Workplace violence is a critical health and safety concern affecting employees’ well-being, productivity, and organizational culture. Under Occupational Health and Safety (OHS) legislation, employers have a duty to prevent such incidents and respond effectively when they occur.
This is a topic all CEOs and boards must pay more attention to, as the Canadian Labour Congress estimates that seven in 10 Canadian workers have experienced some form of harassment or violence at work. Employers in Ontario found to have failed to prevent or take reasonable action to stop workplace violence and harassment, as defined by the Occupational Health and Safety Act, may be subject to:
• A fine of up to $2,000,000 for a corporation
• A fine of up to $1,500,000 for directors and officers of corporations and/or up to 12 months’ imprisonment
• A fine of up to $500,000 for all other persons and/or up to 12 months’ imprisonment
Workplace violence encompasses any act or threat of physical assault, harassment, intimidation, or other disruptive behaviour occurring in a work setting. It can affect employees across all industries and levels of an organization. Understanding what constitutes workplace violence is essential for prevention and response. Examples of workplace violence include:
Physical assault: Hitting, grabbing, pushing, stabbing, shooting, or any physical attack on an employee, visitor, or coworker.
Threats of violence: Verbal or written statements indicating intent to harm, such as threats, intimidating language, and gestures.
Verbal abuse: Offensive, insulting, or aggressive language that creates a hostile work environment.
Harassment and bullying: Repeated, unreasonable behaviours that intimidate, degrade, or undermine an individual, including psychological abuse.
Domestic violence spillover: Threats or acts of violence that originate outside the workplace but impact the work environment, especially for those with known domestic violence issues.
Psychological violence: Actions that create emotional or mental harm, such as threats, bullying, and intimidation tactics.
Factors that can increase the risk of workplace violence
• Working with the public (e.g., healthcare, retail)
• Inadequate security or environmental controls (e.g., poor lighting)
• Employee conflicts or disgruntled workers
• Working with or carrying money
• External threats or acts of violence spilling into the workplace
• Organizational stressors or poor management practices
Employers must understand their accountability and the stakes involved in preventing workplace violence. Unfortunately, the threat of fines and criminal penalties is needed for some employers to understand that employees have a right to come to work free of threats to their physical well-being.
Legal responsibilities of employers under OHS ;egislation
Duty to prevent workplace violence: Under most OHS frameworks, employers are legally obligated to identify psychosocial risk factors associated with workplace violence and implement preventive measures by:
- Conducting workplace violence risk assessments to identify potential sources of violence
- Developing and enforcing comprehensive workplace violence policies, including training and support systems for those experiencing workplace violence
- Implementing control measures such as security protocols, environmental modifications, and employee training
- Measuring and monitoring psychosocial risk factors like unrealistic deadlines that could increase leaders’ and employees’ stress and strain, and contribute to or trigger acting-out, violent behaviours
Duty to respond and confront incidents: Employers must establish clear procedures for confronting incidents of violence and supporting affected employees, including:
- Having clear reporting and workplace investigation procedures
- Providing support services, such as counselling and crisis management, to deal with traumatic events
- Taking corrective actions against perpetrators where appropriate
- Ensuring swift responses to de-escalate situations and confront workplace violence to stop it immediately
- Training leaders to manage employees in a manner that promotes civility, inclusion, and psychological safety
Compliance, record-keeping, and reporting: Legislation often mandates record-keeping of incidents and measures taken, and requires regular reviews of policies and procedures to adapt to evolving risks:
- Adhere to reporting requirements to the labour department for acts of violence. Every employer must follow their jurisdictional standards regarding workplace violence.
Coaching strategies for employers and leaders
Foster a culture of safety
- Lead by example: Demonstrate a commitment to safety and upstander behaviours that promote zero tolerance for workplace violence
- Encourage open communication where employees feel comfortable reporting concerns; provide employees with anonymous channels to share their concerns; and commit to monitoring the culture using pulse checks and focus groups
- Recognize and address conflicts early, before escalation
Develop and implement workplace violence policies and procedures
- Create clear policies on workplace violence, including definitions, reporting procedures, and disciplinary measures. Ensure these are written in clear language so employees understand their rights and their employer’s duty to protect them
- Regularly update training programs to cover risks and effective responses. Obtain employee feedback on the value and benefit of promoting the desired behaviours that prevent and mitigate the risk of unwanted behaviours
Awareness and skill-based training to deal with workplace violence
- Train employees and managers to recognize warning signs of violence and what to do
- Provide training in conflict resolution skills
Implement support systems
- Ensure confidential reporting channels are known and perceived by employees as safe and confidential to use
- Offer employee assistance programs for counselling and support
- Ensure appropriate security measures are in place, such as surveillance and controlled access where needed. Some employers hire security staff and institute more formal security controls
Daily preventive behaviours leaders and employees can role model and promote
Leaders
- Set a tone that prioritizes physical and psychological health and safety
- Review and practice emergency response plans and standards for workplace violence with teams regularly
- Monitor the workplace climate and address issues promptly
- Invest in ongoing training and resources that promote interpersonal skill development
Employees
- Report any threats or concerning behaviours immediately (i.e., see something, say something)
- Follow established policies and procedures and take accountability for daily behaviours
- Participate in training programs and accept responsibility for being an upstander
- Foster respectful and inclusive workplace interactions, one interaction at a time
Employers hold a vital legal and ethical responsibility under OHS legislation to prevent and confront workplace violence. Their duties include implementing effective policies and training, promoting open communication, and monitoring employees’ experiences through workplace assessments or focus groups to learn what risk of workplace violence they are experiencing. Leaders and employees are critical in building a culture that prevents and confronts workplace violence.
