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Author: Lindsay Bowers, LD&B Employee Benefits Consultant
An effective open enrollment requires strategic planning, clear communication, and employee engagement. A few of the best practices that we have honed over the years are listed below.
Best Practices:
What worked vs. What did not – Review past strategies your group has had. Did they work well, or do you need to try a different approach this year?
Start Early – Begin planning for meetings, dates, gathering data and quotes well in advance of your group’s Open Enrollment will set the stage for a smooth transition (usually 90-120 days before your renewal date, depending on your group size).
Communication – Employees want to know their options and to have time to make a decision. Have content available in multiple versions (electronic, paper, audio) so employees can pick which one works best for them to understand their benefits. Send reminders during Open Enrollment to let employees know deadlines, and offer one on one support if they have questions. Health Insurance is personal, and they may not want to ask questions in a big group setting.
Identify Changes – Anytime you make a change to benefits or rates, point it out on the front end–it creates less confusion and fewer questions of ‘What was it last year?’
Deadlines – Rember that carriers have enrollment deadlines, and mailing ID cards takes time. Allowing 2 weeks for cards to get mailed to members homes is probably reasonable, but things happen that slow that process down. Have a backup plan and ask the carrier for PDF versions of ID cards or instructions on how employees can log in and download their own ID Card.
Open enrollment is more than just a compliance requirement—it’s an opportunity to empower employees with the knowledge and resources they need to make informed decisions about their benefits. By starting early, communicating clearly, and anticipating potential challenges, you can create a process that feels seamless and supportive. Remember, the goal is not only to meet deadlines but to ensure every employee feels confident about their choices. A well-executed open enrollment sets the tone for a positive benefits experience all year long.
