Facilitating Fairness in the Workplace

Anyone who has kids has heard, “It’s not fair” many times. And most parents answer, “Life is not fair.” And it really isn’t. However, employees’ perceptions of fairness in the workplace are important to retention and engagement. If employees feel that they are not being treated fairly, it will result in lower productivity, lack of motivation, and negative relationships and may cause them to seek other employment opportunities.

Three main elements come into play when employees think about fairness within their departments and organizations.

1.     Fairness of Policies and Procedures: Does everyone have the opportunity to be heard? Are complaints handled sensitively and appropriately?

2.     Fairness of Distribution of Resources: Does everyone have a similar opportunity? Are decisions on salary increases, training opportunities, projects, and recognition handled consistently and transparently?

3.     Fairness in How People are Treated: Are people treated according to the same standards?

If you can answer yes to these questions, your organization is probably in pretty good shape concerning perceptions of fairness. You can also apply these questions to your department. Do you think that employees in your area of responsibility feel that they are treated fairly?

Many think fairness involves treating all people the same. A better way to describe fairness is that it’s about treating each person equitably, according to his or her needs. Treatment may vary from person to person, but the outcome or effect would be the same.

Situations may arise where employees think they have been treated unfairly but you don’t feel that’s the case. It is important to understand that fairness is all about perceptions. It’s not about you, it’s about them. However, there are some things that you can do (as indicated below) to try to improve employee perceptions of fairness in the workplace:

1.     Get to know your employees. Workplace fairness starts with understanding your employees. Although you certainly don’t want to pry into personal lives, getting some insight into their personal challenges will help you see them as a whole person. For example, if you are aware that one of your employees is going through a hard time at home, you’ll likely be able to understand if their performance at work suffers.

 2.     Listen to your employees. Listening is the easiest way to make your employees feel valued and promote fairness in the workplace. Make sure everyone has the opportunity to be heard. In meetings, don’t direct comments more towards one person than another and give the quieter person an opportunity to share.

3.     Provide frequent feedback, positive and constructive. When an employee complains that a co-worker’s promotion wasn’t fair, his or her underlying question might actually be, “why wasn’t I promoted?” If employees are receiving frequent positive and constructive feedback, they should know where they stand and better understand decisions such as mentioned in this example.

4.     Provide communication equitably. We may be tempted to provide information selectively with employees that we like or trust more. But should be careful not to use information as a reward or a relationship builder with some employees and not others.

5.     Model and apply rules and behaviors consistently. You should apply the rules to yourself first and then apply them consistently to everyone else. For example, if several employees have an issue with tardiness, you should treat them consistently and not address the situation with one individual and not another. And you should be sure that you are on time to set the example. Also, if you allow yourself perks that your employees don’t receive, this can send signals of inequality.

6.     Change the rules when necessary. If you sense that the rules are unfair to individuals or groups, think about changing them. Just be sure that the reason you are changing it is really to increase fairness, not just to justify an outcome that might be better for a few individuals.

7.     Provide an outlet for employees. Make sure that employees feel that they have a voice and an outlet to share when they feel that something isn’t fair. If you cultivate an environment of ongoing two-way communication, they may even share directly with you. Here are some guidelines to follow if an employee shares concerns about fairness.

 Ask questions and listen carefully. Don’t make assumptions. Ask, “Can you tell me exactly what you see as unfair about the situation?” Seek information and try to understand the situation from their point of view.

Try not to get defensive. If the situation involves a decision you were involved in, you may begin to feel defensive. This will only make things worse. Acknowledge the other person’s perception as their reality, even if you think they’re mistaken. Show empathy by saying, “I can see why you might feel that way.”

Tactfully deflect distracting statements. The individual may attempt to force a comparison with other employees. You can then direct them back to talking about their situation and let them know that you aren’t at liberty to discuss what happened with the other person, particularly if pay or job performance is involved. Or, the person may say something like, “everyone else thinks that the new process is dumb.” You might respond by saying, “You could be right. For now, let’s just focus on what you think, and I’ll be sure to ask for others’ opinions later.”

Ask, “What would you like me to do?” The answer may surprise you. Sometimes the other person may not want you to do anything; they just want to be heard. Don’t offer to take any action until you’ve asked this question.

The benefits of cultivating a reputation as a manager who deals with people in a fair and honest manner cannot be easily measured. There will always be those that are not content, no matter how fair you attempt to be. But If you can look in the mirror and tell yourself that you have been a fair and impartial manager, you have done your best.

Resources:

Lombardo, Michael M. & Eichinger, Robert W. FYI For Your Improvement: A Guide for Development and Coaching. Korn Ferry, 1996 – 2015.

https://www.thebalancecareers.com/fairness-is-good-management-2275883

https://www.shrm.org/hr-today/news/hr-magazine/pages/0604mollica.aspx

https://hrdailyadvisor.blr.com/2013/06/29/employee-rewards-the-importance-of-perceived-fairness/