As the fall season approaches, HR leaders are gearing up for the crucial task of open enrollment. This annual period is a pivotal time for organizations to offer employees the opportunity to review and make changes to their benefit plans. However, the process requires careful planning and consideration to ensure a seamless experience for both HR teams and employees.
Below, 19 Forbes Human Resources Council members delve into key considerations that fellow HR leaders need to bear in mind as they prepare for the fall open enrollment, enabling them to create a successful and beneficial experience for all stakeholders involved.
1. Increasing Access And Automation
Access and automation are keys to a successful open enrollment. Implementing a single, comprehensive, easy-to-use HR software puts control into the employees’ hands with 24/7 access to benefit information. By automating these processes, everyone benefits. Employees get to securely enroll in benefits with an app, and HR teams get more time to focus on strategies driving the business. – Jennifer Kraszewski, Paycom
2. Updating Health Plans If Necessary
Thoroughly review and update health plan offerings and assess whether the plans align with the Affordable Care Act (ACA) compliance requirements, including essential health benefits, affordability, minimum value and non-discrimination requirements. Communicate changes clearly so employees understand their options. Also, stay informed of new ACA regulations or reporting requirements that may impact upcoming open enrollment. – Robert Sheen, Trusaic
3. Adjusting Things That Aren’t Working
One tip is to use your employee engagement survey or other touch points like one-on-one meetings, focus groups and chats to learn what is working, what is important and what should change. You may learn from your employees that they don’t understand the scope of their benefits offered. Open enrollment may include increased education to support better utilization and to improve personal savings. – Denise Triba, Ingenovis Health
4. Implementing An Open-Door Policy
Employees are overwhelmed with choices and decisions during open enrollment and often feel less than confident in the elections they’ve made. HR leaders can create a more satisfying experience by educating them and having an open-door policy to HR for questions about options like mental health, fitness, caregiving support and substance use—things they may not feel comfortable asking in a group. – Michael Held, LifeSpeak Inc.
5. Adding Progressive Health Benefits
In past years, employee wellness was not something companies took into account. Today, it’s top of mind, especially for younger generations. As you evaluate your suite of benefits, consider additions like lifestyle spending accounts, and look for creative ways to support caregivers and women experiencing menopause. Ensure your offerings are thorough, inclusive and go beyond the standard EAP. – Mikaela Kiner, Reverb
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6. Launching A Proactive Communication Strategy
As we get ready for open enrollment, it’s crucial to have a strong pulse on employees’ needs. HR leaders must rely on data and insights to best understand what matters most to their people and curate the right mix of benefits that meet employees with the support they need. In addition, launching a proactive communication strategy in collaboration with partners can maximize engagement and ROI. – Neha Mirchandani, BrightPlan
7. Anticipating The Needs Of New Employees
Try to make your life a little easier by planning ahead. Ask yourself, what questions can I anticipate? What were some challenges I faced last year and how can I mitigate them this year? Strategize proactive solutions like creating FAQ sheets, pictographs, hosting benefit fire chats, a benefit dashboard and enrollment step-by-step guides to reduce inquiries and increase inclusion. – Kimika Banfield, Arootah
8. Providing Clear Explanations Of New Policy Updates
One crucial thing to consider is effective communication. HR leaders must ensure that employees fully understand their benefit options, changes from the previous year and enrollment deadlines. This could be achieved by organizing informative sessions, circulating comprehensive guides and offering personal assistance. Effective communication minimizes confusion and ensures a smoother enrollment process. – Siddharth Sharma, JP Morgan Chase & Co.
9. Prioritizing Transparency
As HR leaders prepare for fall open enrollment, it is imperative to proactively consider the evolving needs of employees. They must prioritize transparency, effective communication, awareness fostering and employee well-being. CHROs must focus on guiding employees to make informed choices by providing clear information, ensuring affordability and facilitating plan comparisons. – Srikanth Karra, Mphasis
10. Starting Necessary Discussions Early
HR Leaders need to consider the impact of benefit increases on the company and the employees. If an expected increase may be difficult to manage in the budget, they should start the discussions early. If there needs to be any shift in contribution structure or benefit plan design, proactively discussing allows time to discuss the best scenario and not be rushed into a quick decision. – Robin Page, Bluedot Innovation
11. Evaluating The Competition
HR leaders should evaluate their current benefit package and compare it to the industry standard and competitors. Where are your gaps? You can also hold employee surveys to find what benefits they value. Check your benefits usage rates to see what you should keep. Compare prices when you receive your renewal, and evaluate if you can add additional benefits and drop any that aren’t utilized. – Erin ImHof, CertiK
12. Ensuring Health Benefits Are Inclusive
Are your benefits inclusive? Do they provide the necessary coverage to meet employees where they are in their health journey and in life? Does your plan provide access to care within a reasonable distance to your employees? Inadequate benefit plans can actually cost you more in the long run through higher claims due to inappropriate ER utilization, poor health outcomes, retention and recruiting. – Laura Giangiuli, CALIBRE Systems, Inc.
13. Creating Plan Benefits For A Younger Generation
We will be analyzing our current benefits to determine if there are options that may appeal to our younger employee demographic. During open enrollment, we always strive to overcommunicate any changes being implemented and educate, educate, educate! We have face-to-face meetings and recorded sessions for those who cannot attend and our favorite thing is a benefit fair around open enrollment. – Sherrie LeCheminant, Blackstone Products
14. Differentiating Benefit Contributions
Consider differentiating your benefit contributions, so your lower-paid employees pay less than everyone else. With inflation at all-time highs, the people living paycheck to paycheck feel it the most, and differentiating contributions required by salary helps the playing field for them; it is as good as a raise for anyone participating in your benefits programs. – Tracy Cote, StockX
15. Providing À La Carte Plan Offerings
Employee well-being is the pulse of every workforce. Benefit offerings are just one component, but an important one, of every holistic well-being strategy. Employees seek benefit selections that they can tailor to their personal needs. Those nearing retirement may seek financial coaching while those with young families may need flexibility in their work day. Get creative with à la carte offerings! – Laci Loew, XpertHR (a division of LexisNexis)
16. Reevaluating Mental Health Coverage
Employers may want to consider evaluating their plan and the level of support that is being offered for mental health. Oftentimes, traditional plans lack adequate coverage when employees need to seek this type of healthcare. – Lisa Shuster, iHire
17. Taking Time To Explain All Benefits Available
Open enrollment can be mystifying. HR needs to take the time to explain the benefits enrollment process thoroughly. Carving time out for one-on-one sessions is important. So many companies today are responding to employee requests for mental health benefits, caregiving benefits and more, yet so few enroll because the process seems daunting. Help your employees understand and embrace the benefits. – Cat Colella-Graham
18. Setting Clear Training Goals
Assume that everyone knows nothing. Build the project to include multiple information sessions, both for the enrollment process and review of the benefits. Set goals to demonstrate the effectiveness of the training, such as enrollment percentage by reward, attendance percentage at information sessions and time to enroll. – Jessica Wallen, Marten Law
19. Engaging With Employees Through Multiple Platforms
HR leaders should develop a strategic communication plan that provides clear and concise information about the available benefits options, any changes or updates to the plans and the enrollment process itself. The communication plan should include multiple channels such as emails, intranet announcements, posters, webinars and in-person meetings to reach employees through their preferred method. – Raj Tanwar, Advantage Club Technologies Private Limited
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