Have you ever considered how peculiar the apartment industry is? We work in a unique business. We arrive at our workplace when the majority of our customers leave, and we leave our workplace when the majority of our customers return. Even more uncommon, our customers live at our office! Our profession is weird and quirky but rewarding.
One of the challenges of working where people live is potential exposure to workplace violence. From resident disputes to domestic violence, our onsite and corporate teams (like all businesses) face possible violence from criminals, customers, prospects, co-workers, residents, and suppliers.
We are in the people-business and numerous individuals live, work, and play at properties. Our onsite teams daily encounter package delivery personnel, residents, prospects, suppliers, contractors, and co-workers. Those in corporate offices also encounter numerous individuals throughout their work day. In short, workplace safety is important for all FWAA members.
This month, REDBOOK Blues examines workplace safety. Per usual, this article provides industry best practices for operational issues that arise from workplace place safety. REDBOOK Blues does not provide legal advice. If you need legal advice, contact one of FWAA’s member attorneys.
To help you navigate work related safety challenges, begin by clicking on the below link to the TAA REDBOOK article, “Workplace Safety for Onsite Apartment Personnel.”
While workplace violence can never be entirely eliminated, FWAA members can implement policies and procedures to help reduce the risk of violence. Following is a summary of the operational issues regarding workplace safety:
- A company-wide plan. It is important to have a company-wide plan to prevent workplace violence and respond appropriately when an incident occurs. This plan needs to be clearly communicated to all employees. If your company does not have a plan, consult a security expert or local law enforcement.
Operational tip: Many FWAA Area police departments have crime prevention resources, specifically for apartments. Many law enforcement agencies use Crime-Free Multifamily Housing as their program. Ask local police to meet with your onsite teams to go over site-specific techniques to reduce crime. Get to know the police in your area. If you can establish a relationship with the police patrolling your area, they will have a better understanding of your needs. Cooperate in any way you can with police investigations of crimes at your property. Establishing these relationships will make it easier for them to assist you if the need arises.
- The past is prologue. Proactively seek input from your corporate and onsite teams about threats, abuse, or violent situations they have encountered in the past. Analyzing and learning from past experiences is an excellent means to ensure that your colleagues and employees know how to manage similar acts in the future.
Operational tip: Train your onsite and corporate teams on how to react to various criminal actions or potentially violent scenarios such as active shooters, resident domestic disputes, threatening residents, disgruntled former employees, etc. Specifically, teach all employees communication skills and techniques to defuse tense situations. Knowing what to do when faced with violent behavior and practicing the plan and procedures will make you and your employees more effective in handling threats of violence.
- The 3 R’s are reading, reporting, and writing. Your company should clearly indicate in its plans or policies what constitutes workplace violence (including threatening or abusive physical and verbal behavior). It is also important to create a process for reviewing and responding to all reported violent incidents. Clearly indicate the consequences for such behavior in your plan. Make sure that there is follow-up on all reports of abusive, threatening, or violent incidents. Finally, employees should acknowledge in writing that they have read and understood the procedures.
- All means all. Report all threats or assaults to local law enforcement. Call 911 if there is a threat of actual violence, or a crime is being committed.
- Say the word. Having “safe” words is an old but effective tool to alert co-workers to potential problems. For example, if you fear a resident may become hostile and threaten violence, you could have a code to call “Mr. Atlas” to alert co-workers that you need someone to come to the office or call for emergency assistance.
- Develop an evacuation plan. Establish a safe area to meet and a method to alert employees.
- “Target harden” the office. You can take many steps, depending on the office layout, cost, feasibility, and other factors, which could lessen the chance for workplace violence: create a waiting area for visitors; single cylinder deadbolts on interior offices; having a “safe room”; etc.
- Zero-tolerance. A zero-tolerance policy attempts to head off problems before they become serious. If a resident defaults under the lease, you can terminate the resident’s right to possession by giving a notice to vacate and pursuing eviction. If you have a legitimate reason to believe a resident engages in criminal activity or the resident has exhibited threatening behavior, do not wait for violence to escalate. Issue a notice to vacate. Texas law generally requires a three-day notice to vacate unless the lease states otherwise. The TAA Lease Contract provides that a 24-hour notice can be given in the event of a lease default. Using a 24-hour notice to vacate should be done consistently to avoid potential fair housing complaints.
- Identify visitors. Anyone who visits your property, including prospective residents, may be someone who has criminal intent.
- Stay out of harm’s way. Whenever possible, use reason and common sense to avoid potentially dangerous situations.
These are the top ten workplace safety tips from the TAA REDBOOK. The TAA REDBOOK contains more than twenty-five recommendations to reduce violence on properties.
Operational tip: Tarrant County Crime Stoppers (https://469tips.com) has numerous resources to help reduce crime on your property. FWAA Director of Government Affairs Perry Pillow serves as Vice Chair of Crime Stoppers. Be sure to reach out to Perry if you have any questions about Crime Stoppers resources: perry@aatcnet.org
April Royal, Birchstone Residential, is FWAA’s 2024 Treasurer and Government Affairs Committee Chair.
