Open enrollment is one of the year’s most important employee communication opportunities, yet many small employers feel too overwhelmed to do more than sign the renewal paperwork and send employees a brief email.
During open enrollment, employees make decisions that affect their healthcare, finances, and families for the next 12 months. A well-planned process helps employees make informed choices and gives employers a chance to highlight the value of their benefits package.
Start with a Strategic Renewal Review
A successful open enrollment begins with a strategic renewal review with your broker. If your broker is focused only on obtaining your signature and processing paperwork, consider looking for a more proactive partner who will help you evaluate:
- Rate increases and what’s driving them
- Plan design changes
- Alternative plan options
- Market competitiveness
- New benefits or cost-saving opportunities
Help Employees Understand Their Benefits
One of the most effective open enrollment practices is holding a benefits meeting led by your broker. Instead of simply distributing enrollment materials, have the broker review available plans, explain changes for the upcoming year, and clarify key terms such as deductibles, copays, HSAs, and out-of-pocket maximums.
A group meeting (in-person or virtual) gives employees a consistent opportunity to ask questions, understand the value of their benefits, and make informed decisions. It can also reduce the number of questions and enrollment issues that arise after open enrollment ends.
Make the Enrollment Process Clear
As the employer, you are responsible for clearly explaining your enrollment process. Unclear instructions are a common source of enrollment problems, so the following should be reviewed during the meeting and reinforced in a follow-up email:
- What specific actions employees need to take
- How to submit elections
- Whether they must re-enroll or if it is a passive enrollment
- The deadline to complete elections
- Where to go with questions–provide broker, HR, and carrier contact info
Clear, step-by-step instructions and regular reminders can significantly reduce errors and help the employer submit enrollment data on time.
Make Open Enrollment Work for Your Organization
Your employee benefits program is a significant investment. Employees are more likely to appreciate and use their benefits when they understand them. A well-organized open enrollment process with education, clear communication, and support for questions helps employees make informed decisions while reducing administrative burdens and costly enrollment mistakes for the employer.
If your organization could use support preparing for open enrollment or strengthening your employee benefits communication, contact our HR team. We can help you create a clear, organized process that works for both your employees and your organization.
If you have questions about improving employee engagement or creating workplace strategies that support retention and performance, contact Laura Stover, SHRM-SCP, SPHR, Director of HR Advisory Services, by emailing [email protected] or completing the contact form below.
SEK provides outsourced HR solutions tailored to your business needs, including the creation of employee handbooks, job descriptions, HR policies & procedures, and more. We assist with navigating employment regulations and building a well-structured, compliant work environment. Whether you’re looking to supplement your current HR department or fully outsource the function, we provide personalized solutions to help you manage your workforce efficiently. Let us handle the complexities of HR, so you can focus on growing your business.
