1. Assess current benefits communications — at least 12 weeks before the annual enrolment period

• Review last year’s benefits enrolment plan.
• Find out what employees think of these communications.
  • What do they remember from last year?
  • Do they have unanswered questions?
• Define your goals.
  • What is your message?
  • Who is your audience?
  • What is your budget?
  • Coordinate the following with your information technology department:
    • All-staff emails
    • An internal website for FAQs
    • A dedicated email address for questions

2. Update communications — at least eight weeks before benefits enrolment

• Draft simple communications that let employees know what you are offering and why they should care.
• Use examples and case studies to illustrate savings your plan can offer.
• Talk about premiums, maximums, and how deductibles and coinsurance can affect the cost of coverage.
• Create graphics to illustrate plan benefits.
• Share the value of what you are offering. Tell employees how much benefits cost and how this affects your bottom line.
• Build a multichannel strategy. Be proactive and give employees the information they want, where they want it. This could include one or more of the following:
  • Emails
  • Internal chat
  • A podcast
  • Print
    • Mailers
    • Posters, flyers and table tents
    • FAQs
  • SMS texts
  • Videos
  • Webinars
  • Webpages
• Embrace social media:
  • Expand your reach.
  • Keep benefits enrolment top of mind.
  • Remember that short messages are easier to digest.

3. Release communications, share updates and run drip campaigns — at least four weeks before benefits enrolment

• Distribute initial communications.
• Hold all-staff meetings and informational sessions.
• Hang posters in common areas to remind employees of important dates and times.
• Share videos about how to enroll and where to find more information.

4. Issue reminders — throughout benefits enrolment

• Publish FAQs based on the questions your human resources team is receiving. Remember to remove or change any personal information.
• Remind employees of important deadlines. Emphasize that if they do not make changes during benefits enrolment, they may have to wait until next year to make changes.
• If you use an online enrolment system, take advantage of automated reminders.
• Engage leadership. Ask managers to remind employees about benefits enrolment during team meetings and other touchpoints.
• Take advantage of employee cheerleaders. Encourage them to talk to their peers about the importance of benefits enrolment.

5. Conduct a postmortem — as soon as possible after benefits enrolment

• How did benefits enrolment go?
• Did you meet your goal?
• What materials did employees like best?
• What materials did not go over so well?
• What changes can you make?

6. Send follow-up communications — throughout the year

• Issue a total compensation statement to remind employees of the value of their benefits plan.
• Encourage employees to use preventive care services included in private plans or coordinated with publicly funded provincial health care programs.
• Share resources such as cost calculators, case managers and employee assistance programs.
• Reiterate private plan features, eligibility requirements and perks, such as paramedical services, vision, dental, prescription coverage and wellness initiatives.

Talk to your broker or benefits advisor if you have any questions. They can help you with successful employee benefits enrolment tips and create a communications plan that’s right for your employees.