Open enrollment season is one of the busiest times of year for any company’s human resources and leadership teams. It’s a window for employees to make important decisions about their benefits for the coming year — and for employers, it’s a time that requires careful planning, clear communication and consistent follow-up. Going in prepared can make a tremendous difference, helping to save time and reduce stress for everyone involved.
Whether you’re reviewing plan options, fielding employee questions or ensuring paperwork is submitted on time, the right approach can set the tone for a productive season and a stronger benefits strategy. Read on for guidance from BCH’s employee benefits professionals, a team dedicated to being here to help when it matters.
Start Off with the Basics: What is Open Enrollment?
Not every employee comes into open enrollment season knowing exactly what it is or how it works. This is especially true for younger team members or those who have never worked for an employer that offers such coverage. Taking a few minutes to educate your team can help reduce confusion and ensure more informed decisions. So, what is open enrollment?
Open enrollment is the designated period each year when employees can review, select or make changes to their benefit plans — including offerings related to health, dental and vision benefits. Unless a qualifying life event occurs such as marriage, divorce, the birth or adoption of a child, or loss of coverage, it’s typically the only time an individual can make changes for the year ahead. (This is an especially important point to note. Once team members make selections, they’re locked in for the coming year.)
Providing a quick refresher before and during open enrollment season ensures employees understand the importance of their choices and the deadlines involved. The more they know, the more confident they’re likely to feel — and the fewer last-minute issues you’ll encounter.
Smart Open Enrollment Strategies Lay the Groundwork for a Successful Season
The best open enrollment strategies are those that start well before the actual enrollment window opens — and which put thought into every step and individual involved. By planning ahead, staying flexible and keeping lines of communication open, you can keep processes running smoothly and ensure every team member is on the same page. Here are some tips to guide your efforts.
- Get Organized Early: The most successful seasons begin with preparation. We recommend starting your open enrollment planning two to three months ahead of time. This includes consulting with your benefits provider(s), evaluating past offerings, determining whether any changes are needed and outlining your communication strategy for employees.
BCH Tip: Our Open Enrollment Checklist provides a helpful timeline regarding what your company should be doing — and when.
- Rethink Your Meeting Format: Your open enrollment meeting doesn’t have to look the same each year. The goal is to share information clearly without pulling employees away from their work for extended periods. Consider offering a virtual option for remote employees or convenience, or providing multiple shorter sessions to fit varied schedules. Supplementing meetings with easy-to-read guides or video overviews can also go a long way toward ensuring employees understand the important (and oftentimes extensive) information being provided.
BCH Tip: Our Virtual Open Enrollment Sheet offers practical advice to help companies interested in hosting virtual benefits presentations.
- Listen to Your Team: Open enrollment season is a great opportunity to gather feedback about your benefits package. Ask employees what’s working, what’s missing and what would improve their overall work experience. Recent trends show strong interest in flexible work arrangements, expanded mental health resources and innovative perks such as tuition reimbursement, for instance. Even if you can’t implement every suggestion, actively listening builds trust and can guide a more successful long-term benefits strategy.
Seek Guidance from a Trusted Employee Benefits Advisor
A well-run open enrollment season is just part of the equation. The best results happen when employee benefits support continues year-round — before, during and long after the enrollment period ends. We recommend working closely with a benefits professional who understands industry trends, available options and innovative approaches that could be a quality fit for your people and operations. At BCH, our employee benefits pros are committed to getting to know our clients and helping them build and maintain programs that work for both the company and those employed there.
Open enrollment season can be hectic, but it doesn’t have to be overwhelming. If you’re interested in learning more about how to foster a successful season, our Open Enrollment Guide blog post is a great place to start. Our team is a tremendous resource, too. Feel free to reach out to our employee benefits professionals at any time. We’re here to help and look forward to working with you!