Kurt W. Jaeger, vice president, Jaeger & Flynn Assoc., Inc.
By Kurt W. Jaeger
The open enrollment period is that time of year where both employees and employers are faced with big decisions regarding their employee benefits packages. The information, choices, communication and paperwork can be overwhelming for all. For example, for a company with 250 employees that offers health, dental, vision, life, disability, flexible spending and an array of voluntary plans, the human resources department is probably touching at least 3-5 pages per offering per employee, including enrollment forms, requiring them to sift through more than 10,000 documents during this time.
In today’s economy, companies are paying closer attention to the profit margins and are looking for more efficient ways to streamline their benefits administration. Over the past few years, we have found that a carefully thought out and well constructed electronic open enrollment system, coupled with an effective communications and employee orientation campaign, can greatly reduce a human resources department’s time spent on handling their benefits open enrollment periods.
Advantages of a Technology
Based Enrollment
Eliminate the paperwork and lower your cost of open enrollment.
Open enrollment becomes automated and helps shorten enrollment cycle.
All benefits options and information is at employees’ fingertips to help compare features and cost to make informed decisions.
Employees can review their current benefits vs. any newly offered options with one click. Pre-recorded informational videos can be developed and included in the employee portal as an additional tool for open enrollment education.
Employees are able to self-enroll and also electronically report “life changes” (i.e. birth, divorce, address changes, etc.)
Online enrollment provides an avenue to reach out to employees’ spouse at home if he or she is the decision maker for benefits.
HR can easily track and monitor the open enrollment progress.
HR can easily provide finance with timely detailed reports on benefit changes and updated payroll deductions.
Perceived Disadvantages of a Technology Based Enrollment
Employees often intimidated by technology; enrolling online may seem overwhelming. Not all employees have internet, so kiosks may need to be set up.
Employers may feel disconnect with their employees during the process. However, many of our clients’ HR professionals find that reduced time spent on transactional items frees them up for more meaningful time spent interacting with individual employees who need and appreciate their help.
Keys to Successful Implementation
In order to have a successful implementation you first need to make sure that you have the full support of upper management. It’s extremely important for the upper management team to champion this initiative. Additionally, make sure to provide various avenues of communication leading up to the enrollment, including your company’s intranet, bulletin boards, company newsletters, payroll stuffers, e-mail, “town meetings,” etc. Finally, make sure to clearly communicate who on your staff, as well as from your broker’s office, will be the designated contacts for assistance throughout the process. It’s important for your employees to know that you will still be there for them every step of the way!
For more information on Technology Based Enrollment or other insurance or HR support services needs, please contact Kurt W. Jaeger, Vice President of Jaeger & Flynn Assoc., Inc. at 792-0042 Ext. 140.