The 2025 Open Enrollment period is just around the corner for many employers. While it’s an important time for employees to reevaluate benefits, it can also be overwhelming and stressful. Navigating coverage options and decoding all the insurance jargon can lead to confusion and hesitancy.
But it’s not only stressful for employees – HR teams feel the pressure too. They’re responsible for overseeing the process, coordinating with providers, reminding employees to enroll, and providing guidance to help them make informed decisions.
However, with a bit of preparation and planning, open enrollment can run much more smoothly. Here are some tips from the XpanseHR team to help make this year’s open enrollment easier for everyone.
Start Early and Provide Clear Information
One of the simplest and most effective strategies for a successful open enrollment is to start the process early and provide clear, easy-to-understand information.
Giving employees plenty of time to review their options and make informed decisions is key. The more straightforward your communication, the better employees will understand the process, their choices, and be able to navigate it successfully.
Make sure employees have quick access to the following:
- Open enrollment schedule
- Current coverage statement
- Plan-specific changes and rates
- Plan-specific summaries
- Open enrollment booklet and forms
- Deadline for open enrollment
- Contact information for resources
Providing this information up front with a side-by-side comparison of plan options will help employees make informed decisions and know where to go should they have questions. Visual aids, such as infographics and videos, can also help to simplify complex benefits information.
Utilize Multiple Communication Channels
Not everyone processes information in the same way, so it’s important to use a variety of communication channels to reach all employees. Consider these options:
- Email: Send regular email updates and reminders with links to important resources. This can be especially helpful for teams that are hybrid or remote.
- In-Person Meetings and Webinars: Host in-person sessions or live webinars that break down important topics like benefit offerings, premiums, and enrollment instructions.
- Intranet or Digital Portal: Create a one-stop hub for benefits information, ideal for tech-savvy employees.
- Printed Materials: Some employees prefer hard copies, so brochures or pamphlets can be helpful.
- Text Messages: Quick reminders via company text can be particularly effective for younger employees.
Personalize the Message
A one-size-fits-all approach to communication rarely works, especially with today’s diverse workforce. Tailor your open enrollment communications based on employee segments. Consider factors such as:
- Life stages: Are your employees new hires, parents, or nearing retirement? Think about which benefits will be most valuable to each segment.
- Benefit Needs: Understand what matters most to your employees – whether its healthcare, retirement plans, or wellness programs.
- Communication Preferences: Consider how your employees prefer to receive information. Do they respond better to emails, in-person meetings, or mobile apps?
By customizing the message, employees are more likely to engage with the information, reach out for help if needed, and make better choices regarding their benefits.
Provide Education and Resources
Not all employees fully understand their benefit options, or what benefits they even need, so it’s crucial to provide educational resources that guide and simplify the decision-making process. Offer user-friendly materials like FAQs, brochures, videos, and online guides to help employees explore their options.
Interactive workshops or webinars are another great way to facilitate understanding, as are decision-support tools like questionnaires or online calculators that help employees estimate costs and compare plans. The more informed employees are, the smoother the enrollment process will be.
Harness Technology for Better Communication
Leveraging technology can streamline benefits communication and make open enrollment easier. User-friendly HR software platforms can provide a centralized space where employees can compare plans and even make selections online. Tools like benefit calculators or plan recommendation engines help employees determine their needs, making the process more efficient and empowering them to make better decisions.
Continuously Gather Feedback and Evaluate
The end of open enrollment isn’t the end of benefits communication. Evaluating what worked and what didn’t is essential for improving the process next year. Encourage employees to share their feedback about their experience, and use that information to refine your approach next year.
Also, keep the conversation going year-round by reminding employees of the value of their benefits. Tools like benefit statements can highlight the financial and wellness perks your company offers, reinforcing the value you bring as an employer. This ongoing communication helps employees better understand and appreciate the full range of their benefits.
Want to learn more about how Total Rewards can highlight your value as an employer? Read our article Total Rewards: Motivating and Retaining Top Talent.
With thoughtful planning and clear communication, HR professionals can simplify the 2025 Open Enrollment period and help employees make well-informed decisions about their benefits.
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At XpanseHR, we assist organizations in designing benefit plans that align with their culture and objectives. Simplify your benefits administration and enhance employees satisfaction with our expertise. Learn more today!
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