Condominium Safety & Compliance: A Focus on Workplace Violence and Harassment
Creating a program to address harassment and workplace violence is a critical requirement for any workplace in Ontario, regardless of its size or structure—including Condominiums.
Whether the workplace consists of a high-rise building or a 12-unit townhome community with limited common areas, all workplaces are legally obligated to protect workers from harassment and violence under the Occupational Health and Safety Act (OHSA).
Property managers, Superintendents, and onsite Condo staff can face various forms of harassment in their roles. The very nature of their work—acting as a liaison between the Corporation, tenants, owners, contractors, and other stakeholders—can make them vulnerable to inappropriate behavior. Common forms of harassment a Condominium Manager or staff member might experience include:
Verbal Harassment: Yelling, insults, threats, or derogatory comments from owners, tenants, board members, or contractors.
Intimidation and Bullying: Repeated and unreasonable demands, unwarranted criticism, spreading rumors, or undermining their authority.
Sexual Harassment: Inappropriate comments, jokes, or advances, or unwelcome physical contact.
Cyber Harassment: Aggressive emails, threatening text messages, or negative comments on social media.
Harassment by Owners / Tenants: Persistent, baseless complaints, unrealistic demands, or aggressive confrontations regarding building issues.
Discriminatory Harassment: Discrimination based on race, gender, ethnicity, religion, or other personal characteristics.
Harassment by Board Members or Owners: Micromanaging, public criticism during meetings, or threatening termination without cause.
While larger Condominiums, with 6 or more regular workers require comprehensive written Workplace Violence and Harassment programs with detailed policies, procedures, and training sessions, smaller condo’s are not exempt. The scale and documentation of a workplace safety program may vary, but the commitment to fostering a safe and respectful work environment remains a requirement for all workplaces in Ontario.
For smaller workplaces, with 5 or less regular workers, there is no requirement for a “written” policy, but procedures and duty of care is still required. A streamlined yet effective program can meet legal requirements while addressing the unique needs of the Condominium. This might include:
Clear definitions of workplace violence and harassment through a written corporation driven commitment.
Simplified reporting procedures.
How will this be documented and investigated.
Clear communication of expectations.
Tailored awareness training for staff.
Employers must ensure that proper procedures and programs are in place to prevent and address violence and harassment. In the world of the condominium, it remains the best way to ensure the corporation is meeting the requirements of OHSA, supporting their workplace and creating a resilient community.
The key is ensuring that all workers feel supported and confident that their concerns will be addressed promptly and appropriately. A process should exist to manage these situations, regardless of the workplace's size or complexity.
Beyond compliance, having a harassment and workplace violence program in your condominium sets a standard for interactions with residents and visitors in the community.
The following focuses on three key questions that every Condominium in Ontario should ask:
Has the Condominium Corporation Conducted a Workplace Violence and Harassment Risk Assessment?
Under OHSA, employers are required to conduct a risk assessment to evaluate potential risks of workplace violence and harassment. This requirement applies to all workplaces in Ontario, including Condominiums.
By conducting a risk assessment, employers not only comply with OHSA but also demonstrate a commitment to fostering a safe, respectful, and supportive workplace culture. The risk assessment involves identifying, assessing, and mitigating risks associated with workplace violence and harassment. Employers must ensure the assessment considers:
The nature of the workplace.
The type of work being performed.
The conditions in which employees interact.
Key factors to consider in a Condominium risk assessment include:
Physical security measures and CCTV
Physical and virtual work settings.
Storage of personal and confidential information.
Geographical building location and potential community risks.
Interactions with the public, board members, residents, tradespeople, tenants, and employers.
History of harassment or violent incidents.
Specific risks tied to workplace structure or job roles.
Are Workplace Violence and Harassment Policies and Procedures in Place, Reviewed, and Communicated?
If you regularly have 6 or more workers at your Condominium, you must prepare, develop, write out and post an occupational health and safety, workplace violence and harassment policies, and make them available.
If you regularly employ 5 or less workers you do not have to put the policies in writing - However - If an incident of workplace violence or harassment occurs and the Condominium Corporation has a written policy, it demonstrates that the employer has taken reasonable precautions to address the issue. Conversely, without a documented program the Condominium Corporation may find it difficult to demonstrate that they have met their duty under the OHSA to protect workers from harm.
A critical part of the Health & Safety Program is the inclusion of a Workplace Harassment and Violence Policy, compliant with OHSA and the Human Rights Code. This policy is typically a concise one page document that clearly outlines the Condominium Corporation’s commitment to addressing workplace violence and harassment.
Procedure Requirements:
The Condominium should also implement supporting procedures that outline how the Corporation will implement its policy. In a condominium setting, these procedures typically include:
Definitions of workplace harassment and violence.
Education on hazards in the workplace and early recognition of violence precursors.
Instructions for mitigating identified hazards and documenting the corporation’s efforts to mitigate the risks identified in the Risk Assessment.
Clear reporting processes for workers.
Guidelines on involving authorities when necessary.
Confidentiality safeguards for the reporting process.
Steps for investigating incidents and notifying appropriate parties.
A list of formal contacts and community resources for support.
Guidance on handling reports or signs of domestic abuse, human trafficking (Unique Awareness for Condo staff.
Is Training and Awareness Actively Promoted Among Board Members, Management, and Staff?
Policies and procedures are only effective if the relevant parties are educated and committed to implementing them.
Training Requirements:
The Condominium Corporation should ensure that all Board members, property managers, and staff are trained on workplace violence and harassment policies and procedures. This training should cover:
Definitions of harassment and violence.
Hazard recognition and prevention.
Reporting processes and response protocols.
Rights and responsibilities under OHSA.
Documenting acknowledgment of this training and maintaining these records is essential for risk management and compliance efforts. Note: No matter the size of your condominium, the Condominium Coproration is to ensure that their staff are instructed on on the Workplace Violence and Harassment Program.
Ongoing Awareness Efforts on behalf of the Condominium Corporation to generate awareness of Workplace Violence and Harassment Prevention;
Read the harassment and violence policy statement at Annual General Meetings (AGMs).
Reinforce the policy at the start of Board meetings.
Post reminders at concierge desks, property management office entrances, and staff lunchrooms.
By prioritizing training and awareness, Condominiums can foster a culture of respect and inclusivity, ensuring that policies and procedures are more than just documents—they are actionable, trusted, and effective.
Conclusion
By addressing these three critical questions, Condominium Corporations can ensure compliance with OHSA, proactively mitigate risks, and foster a safe, respectful, and inclusive workplace culture. These efforts protect staff and stakeholders while demonstrating responsible and effective property management.
In addition, this “setting of the bar” through policies and procedures can provide a “standard” of care that can be used with interactions with residents when required. By adopting, and actively promoting a workplace violence and harassment program, its not just about compliance—it’s about building trust, maintaining morale, and creating a resilient and well-managed community.
National Life Safety Group supports the Building Owner & Property Management industry with innovative programs to meet the unique needs of compliance in Ontario, but to also stregthen the safety and resilience of all in our communities. To learn more; www.nationallifesafetygroup.ca