Components of a Comprehensive Workplace Violence Prevention Plan (WVPP)

william demuth
6 days ago
4 min read

A comprehensive Workplace Violence Prevention Plan (WVPP) is an essential, multi-faceted document that goes beyond a simple policy statement. It is a systematic, action-oriented program designed to prevent, manage, and respond to incidents, and is often required by law in many jurisdictions.

Components of a Comprehensive Workplace Violence Prevention Plan (WVPP)

Based on best practices and guidelines from safety organizations, an effective WVPP should follow a structure built on five core elements:

1. Management Commitment & Employee Involvement

The success of any safety program starts at the top and must include frontline workers.

Policy Statement: A clear, written declaration from top management of a zero-tolerance policy for all forms of workplace violence (including verbal abuse, threats, and harassment).
Assignment of Responsibility: Explicitly name the individuals or cross-functional team (e.g., HR, Security, Legal, Operations) responsible for developing, implementing, and maintaining the plan.
Employee Participation: Establish effective procedures for active employee involvement in:
- Conducting risk assessments and identifying hazards.
- Developing and implementing the WVPP.
- Reporting incidents and providing feedback without fear of retaliation (non-retaliation clause).

2. Worksite Analysis and Hazard Identification

This is the proactive step of figuring out where and why violence is likely to occur in your specific setting.

Initial & Periodic Risk Assessments: Conduct a comprehensive review of the physical work environment and work practices to identify potential hazards, including:
- Environmental Factors: Poor lighting, lack of security cameras, blocked exits, lack of physical barriers between staff and the public, or isolated work areas.
- Operational/Administrative Factors: Working alone, handling cash, delivering services late at night, poorly defined visitor access, high-stress interactions with clients/customers, or recent layoffs/organizational changes.
Incident Record Review: Review all past incident logs, accident reports, workers' compensation claims, and security reports to identify patterns (e.g., time of day, location, type of violence).
Employee Surveys: Actively solicit input from employees regarding their safety concerns and perceptions of risk in their specific roles.

3. Hazard Prevention and Control

Once hazards are identified, the plan must detail the measures to eliminate or minimize them. These are often categorized using the hierarchy of controls:

Control Type	Description	Examples of Action
Engineering	Physical changes to the work environment.	Installing alarm/panic buttons, securing entry points, adding bullet-resistant glass, improving lighting, setting up closed-circuit TV (CCTV).
Administrative	Changes to work policies, procedures, and scheduling.	Increasing staffing during high-risk times, implementing strict cash-handling policies, establishing a formal visitor check-in process, using behavioral contracts with clients.
Work Practice	Training and processes that guide employee behavior.	De-escalation training, defensive driving for field staff, buddy systems for isolated work, mandatory reporting procedures.

4. Safety and Health Training

Training is necessary to ensure all personnel know their roles in preventing and responding to violence.

Initial and Annual Training: Mandatory training for all employees and supervisors that covers:
- The contents of the entire WVPP.
- The definition and four main types of workplace violence (external, customer/client, worker-on-worker, and personal relationship).
- Recognizing potential warning signs (behavioral and verbal).
- Procedures for emergency response (e.g., evacuation, lockdown, contacting police).
- Specific techniques for verbal de-escalation and managing conflict.
- How to report incidents, threats, and hazards without fear of reprisal.
Supervisor Training: Additional training for managers on their specific responsibilities, including threat assessment, incident investigation, and providing post-incident support.

5. Recordkeeping and Program Evaluation

A resilient program requires ongoing self-assessment and improvement.

Recordkeeping: Establish clear requirements for maintaining records, which often include a minimum retention period:
- Violent Incident Log: A detailed log of every incident, threat, and near-miss, including date, time, location, type of violence, circumstances, and actions taken.
- Hazard Identification/Correction Records: Documentation showing when hazards were identified, the corrective actions taken, and the completion date.
- Training Records: Documentation of all training provided, including attendee names, dates, and training content.
Annual Review and Evaluation: A procedure to review the plan's effectiveness, typically conducted at least annually or immediately following a significant incident or change in the workplace. The review should determine if the controls are working and update the plan as necessary.

Resilience is the outcome of consistent effort across all these areas. By moving beyond simple compliance to a commitment to genuine employee well-being, your organization can effectively anticipate threats, withstand crises, and emerge stronger and safer.

Violence Prevention and Self Defense Resources

The goal of the Center for Violence Prevention and Self Defense is to stop violence by educating at-risk people and empower them with the skills needed to protect themselves both online and live training.

Live conceptual seminars teach the origins of violence and how to assess risk and set boundaries for healthy relationships. Experiential classes teach hands-on interpersonal skills and strategies to prevent and stop assault.

The Center for Violence Prevention and Self Defense reaches individuals and communities through partnerships with schools and other nonprofits, community groups, as well as classes for the public.