How to Build a Workplace Violence Prevention Plan

Public agencies face workplace violence risks private employers often don’t: open public counters, upset constituents, enforcement and benefits decisions, and staff in the field. A written plan turns good intentions into consistent action.

1. Start with a clear policy statement

• Zero tolerance for threats, intimidation, harassment, and violence — from employees, contractors, and the public.

• Coverage: staff, volunteers, contractors, visitors; facilities, vehicles, field sites, remote interactions.

• Non-retaliation for good-faith reporting.

• Executive sign-off.

2. Assess your workplace risks

• Incident/near-miss records, security logs, HR complaints.

• Public-facing points: lobbies, counters, hearing rooms, intake.

• Field work: inspections, home visits, enforcement.

• Physical factors: entry control, sightlines, exits, duress alarms, after-hours access.

• Front-line staff input via surveys and walk-throughs.

Rank findings by likelihood and impact.

3. Define reporting channels

• Supervisor, HR, security, and an anonymous option.

• Plain-language examples of reportable behavior (threats, stalking, concerning statements, domestic violence spilling into work).

• Imminent danger → call 911 first.

• One intake point that logs every report.

4. Form a threat assessment team

HR, security, counsel, management, and EAP/mental-health resource. The team triages reports, assesses behavior with a documented process, recommends interventions (monitoring, no-contact directions, schedule/location changes, protective orders, law-enforcement referral, support services), and documents follow-up.

5. Write response procedures

• Staff actions during an incident: get away, lock down, call for help, alert others.

• Duress alarm/code-word procedures and responders.

• Coordination with building security, the Occupant Emergency Plan, and local law enforcement.

• Post-incident: medical care, reporting, preserving information, employee support, after-action review.

See also: how to write an Occupant Emergency Plan.

6. Train everyone, then the specialists

• All staff: warning signs, de-escalation basics, reporting, emergency response.

• Supervisors: receiving, documenting, escalating reports.

• Public-facing staff: safe counter and interview practices.

• Threat assessment team: structured assessment and case management.

Refresh annually and at onboarding.

7. Engineering and administrative controls

• Controlled entry and visitor management.

• Counter design, barriers, clear exits.

• Duress buttons that are tested and monitored.

• Field check-in/check-out and buddy procedures.

• Procedures for banned or trespassed individuals.

8. Review and improve

• Review annually and after any significant incident.

• Track reports, response times, training completion, drill results.

• Update the risk assessment when operations, facilities, or staffing change.

Common mistakes

• A policy with no reporting process or team behind it.

• Plans never exercised.

• Ignoring field and remote staff.

• Not linking to the OEP and facility security measures.

• Relying on cameras instead of people and procedures.

When to bring in a consultant

An independent, vendor-neutral consultant can run the risk assessment, draft or review the plan, set up threat assessment, and train staff — without steering you toward products. Pacific Advantage Group supports public agencies with workplace violence prevention programs, risk and vulnerability assessments, and emergency planning. Contact us via our government buyers page.