Open Enrollment is Around the Corner: How to Effectively Communicate Open Enrollment to Your Team
Open Enrollment is one of the most important times of year in Human Resources. It’s time to make sure your employees are well-informed and prepared. Say goodbye to a boring Powerpoint and learn how you can effectively keep your employees engaged in the open enrollment process.
We sat down with Karen Fricke, Director of Benefits and Leaves at 9Dot to discuss open enrollment at our organization and how they help support their employees and clients.
What is Open Enrollment?
To start, Open Enrollment is a period of time when employees may elect or change the benefit options available through their employer, such as health, dental and life insurance, and ancillary or voluntary benefits (SHRM).
Why does open enrollment communication matter?
Employees care deeply about their benefits. A study by the American Institute of CPAs found that 80% of workers would choose a position with benefits over the same position that offered higher pay but no benefits (Beekeeper).
“From year to year, life and priorities can change which may cause you to reevaluate your benefit needs,” Karen mentioned. “It’s important to communicate this information to your staff and clients every year, as there also may be changes in insurance carriers, benefits such as deductibles & copays and premium cost”.
Employers that require their staff to annually examine their benefit elections are better able to drive employees to enroll in plans that fit their current needs. They can build employee loyalty by highlighting the competitiveness of their benefit package. Employers are also more likely to retain employees who understand the relative value of their benefits package. SHRM
Employee benefits matter in the short and long run
It’s important to communicate Open Enrollment effectively because it matters to your people. “Companies need to do their due diligence to make sure their employees have the opportunity to understand the plan so that they can make the best decisions for themselves and their family.” Karen advised.
While benefit elections are not the most exciting topic in your organization, there are plenty of ways to boost enthusiasm for open enrollment.
What are some ways to boost open enrollment communication?
While engagement activities depend on your wellness sponsors or your overall budget, at 9Dot, we recommend keeping your communication fun and interactive. Here are a few things you can do for your employees.
- Raffle prizes
We find that incentivizing employees to attend the open enrollment meetings is very effective. At 9Dot, for those that attend an open enrollment meeting, they are entered to win a raffle prize! During past events, we’ve given away air fryers, emergency preparedness kits, meal prep kits, camp chairs, daypacks and yoga mats.
- Fun Themed Open Enrollment Presentations
At 9Dot, we make a big fun day (or week) out of open enrollment. One year our theme was “Harry Potter” and we passed out “Polyjuice Potion” hand sanitizer to our staff!
- Make an Event out of it
Host virtual or in-person classes such as Chair Yoga, Self Defense, or Emergency Preparedness to inspire your staff to take care of their health and learn a new skill! At 9Dot, we partnered with our local fire department for fire extinguisher training, and a local pet rescue for puppy cuddling and adoption opportunities.
- Wellness Program
During COVID-19 when the 9Dot team was remote, our Benefits team offered a lunch-time seminar on wellness topics such as: mindfulness, how to manage stress, positive parenting and much more. This was a great way to get employees engaged and show how much their mental and emotional health mattered as well.
- “Thank You” gifts to your staff/employees
Sending employee “Thank You” gifts is also an effective way to show that you value your staff. It is a great way to reward them for participating in open enrollment.
Final Thoughts & What to Expect in the Future
Today, we face many uncertainties. Our health is a top priority and it should be our employers as well. The pandemic offered a few changes in open enrollment, mostly presentations and notifications going virtual or online, but it also provided a new insight into how we should be approaching our health.
Employers should be aware of the changes going on in healthcare and keep up-to-date on annual notice requirements (i.e. Medicare- Part D, 5500 Filings, plan documents). 9Dot offers Comprehensive Benefit Guides to their employees and clients and works actively to ensure that everyone is well-informed and prepared. With over 40 years of benefit experience and highly qualified broker & insurance carrier partnerships, 9Dot has worked with their trusted partners for years to support their staff and clients.
The world is constantly changing and the pandemic has unveiled what really matters at work and ultimately, in life. We have all started to ask questions like: How can I better prepare for my future? How do I protect myself and my dependents? What kind of benefits should I be choosing? What am I doing to take care of my mental health?
Take action now and look into open enrollment. If you don’t have something like this for your organization, reach out to 9Dot on how we can help!
