California SB 553 and the pursuit of workplace safety

Each passing year witnesses far too many workplace violence incidents across the nation, with thousands of workers falling victim to assaults. According to OSHA, nearly 2 million American workers are affected by workplace violence annually. Specifically within California, Cal/OSHA reports that 57 working people died from acts of workplace violence in the state in 2021. 

For six years, the California Division of Occupational Safety and Health (Cal/OSHA) worked to create a Workplace Violence Prevention Plan (WVPP), and SB 553 required all businesses to have a compliant WVPP in place by July 1, 2024. This pivotal legislation empowered Cal/OSHA to create an enforceable standard to prevent workplace violence, ensuring that all California workplaces have measures to prevent and respond to workplace violence.

As businesses across California implement the new mandated standards, companies across the United States can learn from the initiative and also create safeguards for their employees’ wellbeing. Creating a safer environment for all employees should be a priority for all businesses and by implementing a WVPP, companies can both protect employees from potential harm and reduce the risk of costly legal issues and liability. For California businesses, there are also financial penalties for not complying with the regulations – Cal/OSHA will enforce the law and apply penalties starting at $25,000.

What’s Involved in a WVPP?

Thankfully, developing a comprehensive WVPP isn’t a heavy lift. Here’s what’s involved:

1. Make sure to specifically define roles and responsibilities—who within your organization will implement and maintain the WVPP, and do they have all of the training and resources they need to do so?
2. Create a clear, written policy that outlines your organization’s procedures for addressing workplace violence. This should cover three areas: identifying, reporting, and responding to incidents.
3. Conduct regular risk assessments and provide training for all employees and managers on how to recognize and prevent workplace violence and how to respond if an incident occurs.
4. Looping in your employees shouldn’t start at training—both managers and employees should have input into the plan from the beginning. Employees know their own workplace hazards and safety situations firsthand since they are immersed in them daily. Discussing how to make your workplace safer, not just presenting new protocols for the sake of compliance, is the best way to implement safety into your company culture.

Example process

One of our clients in the transportation and distribution sector has implemented a safety committee made up of hourly employees and management leaders. The hourly employees are considered safety champions of the company. They visit with their peers and give feedback to the committee on suggestions for improvement, hazard correction, and unsafe practices. The management members, in turn, evaluate and implement new practices based on the feedback and then reward the employees for safety in the workplace.

Why should you take this seriously?

Creating a workplace violence prevention plan is crucial for companies in California (CA) for several reasons:

1. Legal compliance:
   • California has specific laws and regulations requiring employers to maintain a safe workplace. This includes addressing potential violence and ensuring employee safety. Failure to comply can result in legal penalties, fines, and lawsuits.
2. Employee safety and wellbeing:
   • A prevention plan helps protect employees from harm. Ensuring their safety enhances their wellbeing and productivity, leading to a more positive and productive work environment.
3. Financial protection:
   • Workplace violence can lead to significant financial costs, including medical expenses, workers’ compensation, legal fees, and increased insurance premiums. A prevention plan helps mitigate these risks and associated costs.
4. Reputation management:
   • A company known for prioritizing employee safety and wellbeing will have a better reputation among employees, clients, and the public. This can lead to higher employee retention, customer loyalty, and overall business success.
5. Risk mitigation:
   • Identifying and addressing potential threats before they escalate can prevent incidents. A proactive approach reduces the likelihood of violence and ensures that the company is prepared to respond effectively if an incident occurs.
6. Legal and ethical responsibility:
   • Employers have a legal and ethical responsibility to provide a safe workplace. Addressing workplace violence is part of this duty, ensuring that all employees feel safe and valued.
7. Improved morale and productivity:
   • Employees who feel safe and secure are more likely to be engaged and productive. A comprehensive prevention plan can improve overall workplace morale and contribute to a more positive organizational culture.
8. Incident response preparedness:
   • Having a plan in place ensures that the company is prepared to respond swiftly and effectively in the event of a violent incident, minimizing harm and facilitating recovery.

Related: Study finds 1 in 4 U.S. employees has witnessed workplace violence

Get started

While the State of California offers a template for writing a workplace violence prevention plan, the sample is far too broad to apply to most businesses and should only be used as a starting point for a customized plan. And, workplace violence prevention plans should be included in companies’ existing injury and illness prevention plans. 

Overall, a workplace violence prevention plan is an essential component of a comprehensive workplace safety strategy, benefiting employees, employers, and the business as a whole. If you haven’t already, do your company a favor and get started today. It’s good for everyone.

Scott Bullock, Human Resource Manager, Optima Office, Inc.