In today’s evolving work landscape – marked by rising healthcare costs, hybrid work models, and higher employee expectations – it’s more critical than ever to get Open Enrollment right. Your approach is no longer just an administrative task; it’s a strategic opportunity to engage your workforce and reinforce your commitment to their well-being.
We know that effective communication is the cornerstone of a successful Open Enrollment. Drawing insights from best practices in HR, here are 10 essential strategies to ensure your Open Enrollment goes smoothly and helps you achieve your organizational goals.
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1. Talk with Employees and Listen!
Before you even craft your first email, take the pulse of your workforce.
- Are they stressed about finances?
- What kind of support are they truly seeking?
- What questions do they have about their benefits options?
Understanding their pain points and priorities will allow you to tailor your communication and focus areas, ensuring your efforts truly resonate.
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2. Go Digital, Be Accessible
With remote and hybrid teams, digital communication is no longer optional — it’s essential. Leverage benefits portals, webinars, AI, and familiar platforms like Slack or Microsoft Teams to share information. Digital tools ensure employees can access critical information conveniently, anytime, anywhere. Consider hosting a virtual benefits fair to connect employees directly with vendors and deepen their understanding of benefit offerings.
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3. Don’t Neglect Traditional Communication Methods
While digital is crucial, don’t abandon the tried and true. Personal guidance from HR and benefits leaders remains invaluable. Many employees feel overwhelmed by choices and benefit from thorough, in-person explanations. Group meetings, one-on-one counseling sessions, and even direct mail sent to employees’ homes can cut through email clutter, capture attention, and even engage family members in the decision-making process. If in-person options aren’t available for your population, consider a live chat forum where employees can directly connect with vendors and HR no matter where they are.
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4. Address Financial Pressures by Discussing Voluntary Benefits
The rising cost of living means employees are increasingly looking for ways to ease financial burdens. Voluntary benefits like life insurance, critical illness, accident, and hospital indemnity coverage are becoming major components of a compelling benefits package. When promoting these, clearly explain their value, purpose, and cost transparency, showing how they can fill coverage gaps and alleviate financial stress.
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5. Talk About – and Explain – Healthcare Costs
With healthcare costs on the rise (expected to jump 8%-9% in 2025), it’s crucial to be transparent (IFEBP, 2025). If your organization is increasing employee contributions, clearly explain the “why” behind the adjustments (e.g., rising medical expenses). Outline available options like High-Deductible Health Plans (HDHPs) and a Health Savings Account (HSA) and consider using increased contributions as an opportunity to discuss healthcare consumerism and year-round wellness strategies. And always highlight the positive, such as increases below the national average.
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6. Demystify the HSA & FSAs
Many employees are unaware of the power of Flexible Spending Accounts (FSAs) and a Health Savings Account (HSA). Open Enrollment is the perfect time to educate them on how these accounts work, what they cover (including over-the-counter medications and dental care), and their significant financial advantages, such as the triple tax advantage of the HSA. Clear communication on contribution limits is also vital for compliance.
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7. Showcase the Full Spectrum of Benefits Offered
Beyond health plans, use Open Enrollment as an opportunity to educate employees about all your offerings, even those that don’t require active enrollment. Highlight wellness programs, mental health support (like EAPs and apps), and non-retirement financial benefits such as planning services, student loan repayment, and emergency savings accounts. Sharing real-life employee success stories can powerfully illustrate their positive impact.
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8. Define Success with Goals and Metrics
A successful Open Enrollment isn’t just about completion — it’s about achieving measurable results. Set clear goals – whether it’s a target enrollment percentage, attendance at informational sessions, or increase in voluntary benefits enrollment. Utilize tools like benefits dashboards to track participation rates in real-time, establish benchmarks against previous years, and nudge employees with timely reminders.
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9. Collect Employee Feedback
The learning doesn’t stop when enrollment closes. Immediately after, solicit employee feedback.- What worked well? What didn’t?
- What additional information or benefits would they find valuable?
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10. Plan for Next Year Now
This input is invaluable for refining your communication strategies, improving resources, and setting yourself up for success next Open Enrollment.
By adopting these strategic approaches, HR teams can transform Open Enrollment from a logistical challenge into a powerful opportunity to connect with employees, demonstrate value, and strengthen the overall employee experience.
