As an internal communicator there are several key dates throughout the year that you must be prepared for. One of the most important is Open Enrolment. In recent years healthcare costs have risen and plan designs have become more complex. Open Enrollment communications have become more challenging and more sought after by employees. To effectively communicate your company benefits you must create a clear and consistent communications plan.
With that in mind here are a few best practices to consider when planning out your Open Enrollment Communications:
Start with a survey
The time to start gathering information for Open Enrollment is now. The best way to find out where your communication gaps are is to go to the source. Design a simple survey (through Google or survey providers like Survey Monkey). Determine the level of awareness, what employees need more information about, and what you are doing well. This information will give you a good foundation when you begin building your communications plan.
Reach out early and often
Going from no information for 11 months, then lots of information all at once when decisions must be made immediately can be overwhelming. Rather than overloading your employees with a massive information drop, spread your Open Enrollment communications out over the year. Create a 12-month communications plan that delivers small bits of information every month. A consistent flow of communications about your benefits will increase understanding and engagement.
Keep it simple
Keep your messaging simple. Your job is to break through all of the confusing technical details and answer employees’ most basic questions. What? When? Where? How? Provide clear information, dates, checklists, and decision support tools that are easy to follow. Once your employees have an understanding of the process, they will find it much easier to come to a final decision.
Don’t sugarcoat the news
Your employees are intelligent. Be open and honest with them. Communicate any challenging news such as increased health plan premiums or rising deductibles. Messaging that is meant to conceal this information will be seen as a negative and will impact employee morale. On the same note, highlight the value of your benefits plan. Promote wellness and have your employees share their stories of personal wellness with their colleagues.
Being prepared for Open Enrollment will make the entire process easier. Get out in front of the issue and have a plan that simplifies the information with a clear and consistent message.
One of the most fascinating podcasts I listen to is NPR’s How I Built This. The people behind some of the world’s best known brands give an insider’s view of the process of moving from idea to ignition.
In every case, there is not a clear path to success. John Mackey from Whole Foods endured a devastating loss when a flood demolished his store (he had no insurance). Blake Mycoskie, one of the pioneers of social entrepreneurship, received more orders for TOMS shoes than he had inventory. He hired a team of interns to personally contact every customer to let them know there would be an 8-week delay. They only lost one sale.
If you’re not telling your company’s origin story, you’re missing and opportunity to inform, inspire and involve customers and employees.
Stories create memorable bonds. It doesn’t need to be a rags-to-riches chronicle to captivate. Sometimes a failure story teaches a greater lesson. A well-crafted origin story becomes a shared experience, a powerful way to connect your most important stakeholders to your brand. For employees, origin stories help to build appreciation for the past while ensuring their contributions are part of the ongoing narrative.
Here’s how to get started:
Connect visually. Your origin story is your business family tree. Share photos, documents, company meeting videos and artifacts.
Align with the business core values. Show how the values that grew the business are still relevant today. While businesses always evolve, the things that were important then are still important now.
Keep it interesting. Every great business story starts with an inspiring journey and experiences challenges along the way. Don’t just provide a timeline of dates.
Solicit stories. Ask your employees to share stories from their first days with the business. Who inspired them? What was the weirdest tradition?
Tell the truth. Be authentic and don’t embellish the facts. That’s a fast lane to losing credibility. If the founder was a grumpy old so-and-so, say that. It adds more personality to the story.
Our office is located in downtown Roswell and typically by 2 p.m. on a Friday afternoon the streets are already beginning to fill with people getting an early start to their weekend. If you’re like me, once Friday afternoon arrives and the out-of-office auto-reply emails from clients start hitting your inbox, your mind begins to wander.
No matter what business you’re in, it’s likely that your employees begin thinking about weekend plans early on a beautiful summer Friday afternoon. Many companies now offer the inexpensive but morale boosting benefit of flexible summer work scheduling often known as “Summer Hours.”
A recent survey by CEB revealed that 42 percent of companies now officially sanction starting the weekend early, up 21 percent in 2015.
Offering a Summer Hours policy is an economical perk that builds engagement and can improve company culture. Typically summer hours schedules run from Memorial Day to Labor Day. This is also the most common time of the year for employees to take a vacation. So how can your company introduce a summer hour work schedule? It’s important to recognize that one plan will not work for every company. Tailor your specific program to what will work best for your company and employees.
Here are a few idea and suggestions for implementing a summer hours program at your company:
Longer weekdays for time off on Friday. Employees work extra hours Monday through Thursday in exchange for a half day or the whole day off on Friday. Employees still work 40 hours total. This method allows each employee to decide the schedule that fits their needs. Employees can choose to opt in or out of the program depending on what works best for them.
Every other Friday off. Stagger days so that half of the office is off on one Friday and the other half is off the next Friday. This is a useful program for companies that see a dip in their workload during the summer, especially on Fridays.
Holiday half days. Many companies embrace a summer holiday half day policy. This gives their employees a half day off the day before Memorial Day weekend, July 4th, and Labor Day weekend. In many cases, there’s not much work going on during this period anyway and employees have more time to spend with friends and family.
Friday half days. Is there anything better than receiving an email informing you that you can take a half on Friday? Not every company will have the flexibility to introduce a full summer hours schedule. If you can’t implement one of these programs but would still like to reward your employee choose a Friday where business is slow and give your employees the afternoon off.
You pick up many new and fascinating concepts while at college. Most lectures eventually are forgotten, but some things stay with you forever. One memorable bit of advice a professor gave me was that good ideas should be shared, studied, and reused.
Summer is the perfect time to read about the strategies of successful leaders. So take some time in the next few weeks–while curled up in a sleeping bag or lounging poolside—to dive into a good book like one of these to guide your communications and leadership development.
True North: Discover Your Authentic Leadership—Bill George and Peter Sims. True leadership requires you to be true to yourself. Bill George and Peter Sims take the stories of entrepreneurs and titans of industry to show how following your internal compass can lead you to succeed and inspire.
O Great One!: A Little Story About the Awesome Power of Recognition—David Novak. David Novak outlines the simple yet meaningful effect of acknowledging and appreciating the actions of one’s colleagues. This amusing, straightforward book is a must for anyone who aspires to lead.
The Storytellers Secret—Carmine Gallo. Gallo is one of my personal favorites because he writes about communications. This book showcases stories and techniques from some of today’s most successful brand leaders. A fantastic resource for anyone who wants to make an effective presentation or speech.
Start with Why: How Great Leaders Inspire Everyone to Take Action—Simon Sinek. A tie-in with the popular TED talk of the same name, this inspiring book charts the common connections of effective leaders and influencers.
For those of you who dread reading, try a podcast. Here are two of our favorites. The TED Radio Hour is a collection around a central theme. Each TED Talk is a little jewel. No matter your interests, this podcast will spark creativity and fresh thinking.
How I Built This is a kind of “my true life story” interview with the creators of some of the world’s best loved brands. The backstories and challenges are sometimes more inspiring than the success their businesses achieved.
I was a reluctant entrepreneur. I didn’t have business school training, or someone else’s money, or a killer app to get me started. In fact, in 2000 when I launched Insight Communications, apps didn’t exist. After many years in corporate communication leadership roles, I knew I wanted more. I left my job without a detailed plan. It was an eye opener. Gone was the status that came with my previous role, my dedicated assistant, and a cool Midtown office. My new office was my dining room table. And it turned out just great.
Now Insight Communications is 17 years old! That’s a remarkable milestone when 8 out 10 small businesses fail. Over the years, we transitioned from marketing communications to internal communications. In 2014, we branched out to hatch Nest Egg Communications, a boutique agency focused on ESOP and retirement communications.
None of it would be possible without the customers who have sustained us, challenged us, and inspired us along the way. I am so thankful to them, particularly to Clay Robbins at Oglethorpe Power who was our first customer.
To celebrate our birthday, we have a gift for you: Our viewpoint on communications that separates great workplaces from good ones. Enjoy!
Less is more. The secret to effective communications is keeping it simple. Resist the urge to add more superficial detail. Your audiences will pay attention.
Commitment at the top is the key to success. We’ve worked with both types of leadership teams -those that are aligned and those who just say they are. Your employees recognize when your leaders don’t walk the talk. Get in step.
Personal stories leave a handprint on the heart. The shortest distance between two people is a story. When you share a personal story, people pay attention and remember the point of your message.
Be credible. We’ve seen more than a few companies ballyhoo their fantastic culture externally, while internally, the high performers are beating it out the door. Respect your employees enough to tell the truth. Be brave enough to be transparent, even when the news isn’t good. The most successful businesses tell it straight and involve employees in solutions.
Make your employees the stars. Let’s face it; we’ve all seen enough of the CEO. How often do you hear from frontline employees? Make employees the stars of your internal communications, recruiting and social media. It will bring your brand to life for customers, partners, and new talent.