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Virtual Open Enrollment Exposes New Benefits Challenges For HR Teams

As we experience our first virtual open enrollment period, there are sure to be more questions than answers when it comes to selecting individual health and voluntary plans. As an HR executive who has seen 20-plus years of open enrollments, this year is like nothing I've ever experienced. In talking to clients and fellow HR professionals, I'm hearing the same concerns I have: How can we ensure our benefits are understood, appreciated and used by all our employees? How can we help them with decisions when we're working remotely and can't be there in person to explain them?

2020 Brings New Guidelines

HR and benefits leaders are heads down, dealing with some incredibly important issues - from furloughs and layoffs to the Families First Coronavirus Response Act, new workplace regulations, employee health and mental health, childcare coverage, tax issues, financial concerns, Covid-19 testing, PPE and more. It's no surprise that we're all wearing more hats than we ever expected to. The good news is that, due to the pandemic, new solutions have become available to help deal with these challenges and even improve employee satisfaction with benefits programs.

Reaching Remote And Frontline Workers

For those in HR who need to communicate and clarify benefits to frontline workers (in public safety, hospitals, manufacturing plants, retail, hospitality, etc.), the challenge is more difficult. These workers typically don't have a company email address and they don't work from a computer all day. This is why 2020 is also the year of mobile-accessible, or text-based, benefits communications. Whether you're sending reminders to enroll or sharing a link they can access from home tablets or mobile devices, HR departments should embrace the power of mobile apps and text messages to get their message out.

While office workers have access to emails and shared intranet folders for detailed plan information, many frontline employees relied on shop-floor benefits-review sessions. Many still receive and review paper brochures handed out at the office or mailed home. There's a microsegment of the workforce that is less tech-savvy and still prefer one-on-one desk-side reviews. Those one-on-one meetings aren't happening this year.

HR teams and their less tech-entrenched employees are smart to embrace shop-floor QR codes, virtual benefits fairs, online platforms for benefits information, benefits explainer videos, Zoom benefits-review meetings, decision-support tools, digital and physical postcards, mobile apps and texting. The plethora of communications means employees have all the information at their fingertips, and HR teams can get the word out faster and more effectively than before with much higher engagement rates.

Looking Ahead To Benefits Communications In 2021

Now is the time to start planning for next year. Benefits shouldn't be a select-it-and-forget-it task for employees. Even a month after open enrollment, you can begin to prepare for next year. Poll and evaluate how benefits were received and comprehended. Google Forms or Survey Monkey are simple tools you can use to determine how employees are feeling when it comes to the benefits offered and how they comprehend their value. The results of this survey can help with identifying areas you need to better communicate value next year.

Monthly communications are a great way to revisit survey feedback and show progress by highlighting certain aspects of benefits packages - for example, communications around financial wellness ahead of tax season or preventive care around flu season. There are many timely opportunities to communicate the relevance of benefits year-round.

Ultimately, all of these communications best practices will help HR teams ensure that comprehension and engagement is happening. With that engagement, employees will better understand and value their very costly benefits programs. This leads to better choices for health and voluntary benefits plans, happier employees and, hopefully, long-term retention of those happy employees. The health of your workforce depends on their ability to make better choices for their own health and financial wellness.

While you may be behind the eight ball on virtual open enrollment communications this year, think ahead. What tools can you offer to make the process better next year, whether in the office or remotely? It's clear there are new ways to improve engagement during open enrollment this year and beyond.

This Article Original Source is From : https://www.forbes.com/sites/forbeshumanresourcescouncil/2020/11/16/virtual-open-enrollment-exposes-new-benefits-challenges-for-hr-teams/?sh=43aa4cbe7943