Maximizing Workplace Safety: Why Regular Communication Can be the Best Training Tool for Workplace Violence Prevention and Intervention

By: Mike Ritchie

Workplace violence is a serious concern for employers and employees alike, and developing effective prevention and intervention programs is critical for maintaining a safe and secure work environment. While established guidelines and regulations exist for these programs, many organizations struggle with implementation and efficacy. In this article, we will explore the most common problems with workplace violence prevention and intervention programs and how regular training and communication tools like newsletters, short videos, and posters can help to keep awareness front of mind for the enterprise. 

While there are many challenges in workplace violence prevention, organizations can present one united front with the proper communication tools in place.  One of the most prevalent gaps is the underreporting of incidents. Despite the prevalence of workplace violence, many incidents go unreported due to fear of retaliation, lack of awareness or understanding of what constitutes workplace violence, and uncertainty about how to report incidents. According to the Occupational Safety and Health Administration (OSHA), factors such as exchanging money with the public, working with volatile or unstable individuals, and working alone or in isolated areas can increase the risk of workplace violence. Therefore, it is crucial that employees and managers are trained to recognize potential warning signs and report any concerns to designated individuals or departments within the organization. 

One way to improve the program and eliminate underreporting is through regular communication. Tools like quarterly newsletters, short videos, “lunch and learns,” and/or posters are valuable reminders. Regular communication can reinforce vital information like organizational policies and procedures, informing employees of non-retaliatory clauses and their duty to report concerns. Additionally, this can be an effective method for reminding personnel what a potential concern looks like and how to report it once a concern has been identified.  

Many organizations already utilize digitally distributed security newsletters, most commonly to address digital/cyber safety concerns. And as with digital security, newsletters can be effective in building the workplace violence prevention and intervention program. 300–400-word newsletters only take a couple of minutes to read and can be easily distributed throughout an organization to anyone with computer/mobile device access. Even for those without computers, team leaders can read these during staff meetings, and “stand-ups” to ensure that all personnel are on the same page. In this situation, it might even be more powerful, as it can open a dialog between staff.   

Short-form videos can also be a powerful tool, especially for reminding personnel of learning objectives from previously completed training sessions. 60-90 second videos are already the de facto format of choice for many media consumers. Program leaders can use this to their advantage by crafting short-form videos to bring awareness to violence prevention and mitigation. In addition, organizations can pair these short videos with a written newsletter to improve efficacy.  

A third communication tool can be the use of physical or digital posters. Depending on an organization’s structure and operations, having a printed or digital poster can be an important tool to add to break-room walls, lobbies, or waiting rooms. These posters can outline reporting mechanisms and are popular ways to help cement organizational culture amongst workers and improve program participation from visitors – especially in places like hospitals. The most potent combination is when posters, newsletters, and short videos are all used together.   

By providing regular, easily digestible content, whether it’s written newsletters, short videos, posters, or a combination of the three, employees can stay informed and engaged with the program, increasing the likelihood of success. How often these are distributed depends on your organizational culture, appetite, and when you last conducted safety training. It could be as frequent as once every week if you’re attempting to make a lot of change or as little as twice per year if you’re looking to maintain health.  

Workplace violence prevention and intervention programs are crucial for maintaining a safe and secure work environment. Regular communication through newsletters, videos, and posters can be used to overcome the challenges of workplace violence prevention and improve the efficacy of the program.  

*Submission to Workplace Violence Today’s March 2023 Issue

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