Employees need to hear a message an average of seven times before fully understanding it. Communicating through various channels, including email, intranet, group meetings, one-on-ones, and even texting, can help engage employees and make sure they know what’s required of them during open enrollment. It’s also important to provide resources year-round to support employees in becoming educated healthcare consumers.
Increased Employee Engagement
Employee engagement is a broad term that encompasses everything from employees’ motivation, emotional connection, and trust in their job and the company. It also refers to how they perform, which is determined by their engagement in their day-to-day tasks. Engaged employees feel connected to their work and the organization, contributing to positive business outcomes. However, many companies need help to engage employees, especially regarding benefits communication. It’s critical to consider different employee groups when creating a communications strategy, as each group will likely have different needs and priorities. For example, a new employee may need more support and education than a seasoned employee.
Additionally, younger workers are often more accustomed to technology-based communications, while older employees prefer traditional channels. Using an enrollment checklist can help you create customized communications for each employee cohort. This will ensure all employees receive the information they need to make an informed decision. This is particularly important during re-enrollment when employees are already overwhelmed by the information they need to absorb and digest. By providing a clear and easy-to-understand communications plan, you can help employees maximize their benefits. A well-implemented checklist will reduce frustration, prevent confusion and ultimately boost the effectiveness of your benefits communication. Plus, it will show your employees that you care about their experience with the company’s benefits.
Reduced Stress
Open enrollment can be a stressful time for employees and HR teams alike. With so much going on, it’s easy for deadlines to slip or errors to occur. But open enrollment doesn’t have to be a nightmare if you plan and follow some best practices. Start notifying employees early with internal signage, emails, and other communication methods they use throughout the year. Doing so allows them to ask questions and get answers before the last-minute stress of open enrollment kicks in. Include a checklist in employee enrollment packages to make it easier for them to keep track of completed paperwork. This can also ensure all required documents, such as birth certificates or marriage or divorce decrees, are submitted before the end of the enrollment period. It’s also a good idea to ask employees to affirm that they aren’t making any changes to their coverage, which can save HR and other team members from having to chase down erroneous submissions later on. Consider implementing an online benefits portal that allows employees to view and manage their forms. It’s more efficient than processing paperwork manually and reduces the number of questions you have to answer for your employees. It can also give employees real-time information about their plans and ancillary benefits.
Improved Communication
Strong communication is vital, Whether during open enrollment or in the workplace. With it, projects will succeed, employees can access key information, and employee engagement will thrive. Luckily, there are many ways to improve communication and get everyone on the same page. A successful enrollment requires clear communication between administrators, staff, and students and their families. Enrollment checklists help streamline the process, reduce confusion, and increase transparency. They can also be a great tool for identifying areas needing attention and ensuring all required items are complete. For example, a school can set up its registration form to display the Contract and Deposit fees once a student has completed an Intent to Enroll Form or has withdrawn from the term. This way, administrators can ensure families know any requirements before requesting payment.
Similarly, schools can include a FAQ section to answer common questions during registration. This will help simplify the process and reduce stress for parents and their students. It’s also important to communicate with insurers and benefit providers during open enrollment to keep them updated on any changes that may affect your offerings. This will give you time to review your current options and consider any new ones you want to bring (e.g., telemedicine, fertility, FSA).
Better Organization
A clear and organized open enrollment process is essential for running a benefits department. Provide the necessary information to your employees in a way that makes sense for your company, whether through one-on-one meetings, virtual benefit fairs, or mailers and intranet tools. Address any frequently asked questions to ensure your employees are confident in their coverage choices. When you use an online form or checklist to collect application and enrollment forms, you can eliminate the need for multiple documents to contain duplicate information. For example, some departments may require medical records for the nurse while others ask for the same information on field trip permission slips. By creating a checklist item for each Form, you can ensure that all forms needing the same data are included and prevent double-working for your staff. A well-planned and efficient enrollment process is important for schools and parents during an open season. By using a digital checklist, you can save time for your team while also improving the experience for your parents and students.
