A safe workplace is the fundamental right of every employee. While Indian law, through legislations like the PoSH Act, 2013, guarantees these rights, the responsibility of ensuring a safe, inclusive, and respectful environment rests primarily with the employer. A proactive and preventive approach not only safeguards employees but also strengthens organisational culture and productivity.
List of best practices that management can adopt to build and sustain a safe workplace.
- Ensure Proper Surveillance and Monitoring
All areas within the office premises—especially passages, entrances, exits, and other common spaces, should be covered by a CCTV surveillance system. Surveillance acts as both a preventive and protective measure, ensuring transparency and a quick response in case of any incident.
- Maintain Verified Employee Records
Every employee, including contractual or temporary staff, must be required to submit valid identification documents. This ensures a verified and accountable workforce, minimising risks associated with impersonation or unauthorised entry.
- Track Employee Movement During Off-Site Work
For employees who travel for client meetings, off-site visits, or fieldwork, there should be a system of regular status updates—including details of pick-up and drop-off. Such tracking mechanisms not only enhance employee safety but also promote accountability and preparedness in case of emergencies.
- Share Emergency Contact Information
Before any off-site visit or work-related travel, emergency contact numbers, such as the HR representative, local coordinator, or supervisor, should be clearly communicated to the employees. Ensuring that every employee knows who to reach out to builds confidence and safety.
- Maintain a Comprehensive Visitor Log
Every organisation should maintain a visitor ledger recording essential details such as name, contact number, address, purpose of visit, organisation represented, and in/out timings. This record helps in identifying any unusual activity and keeps the workplace secure.
- Use Verified and Safe Transport Facilities
All transport provided by the organisation—be it for daily commutes or official travel, should be arranged through reputed and verified vendors. Drivers must be background-checked, and vehicle details should be shared with employees prior to travel.
- Reinforce a Zero-Tolerance Policy
Management must clearly communicate a zero-tolerance policy towards sexual harassment and any form of misconduct. This should be done through multiple channels—emails, town halls, posters, and onboarding sessions, to ensure every employee understands the seriousness of the policy.
- Empower the Internal Committee (IC)
The Internal Committee (IC) should not only act reactively upon complaints but also work proactively to implement preventive measures, review cases, and spread awareness about PoSH. The IC’s visibility and credibility are key to building trust in the system.
- Encourage Regular Interaction Between IC and Employees
Creating regular touchpoints between employees and IC members fosters trust, transparency, and approachability. Informal discussions, Q&A sessions, or periodic “Know Your IC” campaigns can help employees feel more confident about reaching out when needed.
- Communicate Complaint Procedures Clearly
Every employee should know how and where to file a complaint. Information about the complaint process should be visible and accessible through company emails, posters, and the intranet. Simplifying the language of the procedure ensures that all employees, regardless of designation, understand their rights and options.
- Conduct Regular Training and Awareness Sessions
Organisations should invest in periodic training on unconscious bias, respectful behaviour, and the prevention of sexual harassment. These sessions help build empathy, awareness, and shared responsibility for maintaining a healthy workplace culture.
- Lead by Example
Leaders should actively participate in harassment-prevention and PoSH trainings alongside their teams. When senior leadership models the expected behaviour, it reinforces accountability and creates an inclusive environment where no one is exempt from ethical conduct.
- Encourage Speaking Up and Reporting
Employees should be encouraged to stand up against any form of harassment or discrimination, using the organisation’s established redressal mechanism. Building a speak-up culture ensures that potential issues are addressed early and fairly.
- Audit and Seek Employee Feedback Regularly
A truly effective policy is one that evolves with time. Organisations should periodically audit their PoSH implementation and seek anonymous feedback from employees to assess whether they feel safe and supported. Regular review ensures that systems stay relevant and responsive.
- Develop a Clear and Accessible Employee Handbook
A well-designed handbook can serve as a quick reference for employees, outlining what constitutes sexual harassment, how to report it, and what behaviours will not be tolerated. This fosters consistency in understanding and action across all levels of the organisation.
The Broader Impact
Adopting such measures not only ensures compliance with the PoSH Act but also strengthens the moral and cultural framework of the organisation. A workplace that prioritises safety and respect benefits in multiple ways, higher employee morale, lower attrition, improved productivity, and enhanced brand reputation.
Ultimately, creating a safe workplace is not a one-time effort; it is a sustained commitment to dignity, equality, and respect for every individual who walks through the organisation’s doors.