The Occupational Safety and Health Administration (OSHA) is a creation of the federal government to ensure a “safe and healthful working conditions for working men and women by setting and enforcing standards and by providing training, outreach, education, and assistance.”  It has a significant impact on workers’ compensation claims in terms of workplace safety and injury prevention.   Given its role, it is important for employers and other interested stakeholders to know how to respond to workplace safety inspections and post-injury response.

Understanding OSHA Basics

OSHA’s jurisdictions cover nearly every workplace and job site regardless of size or function.  In terms of safety, they have the ability to inspect the workplace randomly or following a complaint that merits action.  Common conditions that result in violation include the following:

• Falls from heights and failure to implement requires fall protection systems;

• Scaffolding and other elevated structures;

• Use or manufacture of hazardous materials; and

• Machinery and implementation or use of required safety guards.

The federal act also allows states to create their own OSHA programs.  This act allows states to develop their own standards, provided they meet the federal minimums required under the Act.  There are currently 22 OSHA approved programs that include: Alaska, Arizona, California, Hawaii, Indiana, Iowa, Kentucky, Maryland, Michigan, Minnesota, Nevada, New Mexico, North Carolina, Oregon, Puerto Rico, South Carolina, Tennessee, Utah, Vermont, Virginia, Washington, and Wyoming.

Given their role, OSHA can undertake programmed or unprogrammed inspections.  “Programmed inspections” are those that involve enforcement of rules and regulations and occur on a regular basis.  Inspections that are considered “unprogrammed,” are those that involved an employee complaint, identified imminent danger, or catastrophe.

Regardless of the type of inspection, it is important to prepare and know how to respond.

Knock, Knock – Who’s There? OSHA!

It is important to courteous and professional anytime you are working with someone from a government agency.  An OSHA inspector is required to provide you with their identification and state the reason for their inspection.  The nature of the visit should also be provided.  Make sure everyone knows the process and procedure when someone arrives.

A typical OSHA inspection follows the following process:

• Opening Conference: The purpose of this conference is to review documentation related to the site visit and determine what areas are going to be inspected.  It is important to be professional and understand the basis for the site review.  Important trade secrets may be disclosed during this process.  Have the inspector sign a non-disclosure agreement, if applicable.

• Walk-Around: This portion of the visit will include a review of the physical workplace, job site, or area of specified concern.  An employer representative should always be with the OSHA inspector.  Parameters of the inspection should be defined so interaction with employees can be limited.  If the inspector takes a sample or measurement of something, it is important to verify the accuracy of the process.  Document, document, document – and listen to what the inspector is saying.

• Interview: A site inspection may also include an interview with employees.  These should be monitored.  Statements made by a supervisor or someone in authority are attributable to the employer.  Interviews with general employees can be done in private.  Always consult with an attorney if there is doubt.

• Closing Conference: This will typically occur at the conclusion of the walk around and interview(s).  The inspector will discuss their findings and possible courses of action.  Listen to what is being said and do not argue.

• Post-Closing/Penalties: Violations always require remedy and remediation.  It may also include a penalty assessment.  The consequences of a violation generally increase with the frequency and/or severity of the offense.  There is a legal process to challenges any penalty.

It is important to remember that penalties can create an opportunity to better workplace safety and morale.  Federal and state OSHA programs also provide employers with the chance to have inspectors to come in and review workplace conditions without the threat of penalty or sanction.  If utilizing this method of review, renumeration is compulsory, and failure to make proper changes with result in fines.

Conclusions

OSHA plays an important role in making our workplaces safe.  It is important for employers and other interested stakeholders to know how to respond to an inspection.  The net result is reduced chances of workplace injury, and a safer work environment.

Author Michael Stack, CEO Amaxx LLC. He is an expert in workers’ compensation cost containment systems and helps employers reduce their workers’ comp costs by 20% to 50%.  He works as a consultant to large and mid-market clients, is a co-author of Your Ultimate Guide To Mastering Workers Comp Costs, a comprehensive step-by-step manual of cost containment strategies based on hands-on field experience, and is founder & lead trainer of Amaxx Workers’ Comp Training Center .

Contact: mstack@reduceyourworkerscomp.com.

Workers’ Comp Roundup Blog: http://blog.reduceyourworkerscomp.com/

©2019 Amaxx LLC. All rights reserved under International Copyright Law.

Do not use this information without independent verification. All state laws vary. You should consult with your insurance broker, attorney, or qualified professional.

The American workplace continues to evolve and workplace safety for non-English speaking employees is paramount. Stakeholders running an effective workers’ compensation program need to be aware of this issue and implement policy to ensure workplace safety.

The American Workforce – By the Numbers

America has always been a land of opportunity for people with many backgrounds.  In the past, immigration was mainly driven by European populations seeking a fresh start.  Times have changed.  This now includes shifting immigration patterns with people from Africa, Asia, and Latin American countries coming to the United States in search of a dream.

Unlike immigration in the past, newer immigrants are not dropping their native language for English.  This presents a challenge to employers as they seek to promote a workplace that reduces work injuries.  Now is the time to act.

Workplace Injuries and Hispanic Populations

The American Society of Safety Professionals has paid particular attention to workplace safety for non-English speaking Hispanic employees who may generally speak Spanish as their primary language.  Studies indicate the following characteristics:

• Nearly 70% of Hispanic employees who died in the American workplace were born outside the United States;

• Hispanic immigrants account for over 20% of the construction workforce in the United States. These are jobs that require employees to work at heights and use safety equipment to prevent falls. Impacted industries include roofing, ironworkers, and other physical labor positions.  A common denominator in these fatal incidents is workers not using proper equipment, work practices used in their native country (or by custom), or not being trained in the use of required equipment; and

• Employees identified as Hispanic account for 15% of all fatal injuries – a rate of 3.7 per 100,000 full-time equivalent (FTE) employee, compared to a rate of 3.5 per 100,000 FTE for workers as a whole.

Avoiding Workplace Stigmas

All interested stakeholders in the workers’ compensation system should ensure employees, especially those who do not speak English as a primary language, are treated with respect and dignity.  This is an opportunity to put aside differences of opinion people have regarding immigration (legal and illegal) and make sure employers step up when it comes to making the workplace safe, and ensuring work injuries are reported in a timely manner.  In sum, one’s immigration status should never serve as a barrier to denying workers’ compensation benefits.  This is a policy decision best left to state legislatures, and not one’s personal preference.

Taking the Next Step – Creating a Positive Work Environment

The first step to ensure workplace safety for non-English speaking employees is making sure everyone is on the same page when it comes to employment practices, and safety education.  Steps interested stakeholders should consider can including:

• Hiring safety individuals that speak multiple languages. If an employer has a significant number of Spanish speakers on staff, efforts should be made to have a safety professional who is fluent in that language;

• Educate non-English-speaking employees on proper safety standards and procedures. This includes creating materials in other languages and reinforcing these best practices in the field; and

• Involve all interested stakeholders in the safety process. This includes management, and organized labor.  It is important to lead by example!

Additional attention needs to be geared toward employees who generally work as day laborers.  These are people who typically work for someone for a short period of time – sometimes only a few hours on occasion.  People involved in the workers’ compensation system can also ensure these employees understand the system, know how to report a work injury, avoid common errors such as working for employers without insurance coverage, and engaging in safe work activities.

Conclusions

The changing American workforce places many demands on employers and employees.  One such change is to ensure workplace safety for non-English-speaking employees in the workplace.  Now is the time to get engage and ensure these workers understand the process, receive proper safety training, and have access to resources to promote a better work environment

Author Michael Stack, CEO Amaxx LLC. He is an expert in workers’ compensation cost containment systems and helps employers reduce their workers’ comp costs by 20% to 50%.  He works as a consultant to large and mid-market clients, is a co-author of Your Ultimate Guide To Mastering Workers Comp Costs, a comprehensive step-by-step manual of cost containment strategies based on hands-on field experience, and is the founder & lead trainer of Amaxx Workers’ Comp Training Center.

Contact: mstack@reduceyourworkerscomp.com.

Workers’ Comp Roundup Blog: https://blog.reduceyourworkerscomp.com/

©2019 Amaxx LLC. All rights reserved under International Copyright Law.

Do not use this information without independent verification. All state laws vary. You should consult with your insurance broker, attorney, or qualified professional.

Communicating safety messages needs to be communicated consistently and continually.  It is something that needs to involve all interested stakeholders.  Taking the following steps can ensure the workplace remains safe for all employees, and provide a consistent response once an injury occurs.

Five Suggested Ways to Communicate Safety Messages

A safe workplace starts with an employer dedicated to safety.  There are countless opportunities to communicate safety messages and promote a safe work environment.  It starts with a commitment by all interested stakeholders to be involved in the process and not putting profit ahead of safety.

1. Employee Safety Meetings (for all shifts): Taking this step reinforces the message that safety is important in the workplace.  Anyone from the president to mailroom clerk can talk about safety and promote a better work environment, but it is important for those who are perceived as leaders to do the talking – job titles do not matter.  These leaders should also practice what they preach to ensure follow-through.

2. Posters and Bulletins: This can go beyond posters required by law.  Keeping safety reminders visible and in conspicuous places around the workplace reinforces important safety reminders.  Dedicated employers can also have posters produced in different languages if any employee does not commonly use English as a primary language.  Graphics can also reinforce the message of a safe workplace.

3. Newsletters: Every company newsletter should include a blurb about safety.  It can highlight changes suggested by an employee on how the workplace became safer.  It can also update employees on changes to protocols and procedures.  Other common highlights can include information on how to report a work injury and where to receive medical care and treatment.

4. Safety Suggestion Box: People are sometimes afraid to make suggestions on how to improve workplace safety.  Anonymous suggestion boxes can provide people the ability to make suggestions.  It is important to follow-up and highlights how these suggestions improved a defective condition and how remediation was made.

5. “Toolbox” safety talks conducted informally by supervisors with their employees: Safety should be emphasized every workday.  Supervisor and managers can play an important role in explaining to their direct reports on how work injuries impact company and program efficiency.  Do not be afraid to go beyond the basics when it comes to safety.

Other Requirements: Beyond the Basics of Workplace Safety

Training records must be kept that refer to federal and state regulations related to workplace safety.  It is important to offer safety training in languages that match the workplace demographics.

Employers should also consider the implementation of a Safety Recognition Program.  Before developing a Safety Recognition Program, consider the following:

1. You cannot “buy” safety, but you can expect safe behavior and recognize employees who deliver.

2. Concentrate on results (i.e., fewer injuries) AND on behaviors (i.e., use of personal protective equipment, safety inspection scores).

3. Establish clear, measurable goals for both results and behaviors.

4. Employees should know that there will be serious consequences for not reporting accidents.

5. Awards should have true value and be more than just cash (something tangible to remind the employee why they won the award and presented by senior management during an employee celebration (pizza party, for example).

6. Senior management must completely support the Safety Recognition Program and be visible in the process.

7. Consider rewarding individuals for safe behaviors and groups for safety results.

Conclusions

Now is the time to communicate safety messages and promote safety in your workplace.  This requires all parties to be fully engaged, and leadership in management to follow through on their commitments.  This includes effective communication and engaging employees on all aspects of a safe work environment.

Author Michael Stack, CEO Amaxx LLC. He is an expert in workers’ compensation cost containment systems and helps employers reduce their workers’ comp costs by 20% to 50%.  He works as a consultant to large and mid-market clients, is a co-author of Your Ultimate Guide To Mastering Workers Comp Costs, a comprehensive step-by-step manual of cost containment strategies based on hands-on field experience, and is the founder & lead trainer of Amaxx Workers’ Comp Training Center.

Contact: mstack@reduceyourworkerscomp.com.

Workers’ Comp Roundup Blog: https://blog.reduceyourworkerscomp.com/

©2019 Amaxx LLC. All rights reserved under International Copyright Law.

Do not use this information without independent verification. All state laws vary. You should consult with your insurance broker, attorney, or qualified professional.

The holiday season can be a great time of year. Joy is all around, decorations abound, and there’s merriment for all. While organizations celebrate, it’s also a time to take extra care to ensure you avoid holiday workers’ comp injuries.

Ramping up your safety measures is especially important during the holiday season to protect workers — from hazards related to putting up or removing decorations, the extra debris that may inhibit walking, and alcohol-related problems at celebrations.

The Decorations

Overexertion and same-level falls are the leading causes of workers’ compensation payouts each year, according to the Liberty Mutual Workplace Safety Index. The insurer’s 2017 annual study said overexertion — lifting, holding, pushing, pulling and carrying or throwing objects — cost employers $13.79 billion. Falls on the same level incurred costs of $10.62 billion.

While most if not all such incidents can be avoided, prevention efforts may be especially difficult during the holidays. Employees dealing with decorations are more prone to overexertion-related injuries, while other workers may be more at risk of falling over decorations, cords, boxes, and other items left in walkways.

Lacerations, strains, and sprains from lifting heavy boxes or trees, falling from chairs or desks while hanging decorations in workspaces, and getting poked in the eye by a pine needle are among the 337 holiday-related injuries in 2016 reported by the Consumer Product Safety Commission.

Basic safety precautions can eliminate these and other risks of holiday workers’ comp injuries  related to decorations:

1. Keep trees away from radiators, fireplaces and other sources of heat
2. Make sure the tree has a stable platform
3. Artificial trees should be fire resistant
4. Check lights for fraying, bare spots, gaps in the insulation or excessive kinking in the wires
5. Turn off all lights or decorations when not in use
6. Use a step stool or ladder at the appropriate height for hanging or taking down decorations
7. Make sure wires don’t impede walking, and are always properly secured and covered
8. Avoid overworking employees involved with decorations by rotating them and/or providing extra rest breaks
9. Make sure workers remove all boxes and other items from halls and walkways
10. Retrain workers on proper bending and reaching techniques
11. Rope off areas where workers are installing trees, lights and other decorations
12. Have the decorations installed and removed at times when the least number of employees will be affected

The Parties

A holiday party can be a great way to show employees your gratitude for their efforts throughout the year. You want to make sure there are no unnecessary injuries, especially when alcohol is involved.

State laws vary regarding an employer’s liability for accidents caused by inebriation. Even if a commercial general liability policy protects a business, there are still risks of injuries to employees.

Injuries that occur during such celebrations may or may not be considered compensable under workers’ compensation, depending on state law and the circumstances. In some states, courts have found company functions to be a part of employment when the employer presents the party as a way of compensating workers or requiring their attendance.

The best way to avoid alcohol-related injuries is to serve only non-alcoholic beverages. But if the company wants to include alcohol in the festivities, here are some steps that can prevent injuries and claims:

13. Make attendance voluntary and assure employees that non-attendance will not affect their standing within the organization
14. Emphasize to managers that they must lead by example and drink in moderation
15. Advise employees to act responsibly and drink moderately
16. Designate a sober driver. Whether it is a non-drinking employee or a car service, such as a taxi or Uber, that will at least ensure workers get home safely
17. Do not have an open bar. Employees tend to drink less if they have to pay
18. Have a voucher system to limit the number of drinks served if the company does opt to pay for alcohol
19. Serve only beer and wine rather than hard liquor or fruity drinks that may be consumed way too easily
20. Hold the party earlier in the day, as people tend to drink more later in the evening
21. Serve food to help counter the effects of alcohol
22. Serve alcohol for only a specified time period. Toward the end of the night, stop allowing alcohol and serve coffee.
23. Include an additional activity, such as dancing or a magician, so people have something to focus on besides just drinking.
24. Invite family members. People are less likely to drink excessively when spouses and kids are present
25. Have the party at an off-sight restaurant with trained bartenders who know when to stop serving a customer

Conclusion

Decorations and special celebrations are great morale boosters and show you care about your employees, but they can often lead to holiday workers’ comp injuries. Using common sense and strictly adhering to safety measures will ensure everyone has a good time.

Author Michael Stack, CEO Amaxx LLC. He is an expert in workers’ compensation cost containment systems and helps employers reduce their workers’ comp costs by 20% to 50%.  He works as a consultant to large and mid-market clients, is a co-author of Your Ultimate Guide To Mastering Workers Comp Costs, a comprehensive step-by-step manual of cost containment strategies based on hands-on field experience, and is founder & lead trainer of Amaxx Workers’ Comp Training Center.

Contact: mstack@reduceyourworkerscomp.com.

Workers’ Comp Roundup Blog: https://blog.reduceyourworkerscomp.com/

©2018 Amaxx LLC. All rights reserved under International Copyright Law.

Do not use this information without independent verification. All state laws vary. You should consult with your insurance broker, attorney, or qualified professional.

A Safety Action Plan to identify and eliminate physical, ergonomic, biological and chemical exposures will assist the employer in the reduction of the number of work-related injuries and occupational diseases.  By having a Safety Action Plan, the employer is taking a proactive approach to providing the employees with a safe place to work.

This article is too limited in space to provide you with a fully operational Safety Program, but we will give you the broad outlines of a Safety Action Plan to assist you in creating or improving your Safety Program.

The 5 Steps of a Safety Action Plan   

1. Identify all the hazards

2. Establish who is responsible for eliminating each hazard

3. Plan a course of action to remove the hazards

4. Take the necessary corrective actions to eliminate the hazards

5. Establish a system to prevent the hazard from returning

Step 1: Identify all the hazards:

If you have not already compiled a list of potential job hazards that could cause injury or damage to equipment, you should do so.  Incorporate the employees into identifying the job hazards.  Ask each employee to list the 5 biggest safety hazards in their job.  Not only will you see most of the job hazards you have already identified, but you will also learn of potential job hazards of which you were not aware.

Step 2: Establish who is responsible for eliminating each hazard:

Once you have compiled your list of job hazards, place the name of the unit supervisor or department manager, or senior executive who is responsible for the eliminating the hazard.  Lower management can correct simple hazards like improper storage of supplies.  More complex hazards requiring a revision of the work process or a change in the physical facility structure will necessitate the involvement of senior management.

Step 3: Plan a course of action to remove the hazards:

Once the hazard has been identified, and the person responsible for eliminating or correcting the hazard has been identified, a course of action to accomplish the hazard elimination must be determined.  Identifying the hazard will not accomplish anything for the employer if the steps to remove the hazard are not established.  By knowing what needs to be done, the process to achieve the elimination of the hazard can move forward.  The plan of action should include the completion date to facilitate its timely accomplishment.

Step 4: Take the necessary corrective actions to eliminate the hazards:

Implementation of the plan of action is critical to the success of the Safety Action Plan.  Identifying the hazard and determining how to correct it will not matter if the necessary corrective actions are not taken.  The employees who have assisted you in identifying the hazards will judge everything in the Safety Program by whether or not management was serious about removing the hazards.  When the corrective actions are taken, and the hazards are eliminated, the employees will be more safety conscious as they understand management is serious about their safety.

Step 5: Establish a system to prevent the hazard from returning:

Some safety issues, like cluttered storerooms or spills, have a happy of returning if steps are not taken to prevent the hazard from reoccurring.  Management can best address these safety hazards by continuous emphasizing the importance of safety.  Each employee should understand safety is not a one-time correction, but a continuous, on-going process.

Author Rebecca Shafer, JD, President of Amaxx Risk Solutions, Inc. is a national expert in the field of workers compensation. She is a writer, speaker, and publisher. Her expertise is working with employers to reduce workers compensation costs, and her clients include airlines, healthcare, printing/publishing, pharmaceuticals, retail, hospitality, and manufacturing. She is the co-author of the #1 selling book on cost containment, Workers Compensation Management Program: Reduce Costs 20% to 50%. Contact:.

Contact: RShafer@ReduceYourWorkersComp.com.

Workers’ Comp Roundup Blog: https://blog.reduceyourworkerscomp.com/

©2018 Amaxx LLC. All rights reserved under International Copyright Law.

Do not use this information without independent verification. All state laws vary. You should consult with your insurance broker, attorney, or qualified professional.

If one of your employees is sleeping on the job, he may actually be doing you a favor. Lack of adequate sleep is a major risk factor for injuries, errors, and chronic diseases. In fact, ‘shiftwork sleep disorder’ has been deemed a carcinogen because of the increased risk of breast cancer.

Those most at risk are workers with frequent overnight shifts, rotating shifts, or early morning start times. While you may not be able to change the need for workers on shifts other than daytimes, there are strategies you can take that can help employees be less fatigued and save you significant amounts of money.

The Sobering Stats

Employers and payers are likely unaware of the stunning costs associated with workplace fatigue. Here are the numbers for a hypothetical Florida construction company with 800 workers:

• Decreased productivity: $590,463
• Absenteeism: $249,962
• Healthcare: $458,075

The National Safety Council’s Fatigue Cost Calculator also estimates the number of employees likely suffering from specific sleep risks at this sample company:

• Obstructive sleep apnea: 101
• Insomnia: 69
• Restless Legs Syndrome: 40
• Shift work disorder: 1

‘Shiftwork sleep disorder’ occurs when a person’s internal clock becomes misaligned with his sleep/wake schedule due to shift work. Those affected may experience excessive sleepiness during night work and/or insomnia during daytime sleep.

The good news is the potential savings from taking simple actions to mitigate all these conditions are $625,250.

The safety risks associated with fatigued workers is higher among night-shift workers and increases with each succeeding night

Overall statistics show:

• The risk of injury or accident on the night shift is 30 percent higher than on the day shift
• The risks are 36 percent higher on the fourth consecutive night shift compared to the first
• 13 percent of workplace injuries are due to fatigue problems.
• The National Transportation Safety Board says fatigue is a contributing factor in 20 percent of its investigations
• Employer costs for one worker with an untreated sleep disorder are $3,500.
• Up to 90 percent of sleep disorders go untreated.

In addition to safety risks, fatigue affects cognitive functions and reduces a person’s attention, vigilance and memory. Fatigued workers are slower, less productive and more likely to make errors. And fatigue is also a high-risk factor for developing chronic diseases, including diabetes, cardiovascular disease, obesity, and depression. One study showed that two consecutive nights with less than six hours of sleep are associated with lower performance levels for six days.

10 Ways to Mitigate the Risks of Workplace Fatigue

Employers should become educated and inform their employees about the problems and costs associated with fatigue. They can also look within their organizations to find the causes of fatigue.

Additionally, employers can consider some or all of the following strategies:

1. Forward-rotate shifts, such as day to afternoon to night.
2. Increase rest time between shifts.
3. Limit the number of consecutive night shifts
4. Slowly rotate shifts to reduce the impact on sleep schedules, the Panama shift schedule is a good example
5. Promote an appropriate culture. If workers are rewarded for work they do after hours or by working longer than is typical, employees will get the message that they need to work excessively to get ahead. Instead, reward employees or teams that meet or exceed their goals within normal work hours.
6. Discourage after-hours work. Rather than sending emails and expecting responses during off-hours, set boundaries for work to be done within certain hours, where possible.
7. Encourage PTO usage. Workers who feel they should forego paid vacations or work when they are sick are getting the wrong message – and burning themselves out. They not only are risking their own safety and wellbeing, but could be infecting other employees.
8. Support flextime. A one-hour start-time difference may make a big difference to some employees. Where possible, allow workers to set the hours that best accommodate their sleep needs.
9. Provide rest areas. A short, 20-minute power nap can make a tremendous difference to at-risk workers for fatigue. Provide a location where employees can rest if the worksite allows for this benefit. Several Fortune 500 companies now provide ‘nap rooms’ for employees.
10. Avoid screen time. Using a phone or tablet just before bed can activate areas of the brain that make it more difficult to fall asleep. Encourage workers to turn off their electronic devices when going to bed.

Conclusion

Lack of sleep may be costing your company hundreds of thousands of dollars, depending on the number of employees and their work schedules. Being aware of the costs associated with fatigued workers and taking action to ensure workers get enough rest can significantly help your bottom line.

Author Michael Stack, CEO Amaxx LLC. He is an expert in workers’ compensation cost containment systems and helps employers reduce their workers’ comp costs by 20% to 50%.  He works as a consultant to large and mid-market clients, is a co-author of Your Ultimate Guide To Mastering Workers Comp Costs, a comprehensive step-by-step manual of cost containment strategies based on hands-on field experience, and is founder & lead trainer of Amaxx Workers’ Comp Training Center .

Contact: mstack@reduceyourworkerscomp.com.

Workers’ Comp Roundup Blog: https://blog.reduceyourworkerscomp.com/

©2018 Amaxx LLC. All rights reserved under International Copyright Law.

Do not use this information without independent verification. All state laws vary. You should consult with your insurance broker, attorney, or qualified professional.

More than 2 million workers are victims of workplace violence every year. While healthcare clearly leads the industries reporting workplace violence, many other industries are also at risk. Employers and payers can significantly impact the rate of violent incidents by understanding the risks unique to their industries and worksites and developing strategies to mitigate them.

The Issue

OSHA defines workplace violence as any act or threat of physical violence, harassment, intimidation, or other threatening, disruptive behavior that occurs at the work site. That includes everything from verbal abuse to physical assaults and even homicide.

The most recent statistics show that violence in workplaces is increasing, despite lower overall crime among the general population – including homicides. In healthcare, the numbers are 7.8 cases of workplace violence for every 10,000 employees. In the sales industry, half of the work-related deaths are due to homicide. School districts also report higher rates of violence, aside from the much-publicized mass shootings.

Despite the high prevalence of workplace violence incidents more than 70 percent of U.S. workplaces do not have a formal program or policy that addresses the issue, according to the Bureau of Labor Statistics.

Create the Policy

There are three steps to creating a violence-free workplace.

1. Assess the risk. First, you need to determine the violence hazards affecting your workforce. They could vary among employees. A healthcare establishment, for example, could have staffers who deal with potentially violent patients in the emergency room, along with nurses in the field. The risks facing each are very different.

ER workers should be aware of potential incidents not only from patients themselves but from family members who may become frustrated. A nurse who conducts home health visits may be vulnerable to risks because she or he is alone. The home health worker should know to ask questions, such as whether there are firearms in the home.

Some ways to assess the risks facing your organization include

• Find out from staff members whether, where and when they feel threatened.
• Review past records. Incident reports can reveal areas where violence has occurred, and they should be a focus of prevention policies.
• Check the research. Studies provide clues to areas vulnerable to violence. Within healthcare facilities, inpatient and acute psychiatric services, geriatric long-term care settings, and urban ERs have been shown to be at higher risk than some other areas.
• Walk the grounds. Are there areas where outsiders can easily gain access undetected? Are there nearby parks where unsavory types congregate? Are there particular areas inside that are at high risk? These are locations where your policy can target safety efforts, such as a door in a remote part of the building that can be entered only by someone with a security badge.
• Gauge staff understanding. It is vitally important that employees know what to do if a situation begins to get out of hand; otherwise, you run the risk of a controllable incident getting out of control. Do workers know whom and/or where to call? Is there a special emergency security code to dial and are they aware of it? Do they know what terminology to use in an emergency?

2. Prevention/control. The information gathered during the risk assessment can be used to write the specific policies and procedures to minimize risks. While every workplace is unique, several elements should be considered for inclusion in the policy:

• Strong pre-hire checks. In addition to the usual application and face-to-face interviews, employers should undertake background investigations, criminal history checks, drug testing and reference checks.
• Roles during crises. Employees should know what to do and where to go if violence erupts.
• Communication. If an incident occurs, it’s imperative to try to at least contain the situation. You should outline ways to communicate with workers so they can avoid the area in question, call for help, and warn others.
• Reporting channels. Employees should feel comfortable and know how and where to report any suspicious behavior, as that can prevent a violent situation. The person(s) receiving the report should understand how to respond; such as alerting authorities and/or undertaking investigations.
• Penalties. The policy should clearly spell out unacceptable behaviors and have associated penalties, such as suspension or termination.

3. Train. A policy only works if all involved are aware of it, understand it, and know what to do in a given situation. Ongoing training should be conducted, at least on an annual basis and with any new hires. The training should include:

• A review of the policy.
• Role playing various scenarios that could occur. Employees should play the role of both the victim and the perpetrator to get an idea of how both sides work.
• Personal insights. People who have experienced violent situations in that or similar workplaces should be available to discuss the realities of a violent situation.

Conclusion

Violence can occur in any workplace at any time. By understanding the risks, developing policies to address them, and ensuring all employees have clear expectations, employers can significantly reduce the chances of tragedy in their companies.