommended. Training on how to escape, elude, evade, or fight should be taught, and drills should be conducted regularly.”

6 ways to a better workplace violence prevention policy

One of the best ways for employers to provide a safe work environment while preparing their employees for the possibility of violence is through policy. A policy won’t stop bullets, it’s true. However, your company policy reduces the threat of workplace violence and increases the protection of employees and the company, in the event of an incident.

A published policy creates the opportunity for conversation with employees about workplace violence. It might even save lives. From a liability standpoint, it’s a no brainer: your company needs to have a zero-tolerance policy against workplace violence. Be sure to clearly articulate your stance on guns and other potential weapons in the workplace.

A few key points to consider with regard to your workplace violence prevention policy:

1. Take a zero-tolerance stance

With hard-line policy against workplace violence in all its forms, the implementation of systems, brings better focus on reporting, discipline, and prevention training.

2. Confidential and anonymous reporting

Have a mechanism in place to encourage employees to report concerns confidentially or anonymously. Few violent acts happen without warning of any kind. An established reporting mechanism gives companies a chance to nip issues in the bud.

3. Post your policy publicly

Publish your policy regarding workplace violence and firearms on the premises. Post it publicly, make sure it is in the employee handbook and/or website–everywhere company policy is made available. Ensure employees fully understand these policies and that managers are trained to respond effectively.

4. Follow the rule of law

Make sure your policy is consistent with state law; Hawaiʻi gun laws are some of the strictest in the nation. If you have employees in more than one state, your policy must be consistent with laws in each state in which you operate.

5. Clear firearms prohibitions 

Make sure to clearly state where firearms are prohibited or permitted, including public and private vehicles. Gun laws in Hawaiʻi impose strict registration rules, permit requirements, and restrictions.

6. Consider occupational threats

Certain industries (such as retail sales, taxicab, and security) are at a greater workplace violence risk. For men, work-related homicide is most commonly due to robbery. For women, the assailants are most commonly a relative or domestic partner (Source).

Related: Employment Protections for Victims of Domestic Violence

This article is for informational purposes only and does not constitute legal advice. Readers should first consult their attorney, accountant or adviser before acting upon any information in this article.