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Workplace Violence Prevention (3 Minutes)

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How does a well-implemented WVPP contribute to creating a safe and secure workplace environment?

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i2i Workplace Violence & Harassment Prevention 

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California Workplace Violence Prevention Video Training - PREVIEW ONLY Employee Training SB 553

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Understand the definition of workplace violence and its various types (e.g., physical violence, verbal abuse, harassment).

Identify the importance of WVPP in workplace safety

Recognize different roles and responsibilities in WVPP implementation

Learn how to identify risk factors for violence in the workplace.

Gain skills in de-escalation techniques and conflict resolution.

Understand emergency response procedures, including evacuation and lockdown protocols.

Know the steps for reporting and documenting violent incidents.

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In the comments below share a time when you experienced some level of violence? (This could be a time with a coworker, boss, client or civilian while you were in the field) Do you tell someone? Where there any policies in place for you to tell someone?

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Brief quiz on WVPP components and implementation strategies.

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Create a one-page summary of WVPP components and their implementation in your workplace context.

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Develop a personal action plan for implementing WVPP principles in your daily work routine.

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SGS Aims To Protect & Grow Awareness For Our Government Services.

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SGS Aims To Protect & Grow Awareness For Our Government Services.

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Case Managers and Peer Support Specialists; We all work closely with individuals facing mental health disorders, trauma, and other challenges that can lead to violent behavior.

We cannot control people’s actions, but we must be prepared to handle potential threats to ensure safety for everyone.

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Our Purpose is to Feel Safe, Feel Protected — We’ve Got Your Back at SGS!

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Our Purpose is to Feel Safe, Feel Protected — We’ve Got Your Back at SGS!

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Creating a safe, secure work environment is our priority at SGS.

Helping to understand our roles and responsibilities around workplace violence.

Prepare us to address violent incidents and be aware of our rights around Workplace Violence.

For questions, contact your program manager or supervisor.

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First personal responsible for WorkPlace Violence Prevention is OURSELVES. 

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First personal responsible for WorkPlace Violence Prevention is OURSELVES. 

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To keep yourself and others safe please follow these Employee Responsibilities:

Ensure respectful interaction with colleagues and clients

Practice De-escalation

Report all threats or acts of violence immediately.

Follow appropriate channels to report incidents (supervisor or program manager).

Cooperate with investigations of violent incidents.

Staying quit doesn't help the victim.

Be familiar with and follow company policies on workplace violence.

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Besides ourselves, our managerial team is the key staff members responsible for implementing, supporting, and maintaining the (WVPP) at Strive Government Services (SGS).

WVPP Administrator/Director of Operations: Sanjay Sangani

Senior Program Manager: Josh Cortez

Clinical Supervisor: Melissa Bernal

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Manager & Supervisor Responsibilities

Managers and Supervisors are Responsible for:

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Manager & Supervisor Responsibilities

Managers and Supervisors are Responsible for:

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Follow the chain of command as it is important for proper workplace communication. It also will reduce misconceptions and misunderstandings.

As a Manager/Supervisor we must stay familiar with the WVPP.

We must implementing and maintaining WVPP within their departments.

Ensuring a secure work environment and identifying security risks.

Providing training and managing security policies.

Reporting, investigating, and following up on incidents.

Communicating WVPP to employees and taking all incidents of violence seriously.

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Although it is the Manager's Role to upkeeps Safety and Health  Responsibilities. It is important that all team members are aware of these practices. 

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Although it is the Manager's Role to upkeeps Safety and Health  Responsibilities. It is important that all team members are aware of these practices. 

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Safety and Health For All

If you or someone you know was threatened mangers must assist in threat assessment and response practices.

If you notice that something is a hazard to you or your team notify mangers so that they can assess physical and social environments for potential stressors.

All times Managers should;

Support emergency preparedness and safety initiatives as well as prioritize reports and analyze incident data.

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Understand Security Access & Accountability

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Understand Security Access & Accountability

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Access to Facilities

The office and restrooms are secured via badge access.

Building Hours: 6 AM - 6 PM, Monday to Friday.

After-Hours Access: Outside of these hours, building access is restricted.

Employee Expectations

Employees must work during scheduled hours unless exceptions are granted.

Understand that working late hours in a building that has no security guards and low number of bystanders to observe if a situation were to arise, can put you at risk. Stay within your shift cohort.

All employees are responsible for upholding safety measures by following access protocols, reporting security concerns to managers and ensuring a safe work environment. If you see something, say something.

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Communication Goes Both Ways. We all ave responsibility to communicate properly. 

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Communication Goes Both Ways. We all ave responsibility to communicate properly. 

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Managers' Responsibilities:

Facilitate open, two-way communication about security issues.

Inform employees about security concerns and updates regularly.

Address security issues during team meetings and ensure everyone is aware of updates.

Employee Responsibilities:

Actively engage in communication with managers about security concerns.

Participate in security training and meetings.

Use anonymous reporting channels if necessary to express concerns or hazards.

Ensure clear communication about any threats or safety issues, contributing to a safer work environment.

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Corrective Measures for Type I – Violence by Strangers

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Corrective Measures for Type I – Violence by Strangers

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Corrective Actions:

Establish a safety by having lockable doors.

Procedures for reporting suspicious persons, activities, and packages is to email supervisor or manager about your suspicions with objectivity and exact description.

Post emergency contact information for law enforcement, fire, and medical services. (Where is the provided in out office?)

Ensure employees have access to a telephone with an outside line.

Provide emergency action procedures for employees, supervisors, and management. (Always have a buddy when you are in the field. Find lock office spaces with no visuals to protect work yourself if there is an active shooter and other dangers. )

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Actuation Plan for Workplace Violence Hazard Correction

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Actuation Plan for Workplace Violence Hazard Correction

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In The Field

Immediate Response: If a hazard is observed in the field, employees should immediately cease work and contact their supervisor for guidance.

Remove from Danger: If an imminent risk is identified, employees should move to a safe location and notify their supervisor or emergency services if necessary.

Documentation: Employees must report the incident as soon as possible through the Violent Incident Report, including date, location, and a description of events.

In The Office

Immediate Response: Prioritize and address high-risk hazards. Remove employees from danger and provide protection for those correcting the hazard.

Documentation: Record corrective actions in the Violent Incident Report and Incident Log.

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Actuation Plan for Type I – Violence by Strangers

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Actuation Plan for Type I – Violence by Strangers

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In The Field

Scenario: If approached or threatened by a stranger during field work, employees should remain calm and attempt to distance themselves from the individual.

Safety Protocol: Employees should retreat to a nearby safe area or vehicle and immediately contact law enforcement.

Communication: Employees should notify their supervisor and document the situation through the Violent Incident Report.

Alert Authorities: Emergency contact numbers (law enforcement, fire, and medical services) should be readily available to employees working off-site.

In The Office

Evacuation: Employees retreat to a safe room with a lockable door if threatened.

Alert Authorities: Contact law enforcement using emergency numbers posted in the workplace.

Report: Document the incident in the Violent Incident Report and assess security measures.

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Actuation Plan for Type II – Violence by Vendors/Clients

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Actuation Plan for Type II – Violence by Vendors/Clients

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In The Field

Scenario: If a customer or client becomes aggressive or threatening, employees should employ conflict de-escalation techniques and, if needed, activate an emergency alarm.

Control Access: Employees should limit access to the area, retreat to a safe location, and use a mobile device to call for assistance.

Escape Routes: Ensure employees are aware of safe exit routes when working in field locations.

Documentation: Employees should notify supervisors immediately and file a report with detailed descriptions of the incident.

In The Office

Activate Alarm: Call for assistance if threatened by a customer or client.

Control Access: Lock doors and limit movement to safe areas.

Escape Plan: Ensure employees know exit routes and evacuate if necessary.

Report: Document the incident and review security systems for improvements.

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Actuation Plan for Type III – Violence by Coworkers

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Actuation Plan for Type III – Violence by Coworkers

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In The Field

Scenario: If a coworker becomes violent or aggressive in the field, employees should immediately remove themselves from the situation.

Alert Management: Contact the supervisor or HR department immediately to report the situation and seek guidance.

Safety Measures: If violence is imminent, employees should seek shelter in a vehicle or safe area until assistance arrives.

Follow-Up: After the incident, employees should document the event and participate in any necessary debriefings or investigations.

In The Office

Immediate Action: Remove individuals from the immediate area and secure the workspace.

Alert Management: Inform supervisors and HR immediately.

Report & Document: Record the incident and investigate for further action if needed.

Post-Incident Review: Evaluate communication and security measures for future prevention.

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De-escalation involves calming aggressive or potentially violent situations to prevent harm. The goal is to reduce tension, build rapport, and find peaceful solutions, ensuring everyone’s safety. Understanding the dynamics of conflict, recognizing early signs of aggression, and responding appropriately are key to managing these situations effectively.

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Introduction to escalation and de-escalation

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Recognizing the Signs of Escalating Behavior

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Recognizing the Signs of Escalating Behavior

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Recognizing early warning signs of aggression allows employees to intervene before situations escalate. Look for:

Verbal Signs: Raised voices, insults, threats, or rapid speech.

Non-Verbal Signs: Clenched fists, tense posture, pacing, or aggressive body language.

Emotional Signs: Agitation, frustration, anger, or emotional outbursts.

Behavioral Signs: Invading personal space, blocking exits, refusal to listen.

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Stay Safe: Prioritize your safety. If you feel threatened, leave the area and call for help.

Use Calm, Non-Threatening Language: Keep your tone steady, and avoid threatening or confrontational language.

Be Patient: De-escalation takes time. Allow the individual to express themselves fully.

Know When to Seek Help: If the situation cannot be de-escalated or feels unsafe, contact security, management, or law enforcement.

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Dr. Jeremy Pollack - Pollack Peacebuilding Systems

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De-escalation Skills Training for Customer Service & Employees | Dr. Jeremy Pollack

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Clients may become upset due to frustration or unmet expectations. The goal is to calm them and restore a professional interaction.

Stay Calm and Composed: Speak in a calm, steady tone. Avoid reacting emotionally.

Acknowledge Their Feelings: Show empathy with phrases like “I understand you're upset" or "This situation must be frustrating.”

Maintain a Safe Distance: Keep an arm’s length of space and allow for an exit route.

Listen Actively: Let the client speak without interruption. Confirm understanding by paraphrasing.

Offer Solutions: Once they feel heard, offer ways to resolve the issue or ask how you can help.

Exit if Needed: If the situation becomes unsafe, calmly explain you’ll return with help, then leave and get assistance.

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Strangers may approach with aggression or suspicious behavior. Stay calm and create space between you and the individual.

Stay Calm: Keep a neutral tone and don’t show fear or aggression.

Set Boundaries: Politely but firmly ask for personal space. “Please step back, I need more space to feel safe.”

Non-Threatening Body Language: Keep your posture open and hands visible.

Avoid Confrontation: If the person becomes hostile, calmly say “I need you to calm down” and slowly back away.

Alert Authorities: If the situation escalates, call law enforcement or security immediately.

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Conflicts among coworkers may arise from stress or miscommunication. A calm approach can prevent escalation.

Stay Neutral and Calm: Avoid taking sides or engaging in heated arguments.

Listen and Validate: Let the coworker speak, acknowledging their feelings with statements like, “I see why you’re upset.”

Use “I” Statements: Frame your response without blaming. For example, “I feel concerned about how we can resolve this.”

Offer Solutions: Suggest possible solutions or compromises, such as, “How about we take a short break and revisit this later?”

Walk Away if Necessary: If the situation escalates, suggest a pause and revisit the discussion after a break.

Report Serious Issues: If the situation feels unsafe or unresolved, inform your supervisor or HR immediately.

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Key Elements to Record:

1. Hazard Assessments: Inspections and corrections of security hazards.

2. Training Records: Documenting employee training on workplace violence.

3. Incident Documentation: Violent incidents and subsequent investigations.

Why It’s Important:

Protects employees.

Ensures compliance with legal requirements.

Helps identify recurring issues.

Facilitates program improvements.

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Discuss why accurate and timely documentation is crucial for a safe workplace. Encourage employees to share their thoughts on how it helps prevent future incidents.

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Using  Hazard Assessment and Correction Forms

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Using  Hazard Assessment and Correction Forms

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Ensure security risks are identified, assessed, and mitigated in a timely manner.

Key Information to Record:

Inspection Details: Who conducted it, when, and where.

Identified Concerns: Describe the hazard clearly (e.g., unlocked doors, inadequate lighting).

Corrective Actions: What steps were taken, by whom, and when completed.

Steps for Completing the Form:

1. Observe the work environment for hazards.

2. Document findings and prioritize risks based on severity.

3. Assign corrective actions with clear deadlines.

4. Record the resolution and follow-up.

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Purpose:
Track employee participation in WVPP-related training to ensure preparedness and compliance.

What to Include:

Employee Details: Name and job title.

Training Type: Topics covered (e.g., de-escalation, emergency response).

Training Dates: Start and completion.

Trainer Information: Name and qualifications.

Steps to Maintain Records:

1. Use standardized forms for consistency.

2. Update records immediately after each session.

3. Store securely for future reference and audits.

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Create a clear, detailed record of any workplace violence incident to support resolution and prevention.

Key Information to Record:

Incident Details: Date, time, location, and parties involved.

Incident Type: Based on the four categories of workplace violence (e.g., Type I - Stranger).

Actions Taken: Immediate response, medical treatment, law enforcement contact, etc.

Investigation Results: Contributing factors, possible prevention measures.

Steps for Supervisors:

1. Interview all involved parties and witnesses.

2. Document findings on the Violent Incident Report form.

3. Share the completed report with HR and appropriate managers.

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Best Practices for Recordkeeping

Key Practices:

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Best Practices for Recordkeeping

Key Practices:

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Maintain records for at least the legally required duration.

Use digital and physical backups for critical documentation.

Ensure all documentation is confidential and accessible only to authorized personnel.

Regularly audit records for completeness and accuracy.