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How to prepare your employees for Open Enrollment

As a communicator there are several key dates each year that you must be prepared for.  One of the most important is Open Enrollment.  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:

Know your audience

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.

Get a head start

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.

Clarity is key

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.

Give them the cold hard facts

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.

How does your company communicate Open Enrollment? Please share your ideas and suggestions with me: ben.clayton@insight-communication.com

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