Workplace violence isn’t just about rare, high-profile incidents — it’s a broad spectrum of behaviors that can include threats, verbal abuse, intimidation, harassment, and physical attacks. And it’s more common than many organizations realize.

According to the Occupational Safety and Health Administration (OSHA), nearly 2 million American workers report having been victims of workplace violence each year; and that number is likely underreported. With increasing public focus on employee safety, mental health, and legal compliance (especially following legislation like California’s SB 553), companies can’t afford to treat workplace violence prevention as a checkbox exercise.

To be effective, a workplace violence prevention program needs more than just a policy in the handbook. It should be proactive, people-centered, and operationalized in a way that protects both employees and the organization.

Here are five essential elements every workplace violence prevention program should include.

1. A written workplace violence prevention plan

A comprehensive, written workplace violence prevention plan (WVPP) is the backbone of any workplace violence program. This document outlines your organization’s commitment to preventing violence, the responsibilities of employees and leadership, and the procedures to follow in case of an incident.

What to include in your plan:

  • Purpose and scope: Define what workplace violence is (covering everything from threats to physical assaults), and clarify that the policy applies to all employees, contractors, vendors, and visitors.
  • Roles and responsibilities: Identify who is responsible for implementing and managing the program (e.g., HR, safety officers, facility managers).
  • Reporting procedures: Provide clear, accessible instructions for how employees can report concerns confidentially, without fear of retaliation.
  • Incident response protocols: Outline how the company will investigate, document, and resolve workplace violence incidents.
  • Proactive measures: Detail your prevention strategies, such as training, environmental assessments, and behavioral risk indicators.

Pro tip: If your company operates in California, the plan must meet SB 553’s specific requirements, including maintaining a log of violent incidents and consulting with employees on the plan’s development.

Workplace Violence Prevention Checklist

2. Workplace violence prevention training

Even the most comprehensive workplace violence policy falls flat if your team doesn’t understand it — or worse, doesn’t know how to act on it. That’s why workplace violence prevention training is a critical tool for turning policies into real-world protection.

When done right, training helps employees recognize that workplace violence isn’t limited to physical altercations. It might show up as verbal abuse, intimidation, or even threatening behavior that builds over time. Awareness is the first line of defense, and training helps learners understand what to look for.

It also empowers your team with the tools to act. Employees learn how to identify early warning signs and how to respond safely and appropriately. Just as importantly, they gain confidence in the reporting process. When people know how to raise a concern — and believe they’ll be taken seriously without fear of retaliation — they’re more likely to speak up early, when issues are still small.

Effective training should:

  • Be role-specific (i.e., managers receive training on de-escalation and response; frontline employees receive awareness and reporting instruction).
  • Cover real-life examples and scenarios tailored to your industry.
  • Be interactive and recurring — not just a one-time event.
  • Reinforce your organization's commitment to a safe workplace culture.

Workplace violence prevention training is also required by law in some states (like California and New York) and industries (such as healthcare under OSHA guidelines). Make sure your program meets those legal standards while going beyond the bare minimum to build a culture of trust and accountability.

3. Incident reporting and case management

Reporting mechanisms are often the weakest link in workplace violence programs — not because companies don’t want to know what’s happening, but because employees don’t feel safe or empowered to come forward.

To bridge that gap, your program needs a secure, accessible, and user-friendly reporting system, coupled with a structured HR case management process.

Key features to include:

  • Multiple reporting channels: Online forms, email, hotlines, and anonymous reporting options.
  • Anonymous and confidential options: Employees should be able to report without fear of retaliation.
  • Prompt, fair investigations: All reports should be acknowledged quickly and investigated consistently.
  • Documentation: Keep detailed records of each report, including findings, actions taken, and outcomes.
  • Trend analysis: Use aggregated data to identify patterns, such as repeat offenders or unsafe departments, and inform your prevention strategy.

Ethena’s HR case management system, for example, allows organizations to triage incidents efficiently while keeping everything audit-ready and centralized — making it easier to act on reports and spot systemic issues early.

4. Environmental and operational risk assessments

Not all workplace violence risk is behavioral — some of it stems from physical or operational vulnerabilities. That’s why it’s important to routinely assess your environment and day-to-day operations for potential risks.

Questions to ask in an assessment:

  • Are entry points to the building secured and monitored?
  • Are there blind spots or isolated work areas where employees may be more vulnerable?
  • Do frontline workers — like retail staff or healthcare employees — have panic buttons or communication tools in case of an emergency?
  • Are policies around terminations, disciplinary actions, or customer interactions designed with safety in mind?

A risk assessment should include a physical walkthrough of your worksites, interviews with employees (especially those in customer-facing or high-risk roles), and review of past incident data.

From there, organizations can implement risk reduction measures like:

  • Physical security upgrades (e.g., key card access, better lighting)
  • Scheduling changes (e.g., avoiding lone shifts at night)
  • Conflict de-escalation training
  • Adjustments to hiring, performance management, or termination protocols

This proactive approach helps you identify vulnerabilities before they become liabilities.

5. A culture of prevention, not reaction

Ultimately, workplace violence prevention is about more than reacting when something goes wrong. It’s about creating a culture where violence is less likely to happen in the first place.

How to foster a prevention-first culture:

  • Leadership modeling: When executives and managers take violence prevention seriously and lead with empathy, employees are more likely to follow suit.
  • Psychological safety: Employees should feel comfortable raising concerns — about coworkers, customers, or their own mental health — without fear of judgment or retaliation.
  • Clear, consistent communication: Use internal messaging, newsletters, and meetings to remind employees of your commitment to safety and the resources available.
  • Cross-functional collaboration: Workplace violence prevention isn’t just an HR issue. Involve facilities, legal, compliance, and security teams in your planning and execution.

You don’t need to solve everything at once. Start by showing employees that you’re listening and taking action. Small signals — like visibly updating policies, regularly reviewing training, or following up on incident reports — can go a long way toward building a safer, more supportive work environment.

Don't wait for an emergency

Workplace violence prevention isn’t just about avoiding lawsuits or passing inspections, but rather protecting your people, your culture, and your company’s future.

When employees know you’re investing in their safety, they’re more engaged, more loyal, and more likely to speak up before small concerns become bigger issues. And when regulators or investors look at your program, they’re doing more than checking boxes; they’re evaluating how seriously you take your responsibility to prevent harm.

So whether you’re just starting to build your program or revisiting your plan in light of new laws, use these five elements as your foundation — because the best time to build a strong violence prevention program is before you need one.

Protect your people while mitigating risk with Ethena

Ethena’s workplace violence prevention training is designed to help your team recognize warning signs, respond effectively, and build a culture where safety comes first. Tailored for retail, manufacturing, and more — and built to align with laws like SB 553 and the New York Retail Worker Safety Act — our training meets the moment with content that resonates.