How to Record a Workplace Violence Video for Your Health and Safety System

Why Record a Workplace Violence Video?

The personal safety of staff is of paramount importance. Any actual or threatened violence towards staff is unacceptable—full stop. Employers recognise and accept responsibility under Health and Safety legislation to create a safe working environment, and this includes protecting employees from violence.

A video recording supports this commitment in several important ways. It allows you to communicate clearly that violence is unacceptable and will be taken seriously. It demonstrates the measures in place to protect staff. It ensures employees know how to respond to violent or potentially violent situations. And it makes clear that victims of violence will receive support.

By recording a workplace violence video, you help employees understand the organisation's commitment to their safety, know how to protect themselves and others, feel confident reporting incidents, and understand what happens after an incident is reported. This creates an environment where staff feel safe and know that their wellbeing is genuinely prioritised.

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Step 1: Set the Scene and Context

Opening Your Video

Begin by establishing that staff safety is paramount and that violence is unacceptable. The tone should be serious and reassuring—serious about the issue, reassuring about the commitment to protection.

Sample opening script:

"Welcome to our workplace violence training. In this video, we'll explain our commitment to your safety, the measures we have in place to prevent violence, and what to do if you ever face a violent or threatening situation.

Let me be clear from the start: your personal safety is of paramount importance. Any actual or threatened violence towards staff is unacceptable. We will not tolerate it, and we take every report seriously.

We recognise and accept our responsibility under Health and Safety legislation to create a safe working environment. We expect all staff to take reasonable care for their own wellbeing and the safety of persons who may be affected by their actions.

Our aim is to minimise risks and ensure the prevention of violence and the security of our working environment. This video explains how we do that and what role you play in keeping yourself and your colleagues safe."

Explaining the Commitment

Help employees understand that preventing violence is a genuine organisational priority, not just a policy document.

Talking points:

• The organisation accepts responsibility under Health and Safety legislation
• Creating a safe working environment is a core duty
• Violence prevention is taken seriously at all levels
• All staff have a role in maintaining safety
• Both preventing violence and responding to it are covered
• Support is available for anyone affected by violence

Employee Responsibilities

Explain that while the organisation has primary responsibility, employees also have a duty to take reasonable care.

Sample script:

"While we have the primary responsibility for creating a safe environment, all staff are expected to take reasonable care for their own wellbeing and the safety of persons who may be affected by their actions.

This means being aware of your surroundings, following security procedures, reporting concerns before they escalate, and supporting colleagues who may be in difficult situations.

It doesn't mean putting yourself at risk. Your safety comes first. But by working together and looking out for each other, we all contribute to a safer workplace."

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Step 2: Plan What to Record vs Write

Content That Works Best on Video

Violence prevention involves both practical measures and sensitive topics. Video allows you to communicate the seriousness of your commitment while also demonstrating practical responses. Prioritise these elements for your video:

Record on video:

• The clear message that violence is unacceptable
• An overview of security measures in place
• How to respond respectfully and sensitively in difficult situations
• How to protect yourself and others in violent situations
• How to report incidents through the open-door policy
• Reassurance that reports will be taken seriously
• What support is available for victims
• A message from leadership demonstrating commitment

Document in writing:

• Detailed risk assessment procedures
• Security personnel requirements and arrangements
• Specific incident reporting procedures
• Investigation protocols
• Disciplinary procedures for staff aggression
• Contact details for support services
• Review schedules and responsibilities

Structuring Your Recording

Plan your video to flow from the commitment through to practical guidance and support. A logical structure might be:

1. Our commitment to your safety
2. Risk assessment and security measures
3. Training for difficult situations
4. How to report incidents
5. How incidents are investigated
6. Support for victims
7. Ongoing monitoring and review

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Step 3: Explain the Core Rules and Requirements

Risk Assessment for Violence

Explain that Responsible Persons assess risks of violence and determine what security measures are needed.

Sample script:

"Responsible Persons assess risks of violence amongst staff and towards staff. This assessment identifies where risks exist and what measures are needed to control them.

The assessment considers whether additional security is required—this might be in the form of CCTV, hired security personnel, or both.

Several factors influence these decisions: the nature of the venue and activities, the potential for confrontational situations, the size and layout of the premises, operating hours, and whether staff feel safe at work.

This isn't a one-time exercise. Risk assessments are reviewed and updated as circumstances change. If you have concerns about safety that aren't currently addressed, raise them—your input helps us identify risks we might otherwise miss."

Security Measures

Explain the security measures that may be in place, including CCTV and security personnel.

Talking points:

• CCTV may be used to monitor and record activity
• Security personnel may be hired where the risk assessment indicates this is needed
• If security personnel are required, they come from a registered Security Industry Authority (SIA) private security firm
• All hired security personnel are SIA licensed
• Security personnel are trained in first aid, adding to existing first aid provision
• The private security firm advises on the number of personnel required
• Security measures are proportionate to the assessed risks

Factors Affecting Security Decisions

Explain what factors are considered when deciding on security requirements.

Sample script:

"The decision about what security measures are needed depends on several factors.

Whether alcohol is served affects the risk profile—alcohol can increase the likelihood of confrontational behaviour.

The venue's potential for violent confrontations is assessed based on past incidents, the nature of activities, and the type of interactions that occur.

The occupancy and size of the venue matters—larger venues with more people may need more security presence.

Operating hours are relevant—weekend and late-night opening may carry different risks than daytime operations.

Whether there's a risk of underage drinking or other compliance issues affects security needs.

And importantly, whether staff feel safe at work. If staff have concerns about their safety, those concerns are taken seriously and factored into security decisions.

All these factors combine to determine what level of security is appropriate for the specific situation."

Training for Employees

Explain that employees receive training to help them respond appropriately to difficult situations.

Sample script:

"All employees receive appropriate training to enable them to respond respectfully and sensitively in situations, and also to enable them to protect themselves, colleagues, and others when managing violent or potentially violent situations.

This training covers how to recognise warning signs that a situation may be escalating, how to de-escalate tensions through calm and respectful communication, when and how to remove yourself from a dangerous situation, how to protect colleagues and others who may be at risk, and when to involve security personnel or emergency services.

The aim is not to turn you into security experts. The aim is to give you the skills and confidence to handle difficult situations safely, knowing when to engage and when to step back."

Training for Senior Managers

Explain that senior managers receive specific training on handling reports of violence.

Sample script:

"Senior managers are provided with suitable training to deal with reports of violence. This training emphasises one crucial point: never trivialise an employee's perception of being under threat.

If someone reports feeling threatened or unsafe, that feeling is valid and must be taken seriously. Such feelings should always be discussed seriously, and every effort made to achieve a resolution which minimises the employee's fear.

This might involve general discussion to understand the situation, support from other colleagues, additional training to build confidence, or counselling if the situation has caused distress.

The response depends on the specific situation, but the starting point is always the same: take the report seriously and work toward a resolution."

Open-Door Policy

Explain the open-door policy for reporting incidents.

Talking points:

• Senior management encourages an open-door policy
• Employees can report all incidents of violence
• Reports are welcomed, not discouraged
• All reported incidents are investigated
• Employees should feel confident that reports will be acted upon
• Reporting helps prevent future incidents

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Step 4: Demonstrate or Walk Through the Process

Responding to Violent or Threatening Situations

Walk through how employees should respond when facing violence or threats.

Sample script:

"If you find yourself in a violent or potentially violent situation, your safety is the priority.

First, stay calm if you can. Panic can escalate situations. Speak calmly and respectfully, even if the other person is aggressive.

Try to de-escalate. Sometimes acknowledging someone's frustration or offering to help resolve their concern can defuse tension. Don't argue or become defensive.

Assess the situation. Is this something you can manage, or do you need to remove yourself? There's no shame in stepping back from a situation that feels dangerous.

If you feel at risk, create distance. Move away from the person if possible. Put physical barriers between you if appropriate. Don't corner yourself or block your exit route.

Alert colleagues or security if you can do so safely. A colleague's presence can sometimes defuse situations, and you shouldn't have to handle dangerous situations alone.

If violence occurs or seems imminent, remove yourself and others from danger. Don't try to physically restrain anyone unless you have specific training and the situation requires it to prevent immediate harm.

Call for emergency services if needed. If someone is injured or in immediate danger, call emergency services without delay.

After any incident, report it through the proper channels. Even if the situation resolved without harm, reporting helps us understand risks and prevent future incidents."

Reporting an Incident

Walk through the reporting process step by step.

Sample script:

"After any violent or threatening incident, report it to senior management. Our open-door policy means you should feel able to approach senior managers directly.

When reporting, describe what happened as clearly as you can. Include when and where it occurred, who was involved, what was said or done, whether anyone was injured, who witnessed the incident, and how you felt during and after.

Don't minimise the incident or talk yourself out of reporting because it "wasn't that bad." If it concerned you, report it. Let management assess the seriousness—that's not your responsibility.

Your report will be taken seriously. All incidents of violence are investigated. The investigation aims to understand what happened, why it happened, and what can be done to prevent similar incidents."

How Incidents Are Investigated

Explain what happens after an incident is reported.

Talking points:

• All reported incidents are investigated
• The investigation seeks to understand what happened
• Appropriate action is taken to prevent or reduce future risks
• This may involve management procedures or, in cases of assault, police intervention
• Incident investigation protocols ensure all reasonable steps are taken
• A new risk assessment is undertaken after incidents
• The goal is preventing future incidents, not just responding to this one

When the Aggressor Is a Staff Member

Address the specific situation where violence comes from a colleague.

Sample script:

"If the aggressor in a violent incident is a member of staff, the incident is investigated in accordance with the Company Disciplinary Procedure.

Violence between colleagues is taken just as seriously as violence from external parties. No one should have to work in fear of a colleague.

The disciplinary investigation will be thorough and fair. If the allegations are substantiated, appropriate disciplinary action will follow. This could include dismissal for serious incidents.

If you've been the victim of violence from a colleague, you'll be supported throughout the process. You shouldn't have to work alongside someone who has threatened or harmed you while an investigation is ongoing—arrangements will be made to protect you."

Support for Victims

Explain what support is available for staff who become victims of violence.

Sample script:

"Staff who become victims of an act of violence during the course of their work will be offered support.

Being a victim of violence—or even threatened violence—can be deeply distressing. The effects may not be immediately apparent and can persist long after the incident.

Support might include time off to recover, access to counselling services, adjustments to working arrangements, support through any police or legal processes, and ongoing check-ins to see how you're coping.

The specific support depends on what you need. We'll work with you to understand what would help and provide it where we can.

Please don't feel you have to "get over it" quickly or prove you're fine. If you're struggling, say so. Seeking support is not a sign of weakness—it's a sensible response to a difficult experience."

Ongoing Monitoring and Review

Explain that arrangements are monitored and reviewed regularly.

Talking points:

• Arrangements for managing workplace violence are monitored and reviewed
• This ensures arrangements remain suitable and sufficient
• Review considers whether current measures are working
• Changes are made when needed to maintain a safe environment
• Staff feedback is part of the review process
• The goal is continuous improvement in safety

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Step 5: Highlight Common Mistakes

Mistake 1: Trivialising Reports of Threats

Signs this is happening:

• Employees report feeling unsafe and are told they're overreacting
• Managers dismiss concerns as "not serious enough" to act on
• Staff stop reporting because they feel their concerns won't be heard
• Phrases like "I'm sure they didn't mean it" are used to minimise reports
• Only physical violence is treated as real—threats are ignored

How to avoid it:

Train senior managers never to trivialise an employee's perception of being under threat. Take all reports seriously as the starting point. Investigate before judging seriousness. Remember that feeling threatened affects someone's ability to work safely, regardless of whether physical violence occurred. Every effort should be made to achieve a resolution that minimises the employee's fear.

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Mistake 2: Not Assessing Violence Risks Properly

Signs this is happening:

• Risk assessments don't specifically address violence
• Security measures are based on assumption rather than assessment
• Changed circumstances don't trigger risk reassessment
• Staff safety concerns aren't factored into assessments
• Assessments are done once and filed away

How to avoid it:

Ensure Responsible Persons specifically assess risks of violence amongst staff and towards staff. Consider all relevant factors: the nature of activities, potential for confrontation, venue characteristics, operating hours, and staff perceptions of safety. Review assessments when circumstances change. Update security measures based on assessment findings.

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Mistake 3: Inadequate Security for the Risk Level

Signs this is happening:

• Incidents occur that could have been prevented with appropriate security
• Staff feel unsafe but no additional measures are in place
• Security decisions are based on cost rather than risk
• High-risk periods lack appropriate security coverage
• CCTV or security personnel are needed but not provided

How to avoid it:

Base security decisions on proper risk assessment, not budget. Consider all relevant factors: whether alcohol is served, the venue's potential for confrontations, occupancy and size, operating hours, underage drinking risks, and whether staff feel safe. If security personnel are needed, hire from a registered SIA firm with licensed, first-aid-trained staff. The private security firm can advise on appropriate staffing levels.

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Mistake 4: Not Training Employees Adequately

Signs this is happening:

• Staff don't know how to respond to difficult situations
• Employees escalate situations through inappropriate responses
• Staff feel unprepared when confrontations occur
• Training on violence is minimal or non-existent
• Employees don't know how to de-escalate or protect themselves

How to avoid it:

Provide appropriate training enabling employees to respond respectfully and sensitively in situations, and to protect themselves, colleagues, and others when managing violent or potentially violent situations. Training should cover recognition, de-escalation, self-protection, and when to involve others. Refresh training regularly.

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Mistake 5: Senior Managers Lacking Skills to Handle Reports

Signs this is happening:

• Managers are uncomfortable when employees report violence concerns
• Reports are handled inconsistently depending on which manager receives them
• Managers don't know what support options exist
• Employees feel unsupported after reporting
• Resolution isn't achieved—problems persist

How to avoid it:

Ensure senior managers receive suitable training to deal with reports of violence. Training should emphasise taking all reports seriously, discussing concerns thoroughly, and working toward resolutions that minimise employee fear. This may involve discussion, colleague support, additional training, or counselling. Managers should know all available options.

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Mistake 6: No Clear Reporting Process

Signs this is happening:

• Employees don't know how to report incidents
• Reports go to different people with no consistent process
• Some incidents are reported, others slip through the cracks
• There's confusion about what constitutes a reportable incident
• The open-door policy exists in theory but not in practice

How to avoid it:

Establish and communicate a clear open-door policy amongst senior management. Make it easy for employees to report all incidents of violence. Ensure all staff know who to approach and that reports will be welcomed. Investigate all reported incidents consistently. Follow up with reporters so they know their concerns were acted upon.

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Mistake 7: Failing to Investigate Incidents Properly

Signs this is happening:

• Incidents are reported but nothing happens
• Investigations are superficial or don't occur at all
• The same problems recur because root causes aren't addressed
• Staff lose confidence that reporting makes a difference
• Patterns of behaviour go unidentified

How to avoid it:

Ensure all reported incidents are investigated. Enable senior management to take appropriate action—through management procedures or, in assault cases, police intervention. Incident investigation protocols must ensure all reasonable steps are taken to minimise future risk. Conduct new risk assessments after incidents. Track outcomes and follow through on findings.

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Mistake 8: Not Supporting Victims Adequately

Signs this is happening:

• Victims are expected to return to normal immediately after incidents
• Support options aren't offered or aren't known
• Victims feel abandoned by the organisation
• Long-term effects of violence aren't recognised
• No follow-up occurs after the initial response

How to avoid it:

Ensure staff who become victims of violence are offered support. This support should be tailored to individual needs and might include time off, counselling, work adjustments, or help with legal processes. Check in over time—effects may emerge later. Make clear that accepting support is encouraged, not stigmatised.

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Mistake 9: Not Addressing Staff-on-Staff Violence

Signs this is happening:

• Violence from colleagues is treated less seriously than external violence
• Employees are told to "sort it out between yourselves"
• The disciplinary procedure isn't followed for violent staff
• Victims are expected to continue working normally with their aggressor
• There's a culture of tolerating aggressive behaviour from certain individuals

How to avoid it:

Investigate aggression from staff members in accordance with the Disciplinary Procedure. Take internal violence as seriously as external. Protect victims from having to work alongside aggressors during investigation. Apply appropriate disciplinary consequences. Don't tolerate "personalities" as an excuse for threatening behaviour.

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Mistake 10: Treating Violence Prevention as Static

Signs this is happening:

• Arrangements haven't been reviewed in years
• Changed circumstances haven't triggered reassessment
• New risks have emerged but measures haven't adapted
• Staff feedback on safety isn't sought or acted upon
• The same arrangements continue regardless of effectiveness

How to avoid it:

Monitor and review arrangements for managing violence regularly. Check whether current measures remain suitable and sufficient. Update arrangements when circumstances change or when incidents suggest gaps. Seek staff feedback on whether they feel safe. Treat violence prevention as an ongoing process of improvement, not a one-time setup.

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Step 6: Summarise the Key Takeaways

Closing Your Video

End with a clear summary that reinforces the commitment to staff safety and the key messages.

Sample closing script:

"Let's summarise the key points from this training.

Your personal safety is of paramount importance. Any actual or threatened violence towards staff is unacceptable. We recognise our responsibility under Health and Safety legislation to create a safe working environment.

Responsible Persons assess risks of violence and determine what security measures are needed. This might include CCTV, security personnel from a registered SIA firm, or both—depending on the assessed risks.

You receive training to help you respond respectfully and sensitively in difficult situations, and to protect yourself, colleagues, and others when managing violent or potentially violent situations.

Senior managers are trained to handle reports of violence and to never trivialise your perception of being under threat. Such concerns are always discussed seriously, with every effort made to find a resolution.

We encourage an open-door policy. Report all incidents of violence—they will be investigated. Senior management can take appropriate action through management procedures or, where appropriate, through police intervention.

If you become a victim of violence during your work, you will be offered support. Please accept it—there's no expectation that you'll simply "get over it."

If the aggressor is a staff member, the incident is investigated under the Disciplinary Procedure. You shouldn't have to work in fear of a colleague.

We monitor and review our arrangements regularly to ensure they remain effective. Your feedback helps us improve.

Your safety matters. If you ever feel unsafe, speak up. We're here to help.

Thank you for watching, and thank you for helping us maintain a safe working environment."

Final Checklist

Before finalising your video, confirm you have covered:

• The paramount importance of staff personal safety
• That actual or threatened violence is unacceptable
• Responsibility under Health and Safety legislation
• Staff duty to take reasonable care for themselves and others
• Risk assessment by Responsible Persons
• Security considerations (CCTV, security personnel, SIA licensing)
• Factors affecting security decisions
• Employee training for difficult situations
• Senior manager training on handling reports
• Never trivialising perceptions of threat
• Open-door policy for reporting
• Investigation of all reported incidents
• Appropriate action including police intervention where needed
• Support for victims
• New risk assessments after incidents
• Disciplinary procedure for staff aggressors
• Ongoing monitoring and review

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Additional Recording Tips

Setting the Right Tone

This topic requires a balance of seriousness and reassurance. Be serious about the commitment to preventing violence and supporting victims. Be reassuring that staff concerns will be heard and acted upon. Avoid being alarmist—the goal is empowerment, not fear.

Addressing Different Audiences

Consider whether different groups need different emphasis:

• Front-line staff may need more focus on de-escalation and self-protection
• Managers need emphasis on handling reports appropriately
• All staff need to understand the reporting and support processes

Sensitivity in Examples

Be careful when using examples. Real past incidents should be anonymised appropriately. Hypothetical scenarios should be realistic but not sensationalised. The aim is practical preparation, not dramatisation.

Making It Credible

Employees will judge the video against their actual experience. If the stated commitment doesn't match reality, the video loses credibility. Ensure the arrangements described are actually in place and functioning before making claims in the video.

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Conclusion

A well-produced workplace violence video helps communicate your organisation's genuine commitment to staff safety and ensures everyone understands how violence risks are managed. By covering risk assessment, security measures, employee training, manager responsibilities, incident reporting, investigation protocols, and victim support, you create a comprehensive training resource that protects your team.

Remember that the video is part of a broader approach. It should be supported by genuine risk assessment, appropriate security measures, proper training, an accessible reporting process, thorough investigation of incidents, and real support for anyone affected. The aim is a working environment where violence is prevented wherever possible and where anyone affected receives proper care.

Your workplace violence video demonstrates that staff safety truly is paramount and that your organisation takes its responsibilities seriously. When employees believe their safety is genuinely prioritised, they feel more secure, more confident in reporting concerns, and more willing to contribute to a safe environment for everyone.