Client: I have employees coming to me saying their pay isn’t fair compared to their coworkers. I know I can’t discuss individual salaries, but I also don’t want to create more tension by shutting them down. How do I handle this?
Consultant: Pay concerns can be tricky because they tap into emotions, perceptions of fairness, and workplace morale. The key is to acknowledge their concerns, provide general transparency about how pay decisions are made, and redirect the conversation toward their own growth opportunities.
Client: What do I say if they demand to know what their coworkers make?
Consultant: Keep it professional and firm. Confidentiality around salaries is non-negotiable. You can still provide reassurance about the fairness of your pay structure.
You might say:
“I understand that pay fairness is important, and I want to assure you that we follow a structured approach when determining salaries. While I can’t discuss anyone else’s pay, I’m happy to go over how pay decisions are made and what opportunities exist for growth in your role.”
This keeps the focus on process and individual development rather than comparisons.
Client: What if they say they know a coworker makes more for the same job?
Consultant: Employees sometimes hear about salaries through informal conversations, and that information isn’t always complete or accurate. Instead of debating, steer the conversation toward what they can control.
Try this:
“Pay is determined based on a number of factors, including experience, skills, and tenure [specific to your pay policy]. I want to focus on your pay and career path. If you’re interested in ways to grow within the company or increase your earning potential, let’s discuss that.”
This shifts the discussion from comparison to action.
Client: What if they don’t accept that answer and insist it’s unfair?
Consultant: Some employees may not be satisfied right away, and that’s okay. Reinforce that pay structures are reviewed regularly to ensure fairness.
You might say:
“I understand your concerns, and I want to make sure our pay practices are competitive and fair. While individual salaries are confidential, we regularly review our pay structure to ensure consistency. If you’d like, we can talk about what skills or performance benchmarks are used to set or change pay.”
This reassures them without making promises or disclosing confidential information.
Client: What if their frustration starts spreading to the rest of the team?
Consultant: Pay concerns can quickly become a morale issue if employees feel unheard. Proactive communication about how pay decisions are made can help.
Consider sharing general information with the team, such as:
✔ How salaries are determined (without individual details)
✔ How performance or skills impact raises, if they do.
✔ What career growth opportunities exist
You might say in a team setting:
“We know that fair and competitive pay is important, and we have structured processes to ensure consistency. If anyone has questions about career growth or pay progression, I encourage you to have a conversation with your manager.”
This reinforces transparency without opening a debate.
Client: What if their concern is valid and there is an issue with pay equity?
Consultant: If their concern exposes a legitimate issue—such as pay discrepancies that aren’t based on objective factors—you need to address it. Conduct a pay equity review and, if necessary, make adjustments.
If you do find an issue, you might say:
“We regularly review pay to ensure fairness. Based on that review, we’re making adjustments where needed. Our goal is always to have a fair and competitive pay structure.”
This shows that you take concerns seriously while handling adjustments professionally.
Client: So, the key is to acknowledge concerns, reinforce the pay structure, and redirect to individual growth?
Consultant: Exactly. Employees want to feel heard and valued, and addressing pay concerns professionally—without violating confidentiality—helps maintain trust and morale.
And if you ever need help reviewing pay structures or handling tough conversations, we’re here to support you.