7 Proven Open Enrollment Tips for HR Teams

Key Open Enrollment Tips for HR Teams

• Work backward from milestones to build your timeline and block a full day to week for testing—submit vendor tickets early to avoid missing file feeds

• Break communications into shorter messages and clearly explain what employees are gaining, losing, and need to do about plan changes

• 51% of employees don't understand their benefits—define terms like PPO and HSA with real-world examples, especially for Gen Z workers

• Test everything annually even with familiar platforms, including executive scenarios, and give providers time to fix issues

• Text messaging achieves 78% response rates while cutting manual calls—include direct enrollment portal links

• Prepare multiple support channels including virtual and in-person Q&A sessions, FAQ documents, and one-on-one meetings

• Track enrollment numbers, email open rates, and utilization data to demonstrate success and identify improvements for next year

Start Early: Why Timeline Planning Can't Wait

The secret to stress-free open enrollment starts months before employees see their first email.

Work backward from your key milestones to build a realistic timeline.

List your deliverables and deadlines first, then communicate these to your vendor partners.

They need time to code plan changes, test everything, and prepare materials.

Block a full day to a week on your calendar just for testing - the time depends on your organization's size and benefit complexity.

Submit work tickets as soon as your provider opens them. This helps you avoid the nightmare of missing file feeds when enrollment launches.

Plan for a one-week silent period after your official close date, giving stragglers time to complete their elections.

How Should You Communicate Plan Changes to Employees?

Nobody likes surprises with their benefits.

When costs increase (and they usually do), explain exactly why and show how you negotiated for the best rates.

Tell employees three things clearly: what they're gaining, what they're losing, and what they need to do about it.

Break your communications into shorter messages rather than sending one overwhelming email that nobody will read.

Different employee groups might need different information based on their specific plan changes.

Send those important dates and deadlines multiple times - people need reminders.

Make Benefits Education Actually Stick

Here's a sobering reality: 51% of employees don't understand their benefits, and 71% want more information.

For Gen Z employees, it's worse - only 25% understand basic terms like "deductible" and "copay."

Don't assume everyone knows what PPO or HSA means. Define these terms and use real-world examples that connect to their lives.

Schedule informational meetings with plenty of Q&A time.

Help employees see beyond just the premium price tag.

That low-premium plan might cost them more if they actually use their benefits frequently.

Show them how FSAs and HSAs can save real money through pretax contributions.

Test Your Technology Before Going Live

Even if you've used the same platform for years, test everything.

Plans change, eligibility rules shift, and rates update annually.

Create test cases that mirror your executives' scenarios - you definitely don't want surprises there.

Problems you don't catch during testing will surface during enrollment, creating headaches for everyone.

Give your provider time to fix whatever issues you find.

Many providers offer OE assistance packages to help load rates and eligibility groups smoothly.

Don't Forget About Text Messaging

Text messaging might be your secret weapon for enrollment success.

One organization achieved a 78% enrollment response rate while cutting acquisition costs in half through strategic texting.

Include direct links to enrollment portals right in the text message.

Employees can click and enroll from their phones instantly.

Automated text reminders dramatically reduce the manual phone calls your team needs to make.

What Happens When Employees Have Questions?

Questions will come, so prepare multiple ways to answer them.

Keep that open-door policy genuine - make sure your team is actually accessible.

Offer both virtual and in-person Q&A sessions to accommodate different comfort levels.

Post a comprehensive FAQ document on your intranet before enrollment starts.

Some employees need privacy for their questions, so offer one-on-one meetings.

Those virtual benefits fairs from the pandemic era? They still work great for employee support.

Check if you need call center support from your platform provider.

Track Everything That Matters

You can't improve what you don't measure.

Monitor enrollment numbers, email open rates, and webinar attendance throughout the process.

Are you hitting your participation goals? Track utilization data to understand which benefits employees actually value.

Use these metrics to demonstrate success and identify what needs work next year.

Smart open enrollment preparation transforms a stressful season into an opportunity to truly serve your employees.

Start early, communicate clearly, and remember that good planning prevents most problems.

Text Your Way to Open Enrollment Success This Year

Even prepared benefits teams waste hours on enrollment calls. What if you could reach 4,000+ employees in 10 minutes?

Dialog Health automates enrollment reminders and tracks everything through real-time dashboards.

Proven results:

• 78% enrollment response rate

• 92% fewer follow-up calls

• 50% lower costs

Schedule a quick 15-minute call to see how we've helped hundreds of teams streamline benefits communication. No pressure, just answers.