Checklist: 5 Steps to Prevent Threats and Violence in the Workplace

Threats and violence are a serious workplace safety issue affecting an increasing number of industries. According to the Swedish Work Environment Authority’s regulations onsystematic workplace safety management (AFS 2023:1), as an employer, you have a clear responsibility to investigate, assess, and address all risks—and this includes threats and violence.

Working proactively isn't just a legal requirement—it's the best way to create a safe workplace and protect your employees.

This checklist provides you with five concrete steps, based on the Swedish Work Environment Authority’s methodology, to build a robust defense against threats and violence.

Step 1: Assess and identify the risks

All systematic occupational health and safety work begins with assessing and identifying risks. This is a basic requirement ofAFS 2023:1. Bring together managers, safety representatives, and employees to jointly answer the following questions:

• In what situationsmight threats or violence arise in our operations? (e.g., when working alone, handling complaints, at the cash register, or at the front desk)
• Which employeesor job roles are most at risk?
• Have there been any incidentsor near misses in the past that we can learn from?

Document your conclusions carefully. This constitutes your risk assessment and serves as the basis for all further actions.

Step 2: Establish clear procedures and action plans

Once a risk has been identified, the Swedish Work Environment Authority requires that you develop procedures and action plans. When a threatening situation arises, there must be no doubt about how to respond.

• Procedure for an Ongoing Threat:How should an employee act to de-escalate the situation? When and how should they raise the alarm?
• Procedure following an incident:To whom should the employee report immediately? What crisis support and occupational health services are available?

A clear and well-communicated action plan provides reassurance and ensures that those affected receive the right help in a timely manner.

Step 3: Train and instruct all staff

Your procedures are ineffective if no one is aware of them. Under the Work Environment Act, the employer is required to ensure that employees “are fully informed of the conditions under which the work is performed.” Make sure that all employees are informed about:

• The specific risks present in the workplace.
• How to use the procedures, alarms, and safety devices that are in place.
• Basic Conflict Management and How to Respond in Difficult Situations.

Training gives staff the skills they need to act appropriately and feel more confident in their daily work.

Step 4: Adapt the physical and organizational environment

Based on your risk assessment (Step 1), you must take the necessary measures. This may involve both organizational and physical adjustments:

• Organizational:Avoid and limit working alone in high-risk situations. Ensure adequate staffing.
• Physical:Install personal alarms, improve lighting, arrange furniture to create escape routes, or use safety glass.

Step 5: Follow up, evaluate, and report

Systematic workplace safety efforts are an ongoing process. When an incident or near-miss occurs, it is critical that you follow up. Investigate what happened, evaluate whether your procedures worked, and determine if anything needs to be improved. By law, all work-related injuries and serious near-misses must be reported to both the Swedish Social Insurance Agency and the Swedish Work Environment Authority. This follow-up is crucial for continuously improving your safety efforts.

Take Control of Your Work Environment with the Right Knowledge

Following these five steps is at the heart of what the Swedish Work Environment Authority requires in its regulations onSystematic Work Environment Management (AFS 2023:1). It is a legal requirement, but above all, it is a powerful tool for creating a safe and healthy workplace.

Would you and your managers or safety representatives like to gain a full understanding of how to build an effective and legally compliant occupational health and safety program from the ground up, in full compliance with the new regulations taking effect in 2025? Our updated course in Better Work Environment (BAM) provides you with the knowledge and tools you need.