Building a Workplace Violence Prevention Program

The Growing Focus on Workplace Violence Prevention

Workplace violence remains a critical safety concern, with the Bureau of Labor Statistics reporting hundreds of workplace homicides and tens of thousands of nonfatal workplace violence injuries annually. California became the first state to require nearly all employers to maintain a written Workplace Violence Prevention Plan under SB 553, effective July 1, 2024. This trend is expected to spread to other states.

OSHA has long addressed workplace violence through the General Duty Clause, Section 5(a)(1) of the Occupational Safety and Health Act, which requires employers to provide a workplace free from recognized hazards. A proactive prevention program helps employers meet this obligation.

Key Components of a Prevention Plan

An effective workplace violence prevention plan should include a written policy statement, procedures for identifying and evaluating workplace violence hazards, methods for correcting identified hazards, procedures for responding to and investigating workplace violence incidents, and training requirements for employees and supervisors.

The plan should designate responsible persons for implementation, establish clear reporting procedures, and include provisions for protecting employees who report threats or violent behavior. Under California's SB 553, the plan must be specific to each work location and must be developed with employee involvement.

Risk Assessment and Hazard Identification

Employers should conduct a thorough assessment of workplace violence risk factors, which may include working with the public, handling money or valuables, working alone or in isolated areas, working late-night hours, and providing services or care to individuals who may become violent.

The assessment should examine physical security measures such as lighting, access controls, surveillance cameras, and panic buttons. It should also evaluate administrative controls including staffing levels, visitor policies, cash handling procedures, and client interaction protocols.

Training Requirements

Training should cover how to recognize warning signs of potential violence, de-escalation techniques, reporting procedures, emergency response protocols, and the employer's zero-tolerance policy. California's SB 553 requires initial training when the plan is established and annually thereafter, with additional training when a new hazard is identified or when the plan is updated.

Supervisors should receive additional training on their responsibilities for maintaining a safe workplace, responding to employee reports of threats, and conducting preliminary assessments of potentially dangerous situations.

Incident Response and Documentation

Every workplace violence incident, including threats and near-misses, should be documented, investigated, and analyzed. The employer should maintain a violent incident log that records the date, time, location, type of incident, circumstances, and outcomes. This log helps identify patterns and evaluate the effectiveness of the prevention program. Regular review of incident data should inform updates to the prevention plan and training content.