Each employee has different needs when it comes to health benefits. When you break information into digestible, easy-to-understand pieces, employees are far more likely to understand their options and feel confident making decisions that actually fit their lives.
We know first-hand that open enrollment can be one of the busiest and most stressful times of the year. If you work in HR or benefits, you've probably heard some version of these questions more times than you can count:
- “Where do I even go to enroll, and when’s the deadline again?”
- “Do I have to re-enroll, or does everything roll over from last year?”
- “What actually changed compared to last year? Can you explain my choices?”
- “Which plan should I pick for me or my family?”
- “What’s with the alphabet soup? What’s the difference between an HSA, FSA, HRA, or HDHP, and why do I have to decide now?”
- "Every year, I get a gigantic package of information on benefits. Where do I even start."
The good news is that a few intentional steps can make the open enrollment process easier for everyone involved.
1. Communicate Early, Often, and Everywhere
Communication is everything during open enrollment. While your hard work starts earlier in the year—evaluating plans, negotiating with vendors, and selecting benefits—it’s your communication strategy that makes or breaks the process for your employees.
Sending one email and delivering a single packet isn’t going to cut it. That’s not enough. Instead, use a variety of methods to get the message across, like:
- Multiple reminders: Start communicating before enrollment opens and keep the updates coming.
- Different formats: Some employees prefer emails, others respond to texts or direct messages in your company’s chat platform. Posters in breakrooms or even videos can also help.
- Creative touchpoints: Attach reminders to popcorn bags, chocolate bars, or coffee cups—because we all know that snacks catch attention!
- FAQs: Answer common questions upfront in a handy, easy-to-read format.
- Info sessions: Host casual Q&As or “Lunch and Learn” events to walk through the options and share comparison tools.
When you make the process feel approachable and accessible, your employees are far more likely to participate confidently. And that means fewer panic emails to HR.
2. Highlight the Deadline, Then Scream It from the Rooftops
Deadlines are a big deal during open enrollment. If your employees don’t act, they’ll be locked into their current benefits (or stuck without changes) for an entire year unless they have a qualifying life event.
This is especially important for employees who:
- Aren’t happy with their current coverage
- Are worried about rising premiums
- Assume they can “fix it later”
Drive the urgency home with simple, clear messaging:
- "Act now, or you’ll have to wait a whole year."
- "Review your options today to get the coverage you need."
- "Don’t risk penalties—choose what works best for you and your family."
Make it clear that open enrollment is a limited opportunity, and the stakes are high. Not to mention, some states carry penalties for forgoing coverage.
3. Make It Fun (Yes, Fun!)
Scare tactics and fear-based messaging only go so far. A better way to boost participation—especially early participation—is to get creative with positive incentives. Here are a few ideas to try:
- Raffle prizes: Reward employees who complete their enrollment in the first week with entries to win PTO or gift cards.
- Department competitions: Turn enrollment into a friendly contest between teams, with department managers helping nudge employees along.
- Lunch perks: Offer free lunch or snacks for employees who attend a “Benefits Lunch and Learn.”
A little fun goes a long way toward making the process less stressful and more engaging.
4. Use Technology to Your Advantage
Your payroll provider or benefits platform might offer tools that take the hassle out of open enrollment. These tools can help streamline communication and make enrollment easier for everyone.
Here’s what to look for:
- Automatic reminders: Send email alerts so no one misses the deadline.
- Customized messages: Share plan details, required documents, or instructions through personalized welcome messages.
- Smart tools: Guide employees in selecting benefits that align with their needs, reducing confusion and errors.
Technology can simplify YOUR workload when your employees have everything they need to enroll with confidence.
A Stress-Free Open Enrollment Is Possible
Open enrollment doesn’t have to feel overwhelming. With strong communication, consistent reminders, clear deadlines, fun incentives, and the right tools, you can turn this busy season into a smooth experience for everyone.
But what happens when things don’t go as planned?
For example, What If You Forget To Cancel Benefits For A Terminated Employee? Mistakes happen, and it’s important to know how to handle them.
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