Preparing managers for the era of pay transparency

Clear internal communication, manager training, and cultural readiness will all play a critical role in whether transparency builds trust or creates confusion. To explore what organisations should be doing now, we spoke with pay equity expert Michelle Gyimah about communication planning, leadership responsibility, psychological safety, and the cultural shift required to make pay transparency successful.

Michelle Gyimah, Founder of Equality Pays
mgyimah@equalitypays.co

Why does pay transparency require cultural change, not just compliance?

Compliance focuses on reporting and publishing numbers, but this new legislation will bring about cultural change because of the shift in power and accountability. Employers will no longer be able to lean into habitual pay secrecy as normal. They will need to move to one of openness, where employees understand the "why" behind pay decisions. Leaders will need to embrace vulnerability and have honest conversations about performance and compensation on a regular basis as employees get accustomed to being able to ask more openly. Ultimately, the goal is to normalise pay as a topic of dialogue that is expected and handled with openness and objectivity, but to do this successfully, organisations cannot treat this as just a compliance exercise.

What are likely to be the biggest errors that organisations will make when starting transparency efforts?

The most common error is treating transparency solely as an HR project rather than a business leadership priority with a robust communication plan. The power dynamic shift between employer and employee is not to be underestimated. For any company that publishes data without context, no communication plan and no conversations will leave employees confused about how their own pay compares to published ranges. Another critical mistake is failing to train managers first, leaving them unprepared for the difficult conversations that will inevitably follow. Organisations often underestimate the need to properly support their line managers who are often on the front lines of difficult conversations before going public. Given that this is new territory and that many still find pay a taboo subject, there needs to be robust support and clarity given to everyone who will be responsible for sharing information and holding these conversations. Lastly, the temptation to adopt a one-size-fits-all approach while ignoring the nuances of different roles and geographies is a big risk. This lack of preparation for the multiple nuances that pay transparency will bring can erode trust further if organisations are not adequately prepared.

What should an internal communication plan include before publishing pay data or ranges?

The plan must begin with a "why" narrative that connects transparency to the company’s values and business goals, pre-empting skepticism. It should include a multi-channel teaser campaign to alert employees that changes are coming, preventing surprise. Crucially, it needs a phased approach: educating managers first, equipping them to support their teams, and then cascading information to all employees. The communication must provide clear context on methodology, explaining how ranges are set and where individual pay falls within them. Finally, it must outline the support available afterward, such as Q&A sessions and one-on-one meeting opportunities. This ensures the launch is seen as a dialogue, not a data dump.

As an example of what your plan could include (excerpt from my toolkit)

• • • Email templates for announcing pay updates or career framework launches.
    • Town hall decks that leaders can use to explain pay structures and the principles guiding decisions.
    • Intranet updates or intranet Q&A pages where employees can easily access information anytime.
    • Manager briefing packs so they feel prepared to answer questions confidently.
      
      

What the communication plan looks like in practice will be different for each organisation, but as a focal point it must always provide nuanced and multi-layered communication on how pay decisions are made.

How do you ensure managers communicate consistently across teams?

Consistency starts with ensuring that everyone is following the same guidance on what to share and how to share it. This is where a standardised toolkit: scripts, FAQs, and clear guardrails is crucial. Something that managers can refer to and use to help navigate conversations. However, a toolkit alone is insufficient; managers need immersive training where they get to practice conversations and receive feedback. As they upskill themselves. To support learning and ensure consistency managers should have regular "calibration sessions" to review pay decisions together to help eliminate bias. This creates a unified voice that reflects the company’s values and minimises the likelihood of bias creeping into individual interpretations.

Ultimately, the goal is to normalise pay as a topic of dialogue that is expected and handled with openness and objectivity, but to do this successfully, organisations cannot treat this as just a compliance exercise.

– Michelle Gyimah, Founder of Equality Pays

How can companies create psychological safety around pay discussions?

The best way is for leaders to model this behaviour by openly discussing the company’s pay philosophy and how decisions are made, without disclosing individual salaries. It is vital to separate an employee’s worth as a person from their compensation by framing pay as a reflection of role, impact, and market data. A key part of managers training should be to listen empathetically and validate concerns without becoming defensive. Organisations should also create forums/spaces where employees can ask questions anonymously, to ensure that everyone feels heard. How employees can talk about pay should be communicated clearly and on a regular basis so that everyone is aware of how and when these conversations can take place as well as what to expect. This approach shifts the conversation from potentially being confrontational to collaborative understanding within expected parameters.

What role should HR, leadership, and managers each play in the communication flow?

As the Directive has wide reaching implications, creating and implementing pay transparency is not the sole responsibility of one ‘department’. HR and Reward should act as the architect, designing the framework, guardrails, and training materials that ensure consistency. Leadership (specifically the C-suite) must act as the sponsors who visibly champion the "why" behind transparency and setting the behaviours and tone from the top. Managers are the frontline communicators, tasked with translating the policy into personalised, empathetic conversations with their direct reports. While HR owns the process and leadership owns the vision, managers own the crucial one-on-one dialogue that determines whether trust is actually built. This interdependent structure ensures that communication is both strategic and personal and minimises the risk of employees interpreting the data in a vacuum.