The Violence Vulnerability Assessment: Sometimes Ignored … Always Essential!
October 2006
One of the most important components of a
comprehensive and effective workplace violence prevention program is a violence
vulnerability assessment. This assessment involves a comprehensive evaluation
of an organization's policies, procedures, and systems, as well as its interactions
with customers, contractors, and vendors as they relate to the organization's
vulnerability to violence.
by James
N. Madero, Ph.D.
ALLIANT International
University Violence Prevention Institute
Such an assessment can inform and alert management to possible dangers that
may be present within the organization, thus enabling management to be proactive rather than reactive when addressing workplace violence.
Unfortunately, it is sometimes the case that only after an workplace violence
incident occurs that people challenge the system with the "whys" of the incident
and begin looking for someone or something to blame. The investigation begins,
lawsuits are filed, and expert witnesses are brought in to testify. It then
becomes painfully clear that the symptoms and warning signs of potential violence
were there, that some employees were concerned about the perpetrator, and that
employees may have even warned their supervisors prior to the incident.
Excuses … Excuses … Excuses!
Denial is the posture that some senior managers use to combat the potential
"inconvenience" and anxiety they have about this very sensitive subject. Invariably,
when examined on the witness stand or during a deposition following an incident,
these managers are at a loss for rational answers as to why they did not take
a proactive approach to determine whether the problem existed prior to the incident.
It is too often the case that management looks for the right answers after an
incident, when they could have avoided a tragedy by simply asking the right
questions before the incident.
Why do some executives resist having a workplace violence assessment done?
Primarily, they resist because this is not an easy topic to discuss. It is a
subject that many do not want to admit is a problem within their organization.
Here are some of the typical comments:
-
"Let's not get the employees and customers all stirred up."
-
"Don't give anyone ideas that we might have 'this kind' of a problem
here."
-
"We have more important things to think about than a few employees that
are probably just blowing off steam."
-
"Doing an assessment will only distract us from the real needs of the
business, and besides, I don't think we really have a problem here."
-
"We have too many other things on our plate to begin implementing something
now. Can't we hold off for awhile?"
-
"There is no money in the budget this year. Maybe we can do it next year."
Why Assessments Are Vital
Implementing preventative measures for reducing the risk of workplace violence
is a socially sound business practice and a legal and fiscally responsible action.
Ignorance of a problem, especially when you have the ability and capability
to educate yourself through the assessment process, will not hold up in a court
of law. Lack of awareness of potentially harmful situations is inexcusable,
especially when prevention is possible through education and risk assessment.
Assessing vulnerability to violence is an efficient and inexpensive method for
identifying and reducing risk, and is considered a "best practice" process.
The process of conducting the assessment has an important secondary gain: it
provides a clear and undisputed educational message to all employees.
The violence vulnerability assessment can identify areas of low compliance
with established standards and produce specific action-item recommendations
to improve compliance. Specific security procedures should be examined utilizing
quantitative and qualitative evaluation criteria. It is important to emphasize
to individuals conducting the assessment that this is a fact-finding, not a fault-finding mission. Individuals
who are conducting the interviews should be instructed to treat everyone with
respect and demonstrate empathy at all times.
The primary purpose of an assessment is to evaluate the systems, policies,
and procedures that often contribute to incidents of workplace violence. It
is recommended both for legal and statistical reliability and validity reasons,
to have an outside agency that specializes in this procedure in conjunction
with the members of the workplace violence prevention team.
Two principle steps are involved. The first step is to evaluate the organization's
systems, policies, and procedures. The second step involves surveys that assess
both employee behavior and the perceptions of customers, vendors, and contractors
with regard to workplace violence.
The 10 Most Important Assessment Elements
There are 10 elements that should always be assessed for compliance and documented
for improvement. Each element contains inquiry questions. The elements are provided
below with several typical inquiry questions for each element.
Physical Security Systems
- Do our parking lots have adequate perimeter security such as fences
and gates?
- Are all employees required to wear identification cards?
- Are our facilities equipped with functional alarm systems?
Human Resource Practices
- Does our organization conduct pre-employment screening including drug
testing and background checks?
- Does our organization conduct regular performance reviews for employees?
- Does our organization have objective and fair procedures for employment
promotional opportunities?
Communication Practices
- Does management do a good job communicating policies and procedures?
- Are employees given adequate and fair opportunities to voice their opinions
and concerns?
Work Practices
- Are employee personal belongings safe in the work environment?
- Does our organization have safe policies and procedures for after-hours
access to the work facility?
Customer/Vendor Relations
- Are customers and vendors treated in a respectful and professional manner?
- Are customers and vendors given adequate and fair opportunities to voice
their opinions and concerns?
Agency Relationships
- Has our organization established relationships with local law enforcement
agencies?
- Does our organization have an employee assistance provider?
Training and Education
- Are employees trained on issues related to sexual harassment and workplace
violence prevention?
- Are employees and management trained in conflict management, effective
communication, and problem solving?
Incident Assessment, Investigation, Documentation
- Does our organization have a workplace violence prevention program?
- Does our organization have a workplace violence prevention team that
responds to incidents, and investigates and manages them to a safe conclusion?
Procedures for Responding to Threats and Acts of Violence
- Are there established procedures for responding to reported threats
and acts of workplace violence?
- Does our organization have a "zero tolerance" policy for threats and
acts of workplace violence?
Protocol for Post-Hoc Investigation and Evaluation of Incident
- Does our organization have detailed information on each incident of
workplace violence that occurs?
- Does our organization have a workplace violence prevention team that
meets on a regular basis to discuss and review any workplace violence incident
that occurs within the organization?
Pay Me Now or Pay Me Later
Several years ago, there was a TV commercial for an automobile oil filter.
The message in the commercial was that it was important for an automobile oil
and oil filter to be changed on a regular basis. By doing so, the life of the
automobile's engine was prolonged and major problems with the engine could be
avoided. The cost of the oil and filter were quite small compared to the cost
of replacing the engine.
In a similar way, a violence vulnerability assessment is like the engine's
oil filter. By doing the assessment when it is needed, and at a relatively minor
cost, the possibility of an expensive and potentially lethal workplace violence
incident can be avoided.
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