Workplace Violence Policy: 6 Critical Elements to Include 

In a recent SHRM study, 90 percent of Human Resources professionals say their organization addresses workplace safety via a screening process for potential or current employees.  However, this should be just one prong of the strategy.  Work environment violence isn’t just limited to physical assault and guns.  It also includes stalking, harassment, threatening words or conduct, and other similarly subtle behavior.  MP’s HR experts outline the critical elements of a comprehensive workplace violence policy to include in your employee handbook.   

6 Key Elements of a Comprehensive Workplace Violence Policy 

1. Develop a clear objective. 

Share the goal of the policy, which is to create a safe workplace.  Note that the organization prioritizes the safety and health of its workforce.  Clarify that the policy is meant to ensure both physical and psychological safety.  Thus, it will address topics such as harassment, verbal abuse, and other forms of abuse.  Lastly, the policy should clearly state its cooperation with any relevant state and federal laws.  This statement may include multiple state laws if the organization has offices in different states.  Note that employers with organizations in other states may also benefit from creating a different workplace violence policy for different locations. Include steps of workplace violence prevention and the federal level approach and encourage the clients to review their own state-specific guidelines and regulations. 

2. Include a statement of whom the policy covers. 

This section should clearly state that the policy applies to all employees (or all employees at a particular location).  It should say employees who fail to comply with the workplace violence policy will undergo corrective action up to, and including, termination.  

3. List prohibited conduct. 

Employers may want to work with HR experts, such as the ones at MP, to determine what behaviors should be listed in this section.  These may vary based on the organization, the nature of its work, and the location.  Different state locations may offer employees and employers varying rights regarding guns, protected classes, and harassment.  Some items employers may want to include: 

• Restrictions or complete banning of guns and other weapons while on company business or company property.  If employees are allowed to bring weapons to the workplace or the workplace parking lot, share how they must be stored.  
• Employees’ rights under Title VII of the Civil Rights Act (and most state anti-discrimination laws) to work free from harassment based on protected classes, such as race, color, creed, religion, sex, national origin, age, or disability. 
• Causing another person physical injury. 
• Intentionally damaging the property of the company, clients, another employee, etc.  
• Threatening or intimidating another person by any means, including: verbal, written, direct, indirect, or electronic means 

4. Outline procedures for reporting or handling workplace violence. 

This section should include to whom and how employees should report violence, threats of violence, and harassment.  If possible, it’s beneficial to make the person who takes these reports a neutral party, such as HR. When employees must report violent workplace behavior or harassment to a manager, they may feel intimidated or fear retaliation.  Employers should assure staff of confidentiality and protection from retaliation.  This reassurance will help encourage employees to report any concerns.  This section should explicitly state that employees should never attempt to disarm or handle dangerous situations themselves.  Instead, they should call 911, law enforcement, or contact security on the premises.  Employers should create a confidential recordkeeping system to keep track of these reports.  Every complaint should be documented and reviewed. Lastly, employers should train managers and HR in handling these reports confidentially and with empathy.  

5. Define investigation procedures. 

An organization should develop and outline an investigation procedure.  These are the steps employers should generally follow when investigating workplace violence issues: 

• Complaint 
• Submission 
• Investigation 
• Action 

6. Disclose potential consequences. 

Comprehensive policies should state potential consequences for violating the policy.  Policies may include a line stating that employees will be immediately terminated should a serious offense occur.  Notably, the language of the policy must not demonstrate consequences too strictly.  HR departments need the flexibility to decide how to discipline, especially based on facts uncovered in the investigation of the incident.  If employers choose to establish a zero-tolerance policy, they should note it in this section of their employee handbook.  (OSHA recommends that employers do consider implementing a zero-tolerance policy.)