Preventing and Managing Violence in Organizations

Workplace Violence, Targeted Violence, and Active Shooters

Marc H. Siegel

• Publisher: CRC Press
• Year: 2018
• ISBN:
  9781351020480
• Edition: 1
• Topic: Business
• Subtopic: Gestione
• Index: Business

Organizations of all types and sizes, whether they are a business, educational institution, healthcare provider, or house-of-worship, need to plan for the possibility of violent acts that may impact its people, assets, and activities. Preventing and Managing Violence in Organizations: Workplace Violence, Targeted Violence, and Active Shooters provides a comprehensive approach to addressing workplace violence, active shooter and assailant events, and other forms of targeted violence. The book takes a unique perspective that the prevention and management of violence in an organization is a risk and business management issue, rather than a siloed security issue. As such, the book's objective is to help organizations develop a program for preventing and managing violence that can be integrated into their day-to-day overall business management approach.

The main theme of the book is that any program to prevent and manage violence in an organization needs to be an inclusive process: where everyone in the organization is viewed as a risk maker and risk taker, and therefore, a risk manager. The emphasis is on building a risk and security awareness culture in the organization so that everyone throughout the organization is aware and part of the solution. The book recognizes that many, if not most, organizations do not have a dedicated chief security officer to oversee the prevention and management of violence. It also recognizes that many resource allocation decisions are made by business managers, not the security manager.

While other books approach this issue from a security perspective, this book takes the perspective that providing a safe and secure environment within the organization, and protecting its people, assets, and activities, is a business management imperative. Therefore, the book emphasizes the need to promote a risk and security awareness culture that is integrated into the organization's system of management and all its activities and functions. The "Introduction" section of the book includes a brief description of violence in organizations and the imperative for integrating the prevention and management of violence into the organization's overall business management strategy. The "Framework" section helps business, human resource, risk, security, and safety managers build a programmatic framework to support prevention and management of violence in all the organizations activities. The "Tactics and Control Measures" section provides tactical and operational advice and tools on methods to prevent, respond to, and recover from potentially violent events. For organizations that have adopted an ISO, Robust Process Improvement, or Six-Sigma management systems approach, they will immediately recognize that the elements described in the framework can be integrated seamlessly into their overall management system approach.

Preventing and Managing Violence in Organizations illustrates a systems approach for preventing and managing violence in organizations that can also be used for managing other types of operational risks. Security managers will find the book useful for integrating security in the organization's day-to-day activities—as an integral part of these activities—rather than an add-on activity. Security professionals will be able to present their program from a business and risk management perspective.

Section III

Tactics and Control Measures

10

Policy Statement

The policy statement sets the tone for preventing and managing violence in the organization. It should reflect the organization’s and top management’s commitment to prevent violence, when possible, and maintain a safe and secure environment at all times. The example policy statement can be used as a starting point template for top management of the organization to tailor a policy statement to their needs. Once completed, the policy statement should be visibly endorsed by management and communicated to all persons working on the organization’s behalf, as well as posted on its website.

Note that many jurisdictions require by-laws or regulations that employers maintain a reasonably safe, secure, and healthy work environment. A policy statement is the first step in meeting this obligation. This generic policy statement can be used as a reference, but the organization’s policy statement should be aligned with jurisdictional laws and regulations.

Below is a generic policy statement. The policy statement should be dated and signed by the authorizing person from top management of the organization (preferably president or chief executive officer). In the example below, input the name of your organization as indicated by italics.

Prevention and Management of Violence Policy Statement

(Name of Organization)

(Date)

Objective

(Name of Organization) recognizes its obligation to promote a safe, secure, and healthy environment for persons working on its behalf. This policy represents a commitment of management and all persons working on our behalf to work in unison to provide an environment free from violence, threats of violence, harassment, intimidation, and other threatening or aggressive behavior in all work-related activities, on-site and off-site. We will work together to create a safe environment where mutual respect is extended to all.

Scope

This policy outlines responsibilities of all persons working on behalf of (Name of Organization) (management, full-time and part-time employees, temporary personal, and subcontractors) to prevent and manage violence in all the organization’s activities and functions. This policy applies equally to all persons working on behalf of (Name of Organization). This policy covers workplace violence associated with day-to-day activities, as well as targeted violence associated with active shooters/assailants, terroristic acts, and other forms of random violence related to the organization’s activities.

Violence may take the form of physical acts of violence or threats to harm a person or assets (tangible and intangible). Harassment, intimidation, and other abusive behaviors, whether verbal or electronic, psychological or physical, are considered acts of violence. Sexual abuse and harassment is any unwelcome verbal or physical assault or degrading behavior and is considered an act of violence.

Management Commitment

The management of (Name of Organization) is committed to the safety and security of all persons working on our behalf. We are committed to providing an environment free from violence, threats of violence, harassment, intimidation, and other disruptive behavior. The management of (Name of Organization) is responsible for ensuring the establishment of a system of management to prevent and manage violence in our organization. Safety and security policies and procedures shall be clearly communicated and understood by all persons working on our behalf. All managers and supervisors will enforce the rules fairly and uniformly. We will provide adequate authority and budgetary resources to meet our goals and responsibilities for maintaining a safe and secure work environment, including establishing and supporting programs to assist persons working on our behalf to address potential and actual issues related to violence originating in or being brought to our organization.

Expected Conduct

All persons working on behalf of (Name of Organization) are expected to understand and comply with this policy. All persons working on our behalf are required to respect legal obligations and the rights and dignity of others and display mutual courtesy as well as engage in safe and appropriate behavior in all activities related to their association with our organization. Respect for others extends to customers, clients, vendors, and visitors. Persons working on behalf of our organization are responsible for their own behavior.

It may not always be possible to predict violent acts; therefore, we ask all persons working on behalf of (Name of Organization) to be vigilant. Report any concerns or violent acts to the Threat Assessment Team as soon as possible, providing as much detail as possible. Safety and security concerns should be reported to appropriate authorities rather than addressed through personal intervention. Persons working on behalf of the organizations are expected to fully cooperate with investigations and assessments of potential and actual acts of violence.

Persons working on behalf of (Name of Organization) are expected to report to the Threat Assessment Team any protective or restraining orders that include any facility of the organization. They are also encouraged to report to the Threat Assessment Team any safety concerns related to domestic or intimate partner violence. Reports will be treated with appropriate confidentiality.

Prohibited Conduct

(Name of Organization) expects all persons working on its behalf (management, full-time and part-time employees, temporary personal, and subcontractors) to exhibit safe and appropriate behavior in all organization-related activities. Prohibited conduct includes, but is not limited to, the following:

• Injuring another person physically or mentally
• Threatening to injure another person including by direct, indirect, or electronic means—verbal or written
• Threatening to damage tangible and/or intangible assets (property, equipment, reputation, brand)
• Engaging in belligerent, bullying, harassing, intimidating, or other inappropriate and aggressive behavior
• Engaging in coercive, argumentative behavior, horseplay, or fighting that mocks, intimidates, or threatens others
• Creating a potential or actual reasonable fear of injury to another person
• Using abusive or vulgar language toward another person
• Using the organization’s resources (physical or electronic) to threaten, harass, intimidate, or stalk others
• Using the organization’s resources (physical or electronic) to engage in unauthorized and unlawful activities (including possession, carrying, or transporting drugs)
• Engaging in unauthorized intervention putting oneself or others in harm’s way
• Committing inappropriate acts related to domestic or intimate partner violence
• Harassment of a sexual nature (e.g. unwelcome sexual advances, requests for sexual favors, and other verbal, nonverbal, or physical conduct of a sexual nature)
• Possessing, brandishing, or using any weapon (e.g. knife, firearm, explosives, or munitions) while engaged in organizational activities and services if not explicitly preapproved by an appropriate authority
• Violating a restraining order, order of protection, injunction against harassment, or other court order

Courtesy and respect should be extended to all human interactions related to the activities, functions, and services of (Name of Organization). Any behavior that is in violation of the above guidelines will be subject to investigation and proportional disciplinary action (including potential dismissal).

Grievance, Whistleblower, and Suggestion Procedure

The management of (Name of Organization) is responsible to implement and maintain policies and procedural mechanisms for reporting potential and actual acts of violence. The grievance, whistleblower, and suggestion mechanisms will be free of discrimination. Any person working on behalf of (Name of Organization) who witnesses or suspects violence, or are victims of violence, is expected to immediately report such concerns to appropriate management and/or the Threat Assessment Team to avoid escalation of the situation. (Name of Organization) will not retaliate against any individual making a good-faith report of potential or actual violence, persons of concern, and/or suspicious activities or objects.

Investigations and Disciplinary Action

The management of (Name of Organization) will investigate all reports of threats and actual incidents of violence expeditiously and discreetly. Investigations will be conducted by impartial and competent investigators. Criteria for preventing and managing violence will be applied fairly and equitably for all persons working on our behalf. (Name of Organization) reserves the right to suspend persons working on its behalf, with or without pay, pending the investigation into potential or actual violence.

Persons found in violation of this policy or procedures to prevent and manage violence, including threats of or actual violence, will be subject to prompt and proportional disciplinary action. Disciplinary actions may include reassignment, demotion, financial actions, and/or termination of the relationship with our organization.

Confidentiality

(Name of Organization) will make every effort to respect privacy and keep reports confidential. Personal information will be kept as confidential as possible, except where there is a legal requirement of disclosure and/or the “need to know” to protect people or resolve an issue.

11

Teams, Roles, Responsibilities, and Authorities

For any program in an organization to prevent and manage violence, it is essential to be inclusive. Assume that violence can impact any and all persons working on behalf of the organization. When developing plans to manage the risk of violence, it is important to keep in mind that everyone is part of the risk equation; therefore, everyone has a role to play. While an individual may be tasked with championing and overseeing the program, it is important not to send the message that they are solely responsible for the safety and well-being of all individuals. Rather, it is important to emphasize personal responsibility and awareness for oneself and their colleagues.

Management commitment and diverse worker involvement are key to establishing a successful and effective program. Persons working on behalf of the organization should be aware of their roles and the importance of the following:

• Treating all persons encountered in the workplace with respect and dignity
• Compliance with the workplace violence policy and measures to prevent, minimize, and respond to acts of violence
• Proactively engaging in violence prevention program and understanding the need to be aware and use the complaints, whistleblower, and suggestions mechanisms to alert designated persons of potential issues
• Reporting violent incidents, no matter the nature, expeditiously and accurately
• Participating in awareness and training programs, as well as drills and exercises

Management should emphasize the need for risk awareness and its commitment to the program to manage violence in the organization. Management’s mantra needs to be that inputs from all persons working on behalf of the organization are welcome and that information that is shared will be investigated while protecting the privacy and dignity of persons involved. Management should demonstrate this commitment by

• Understanding how violence impacts the achievement of strategic, tactical, operational, and reputational objectives.
• Establishing, implementing, and reviewing the workplace violence policy.
• Including management of violence as an integral part of regular business meetings and organizational planning.
• Providing the necessary resources (financial and human) needed to achieve the objectives of the program. This includes designating the appropriate responsibilities and authorities for the program.
• Leading by example—by practicing what they preach, management demonstrates the importance of the program.
• Establishing employee assistance and support programs.
• Assuring that necessary teams are established, staffed with competent individuals, and provided adequate resources to support the program to manage violence.
• Establishing feedback and communication mechanisms to enable prevention, response, and recovery from potential violent events, including a commitment to expeditiously and fairly address issues.
• Maintaining a transparent and fair system of investigation and accountability for violence.
• Monitoring, reviewing, and improving the program to manage violence in the organization.

In addition, the human resource management team should

• Implement a system of background screening and vetting that minimizes the l...