WRITTEN BY GARY SMITH, APARTMENT BUILDING MANAGEMENT WORKERS COMPENSATION SELF INSURED FUND
In the last two months we have talked about how violence has become one of the leading causes of death in the workplace. This month we continue our discussion of the tools you can use to help prevent this from happening at your properties and minimize the impact should an incident occur.
Building Security.
Consider the layout of your offices. Can your employees see who is coming up to the door before the person actually walks in? Those extra few seconds could make the difference between people seeking shelter versus being caught off guard. Here a few things to consider when looking at your office layout from a workplace violence prevention viewpoint:
• Arrange offices so that your employees can see who is approaching the building.
• Arrange desks so that employees have a physical barrier between themselves and anyone walking in the front door.
• Positions workstations so employees have access to another exit behind them. The old saying “keep your back to the door” is very true in a workplace violence prevention plan.
• If you have an existing alarm system in the office, consider installing a panic button at the first employee’s desk by the main entrance.
• Always make sure the office phones are operational when employees are present. Some phones can be programmed to turn off at night, leaving employees working at night without working phones in an emergency.
• Identify a safe room where employees can seek shelter during a workplace violence incident. Safe rooms are simply areas where employees can lock themselves in until the incident is over. The doors to the room should be solid core and able to be locked from the inside. A peep hole in the door is a good idea along with placing a first aid kit and phone in the room. Often a room used to house telephone and network equipment is selected to be the safe room since it would often have strong doors already installed. Employees should be instructed as to the location and purpose of the room as well as when to use it.
Employee Security.
Consider how vulnerable your employees are to threats from the general public as well as from co-workers. The following are some tips to help minimize some of those threats.
• As much as possible try to prevent employees from working alone, especially at night and in high risk areas. Employees showing units at night and working alone can be especially at risk.
• Before showing a unit, be sure to keep copies of the guest’s driver’s license in the office. Some communities will not show units unless the person has filled out an application and is already approved. Using model units connected to the office is safer since the office tends to be a higher traffic area.
• Employees should have cell phones with them while showing units, especially if they are working alone. Prior to leaving the office, the employee should check in with someone and advise they are showing a unit. They should also check in when they are finished.
Incident Reporting.
All cases of workplace violence should be reported internally through the organization and investigated. Recall from Part I where we talked about a zero tolerance policy with Workplace Violence. When an incident is reported, we must investigate and take corrective action in order for our program to be successful and prevent future incidents. A sample incident report form is available at: http://uhr.rutgers.edu/documents/WorkplaceViolenceIncidentReport.doc.
Next month we will finish up our series talking about some general security precautions and finally what to do in the aftermath of an incident. Taking the time now to develop a plan for dealing with an incident’s impact on your employees and community is very important rather than trying to do it in the midst of a crisis.
Smith-Peabody-Stiles supports efforts to make the workplace a safer and more productive environment. For concerns or questions about safety issues contact Wendy Light or Jim Peabody at SPS, 1-800-467-6645. We welcome your calls and inquiries.