Regardless of your company’s industry, size, or location, one truth remains constant for all HR leaders: open enrollment is a major priority.
By actively engaging in the process, keeping communication open, and streamlining operations, teams of all sizes can ensure employees have the right information to make the most of their curated benefits packages. But what about supporting the HR teams leading open enrollment?
We connected with leaders from various industries to gather their insights on how HR professionals can ensure a successful and smooth open enrollment process. Keep reading to see their advice for navigating open enrollment.
1. Be open and transparent with your team on the pressure of open enrollment and offer resources to support.
“Leaders need to acknowledge the pressure and stress of open enrollment, and talk about it, to get the team ready,” says Dan Best, Chief Human Resources Officer, Total Quality Logistics.
Best also recommends planning early and staying in close communication throughout open enrollment season. This includes encouraging teams to evaluate what did and didn’t work during the prior year’s open enrollment and encouraging them to make changes and developing planning documentation with timelines and goal dates to set clear expectations across the team. The timelines should not only include deadlines for external-facing communications, but time for the team to practice enrollment sessions to ensure the right content is covered. Remember, not everyone on the team is the best presenter, train them up as needed.
Finally, Best recommends setting up a resource hotline or communication channel, and having updated FAQs that update as questions come in allowing participants to self search for answers.
2. Create a plan that prioritizes the employee experience
“Create a plan that prioritizes the experience you want the workforce to have where they feel taken care of & confident the company is providing them benefits because they care & want them to thrive,” says Jen Moyer, Chief Human Resources Officer, Astrix.
To effectively communicate benefit changes and drive higher engagement, Moyer stresses it’s crucial to start by understanding your workforce. Knowing your audience allows you to tailor your messaging and ensure it resonates across various segments. Make it a priority to communicate not just the changes, but also the positive impact those changes will have on employees. When it comes time for enrollment, focus on creating a responsive and engaging experience. Even if it’s a passive enrollment period, treat it as an opportunity to connect and engage.
Moyer also reminds HR leaders to activate all channels to reach employees wherever they are, whether through newsletters, weekly calls, mailings, or text messages.
3. Manage your HR team’s time and resources effectively
Donald Knight, Group Senior Vice President, People & Culture , Warner Brothers, urges HR leaders to make open enrollment a team sport. “Foster cross-departmental collaboration. Work closely with IT, finance, and communications to ensure seamless integration of systems and messaging. Regular check-ins with key stakeholders across the company can prevent last-minute issues.”
Managing your HR team’s time and resources effectively starts with breaking down complex projects into manageable phases, helping to prevent overwhelm and maintain focus. Utilize project management tools like Asana or Trello to track progress, assign tasks, and set deadlines—keeping everyone aligned and accountable throughout each phase. To further optimize your team’s time, embrace automation and leverage HR technology to handle repetitive administrative tasks, such as employee onboarding and benefits administration. This not only frees up your team’s bandwidth but also enables them to focus on more strategic initiatives that drive value for your organization.
Knight also reminds HR leaders to take a little time for themselves. Remember to step away from your desk periodically during this stressful time to recharge. Even short walks or brief moments of relaxation can significantly reduce stress levels.
4. Ensure open enrollment is as inclusive and accessible as possible
“There is no such thing as starting too early. Separate all of the benefit plan diligence from the setup and communication of the actual open enrollment event,” reminds Walt Rodgers, CHRO, FCH.
Encouraging engagement with open enrollment activities starts by making the process as inclusive and accessible as possible. Consider inviting employees’ significant others or family members to join the sessions, as they often play a critical role in benefits decisions. Provide multiple opportunities for employees to learn about the open enrollment process by offering sessions in different formats—such as live webinars, recorded videos, and Q&A forums—across various dates to accommodate different schedules and learning preferences. Additionally, ensure your team’s communication is clear and personal by delivering messages that outline the what, how, and why behind any benefits changes. When employees hear directly from you, it helps build trust and understanding, making them more likely to engage and participate in the process.
Rodgers also reminds HR teams to utilize all of their resources, “Lean on your vendor partners and broker to help you with prep, materials, communication slides, talking points.”
5. Time management is key
Jeff Belloli, Head of Human Resources, AEG, reminds HR teams that time management, from planning sessions to launch, is paramount to a successful open enrollment season.
Effectively managing time and resources during open enrollment begins with clear and concise communication. Create simple one-pagers that outline processes and highlight key benefits—this ensures employees have a quick reference guide to understand what’s available to them. Hosting information sessions and providing follow-up materials further reinforces understanding and helps answer any questions that might arise. Don’t forget the importance of taking breaks; stepping away from work helps maintain focus and reduces burnout.
As a bonus tip, Belloli recommends using daily guided meditation apps to support calm and well-being, allowing you to recharge and stay centered.
6. Divide and conquer
“Spread the load amongst the team, no matter how big or small your team is. Dividing and conquering gets it all done. Don’t be afraid to ask your vendors what they can do for you, as well. If you don’t ask, they can’t say Yes,” recommends Joanna Mayer, Benefits Director, National Church Residences.
To make open enrollment a success, there are three must-dos to keep in mind. First, embrace a “can-do” attitude by being proactive—ask questions, explore all available options, and encourage employees to do the same. Second, prioritize team collaboration by creating an environment where team members can share insights, learn from one another, and support each other throughout the process. Third, document processes to ensure everyone stays organized and accountable, which helps avoid confusion and makes it easier to track progress.
Mayer also recommends partnering with a strong consultant and delegate tasks effectively, involving vendors in the process to streamline workflows and make the most of your team’s resources.
7. Create a comprehensive communications campaign that minimizes stress for employees
“Having and implementing a comprehensive communications campaign that introduces enrollment material (especially what’s new or what’s changing) can minimize stress about unknowns. Recognize that your audiences process information differently,” recommends Rose Dean, Airvet Advisor.
To navigate open enrollment effectively, it’s crucial to anticipate and prepare a comprehensive list of FAQs regarding any changes. This proactive approach helps address employee concerns and fosters transparency. Leveraging AI can also streamline data management and enhance communication, making it easier to disseminate information quickly and efficiently. Additionally, it’s important to recognize the diverse geographies, work schedules—such as night or weekend shifts—and languages of your workforce to ensure all employees are adequately supported throughout the process.
Dean also recommends incorporating daily exercise and quiet breaks—such as meditation, relaxation techniques, or listening to soothing music—to maintain well-being and focus during this busy time.
8. Keep communication transparent
Tracy Cote, Chief People Officer, Slickdeals says, “The key to a smooth open enrollment process, for both HR and employees, comes down to proactive, transparent communication.”
To ensure a well-planned open enrollment, Cote recommends starting by setting clear expectations early. Outline the timeline, explain any changes to benefits, and make sure everyone knows where to find essential resources. Provide employees with multiple ways to engage, whether through Q&A sessions, virtual office hours, or webinars, allowing them to get their questions answered at their own pace. Regular check-ins and reminders spread out over time will help keep everything on track without creating last-minute pressure. Remember, it’s not just about delivering information; it’s about making it easy to digest.
When employees have the right tools and support, they feel empowered to make informed decisions, alleviating stress for HR and leading to a much smoother process overall.
