Safeguarding Your Business Against Workplace Violence

In 2020 alone, over 20,000 private-industry workers experienced nonfatal workplace violence, and 392 were killed in workplace-related homicides, according to the Bureau of Labor Statistics. These events often cause lasting trauma, not only for the victims, but also for witnesses and colleagues. The statistics highlight a critical need for prevention strategies that protect both employees and business continuity.

In this article, we’ll break down what workplace violence entails and how HR departments can play a central role in prevention and response.

What Is Workplace Violence?

Workplace violence includes a broad spectrum of harmful behaviors that create unsafe environments for employees. OSHA identifies four types of workplace violence:

• Criminal Intent – The perpetrator has no legitimate relationship to the business or employee (e.g., a robbery).
• Customer/Client – Violence comes from someone receiving services from the business.
• Worker-on-Worker – An employee threatens or harms a co-worker.
• Personal Relationship – Incidents spill into the workplace from an employee’s personal life (e.g., domestic violence).

These types of violence can involve physical harm, intimidation, harassment, threats, or verbal abuse. All pose a risk to the health and safety of the workplace.

Recognizing Warning Signs

While not all concerning behavior leads to violence, employers and coworkers should stay alert to escalating patterns or multiple warning signs, including:

• Disregard for others, including excessive absenteeism or inappropriate conduct
• Extreme emotional outbursts or erratic language
• Poor performance or decision-making combined with refusal to acknowledge issues
• Inability to accept feedback, focus, or follow directions
• Signs of mental health struggles, such as poor hygiene, confusion, or isolation
• Obsession with perceived wrongs or holding grudges

When red flags arise, employers should have procedures in place to intervene early, whether that means reporting to supervisors, adjusting security protocols, or connecting employees to professional resources.

The High Cost of Inaction

Workplace violence not only endangers staff, but it also disrupts operations, creates legal liability, and damages morale and company culture. Failing to take action could result in significant consequences, such as:

• Business interruptions or closures during crisis management
• Increased legal exposure and regulatory penalties
• Negative publicity or loss of customer trust

Proactively addressing risks is both a legal and moral responsibility for employers.

State-Level Workplace Violence Prevention Laws

While federal guidelines on workplace violence prevention exist, several states have enacted their own laws to address this issue more directly. Here's an overview of states with significant workplace violence prevention legislation:

California

Effective July 1, 2024, California's Senate Bill 553 mandates that most employers develop and implement a comprehensive Workplace Violence Prevention Plan (WVPP). This plan must include procedures for identifying and evaluating workplace violence hazards, training employees, and maintaining a violent incident log. The law extends beyond healthcare settings to encompass various industries. 

New York

New York's Workplace Violence Prevention Act requires public employers to assess workplace risks, develop prevention programs, and provide employee training. In 2024, the state expanded these requirements to include public school districts and certain educational institutions. 

Washington

Washington State mandates that healthcare employers conduct annual workplace violence risk assessments and develop prevention programs. These programs must include employee training and procedures for responding to incidents.

Connecticut, Illinois, Maryland, Minnesota, New Jersey, and Oregon

These states require employers in specific sectors, particularly healthcare, to implement workplace violence prevention programs. Requirements often include risk assessments, employee training, and incident response procedures. 

Massachusetts

Pending legislation in Massachusetts aims to require healthcare employers to develop workplace violence prevention plans, conduct risk assessments, and provide employee training. The proposed laws also include provisions for paid leave for employees affected by workplace violence.

Other States

States like Hawaii, Nevada, New Mexico, and Ohio have focused on specific measures such as training, safety committees, and plans to reduce workplace violence.

The Role of HR in Workplace Violence Prevention

HR departments are on the front lines of policy enforcement, training, and reporting. Here’s how HR can lead the charge:

1. Policy Development

Draft and distribute clear violence prevention policies. Define unacceptable behavior and explain how employees can report concerns. Include provisions for special cases, like handling restraining orders or protecting whistleblowers.

2. Training and Education

Develop training programs for employees and supervisors that cover:

• How to identify and report violent behavior
• Emergency response procedures
• De-escalation techniques and harassment awareness

3. Incident Reporting and Response

Implement a secure, anonymous reporting system. Ensure investigations are confidential, follow protocol, and involve law enforcement when necessary. Provide support to victims and document every step of the process.

Creating a Safe and Positive Workplace Culture

Encourage communication, conflict resolution, and mutual respect. A healthy work environment can reduce tension and help prevent incidents before they start. Consider measures like:

• Employee mental health support or EAPs
• On-site security or badge access controls
• Anonymous suggestion boxes or regular check-ins

Commit to Continuous Improvement

Violence prevention isn’t a one-time effort. Regularly review and update your workplace safety plan. Conduct risk assessments based on your industry and track data to spot emerging threats or patterns.

Take Action Before a Crisis Hits

Workplace violence can happen anywhere, but proactive planning makes a difference. HR plays a vital role in prevention, education, and response. With the right tools and culture in place, businesses can keep their people safe and their operations running smoothly.

Is your workplace violence policy strong enough? Contact Exact Payroll today to strengthen your policies and support your HR team.