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Let’s face it. Open enrollment is overwhelming for both employers and employees. It is no wonder 1 in 3 benefits professionals report that communications are often lost, overlooked or misunderstood. While we may never get rid of the overload at open enrollment, we can lighten the load with a year-long communication strategy which looks to provide more bite-sized, focused messages over time.
The following is intended to be a guide and resource. A few best practices to consider:
Set a Communication Goal
Be sure to make it SMART
(Specific, Measurable, Actionable, Realistic, Time Bound)
Potential communication goals
- Send one benefits reminder communication per month.
- Hold a benefits education workshop for employees once per quarter.
- Invite benefits partners to speak with and educate employees (outside of open enrollment).
- Commit to starting open enrollment education 30 days earlier than in the past.
- Try one (or more) new channels of communicating with employees.
Meet employees where they are at
Make sure your messages are noticed by leveraging the tools and channels employees are actively communicating in. Over 80% of employers reported using three or more methods of communication during open enrollment in 2021. You will likely need more than one communication approach to reach employees.
Channels to Consider
|Channel||Most popular uses|
|Internal sites/tools (intranet, sharepoint, payroll, BenAdmin platform, etc.)||
|Collaboration tools (Teams, Slack, Messenger apps)||
|Email, text, mailed communication||
|In-person / virtual meetings||
|Newsletters / Benefits Communications||
|Social Medial Groups||
Create your Communication Calendar
While your Communication Calendar should be flexible and adapted throughout the year as communication needs arise, the key is to create a plan and remain committed to incremental education of employees.
Sample Communication Messages and Resources
The following sections are intended to outline possible message flows by plan type and related resources. Don’t be afraid to adapt to your employees’ needs and check out our complete Resource Center and Blog for even more options.
Flexible Spending Accounts
#1: Activate card, get online and complete your profile
#2: Using your Beniversal Card and digital wallet
#3: Claims and Receipts
#4: What is eligible?
#5: What change can be made to my benefits?
Health Savings Account
#1: Get online and update your statement preferences
#2: Activate and use your Beniversal Card
#3: What is eligible?
#4: Are you contributing enough to your HSA?
#5: Which type of HSA user are you? Spender or Saver?
#6: Have you considered investing your HSA funds?
#1: Activate your Beniversal Card and set up your digital card
- Getting Started with BRI video
- BRIWEB for Newbies – Everything You Need to Know
- Tax-Free Account Resource Flyer (BRIWEB, BRIMOBILE, BRIALERTS)
- BRIWEB FAQs Page
- BRIWEB & BRIMOBILE FAQs
- Beniversal Card page
- The Beniversal Card Guide for Newbies
- Digital Wallet FAQs
- The Benefits of Your Digital Wallet Infographic
#2: Check out the ways you can access your commuter benefits in your city
Commuter Resource Center – Find your city and view useful links and tips about using your Beniversal or eTRAC card for commuting in your area. If your city is not listed, choose “General” for links and tips that apply to all locations.