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Traditionally, open enrollment meetings include in the same room for an hour. Considering the new social distancing guidelines, virtual open enrollments may be the new trend. If you're approaching open enrollment season, you might want to consider the following factors.
Strategize, strategize, strategize
Strategize, strategize, strategize
Develop a plan for how open enrollment information will be delivered to employees (text, email, call, snail mail, etc.)
Designate staff ready to answer both tech and benefits questions as the needs arise.
Set up a schedule of reminders for employees in advance.
Prepare a process to address any employees who do not have smartphones or computers.
Pro-tip: Offer an online training for your HR/benefits team to ensure they're ready to answer questions.
Benefit Administration System
Benefit Administration System
Have you experienced some struggle or resistance from employees reluctant to adopt the new online benefits system? With a virtual open enrollment, you have the perfect opportunity to blame COVID-19 for forcing them to finally create usernames.
By uploading more resources and building out additional information in your system this year, you're setting yourself up for a smoother open enrollment in future years.
Take extra steps to upload a printable resources for employees, in the case they prefer paper.
Pro-tip: Send an email to all employees asking them to double check their login credentials before open enrollment begins.
Video Conference Open Enrollment Meeting
Video Conference Open Enrollment Meeting
Offer a range of dates and times that employees can tune in for a live open enrollment meeting. In fact, offer a few slots after hours so that spouses may listen in on the benefits.
There are a number of free programs you can use to easily broadcast your meeting (Google Hangouts, Zoom, & Skype)
With most video-conferencing apps, you can record the meeting and then upload the meeting video to your benefit admin system later (eliminating all excuses for "not being available for the meeting...").
If you require attendance to open enrollment meetings, consider taking roll call (size of company depending). Additionally, your ben admin system may be able to track this for you!
Pro-tip: Be sure to save a few minutes for questions at the end of the presentation.
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