The Open Enrollment process is often confusing and time-consuming. Many companies find communications difficult to manage during this time and participation is frequently low. Making changes to how Open Enrollment is presented and discussed with a strategic plan can alleviate much of the frustration.
What is Open Enrollment?
Open Enrollment is a predetermined time frame employers establish for making changes to health care plans and benefits. It often brings many questions and can be stressful on both sides of the communication flow.
Why Open Enrollment communication to employees matters
Effective communication during Open Enrollment is crucial for maximizing employee engagement and satisfaction. When employees clearly understand Open Enrollment timelines, they are more likely to stay engaged during the enrollment period, leading to higher participation rates. This engagement not only enhances their perception of the company but also helps employers manage benefits utilization more efficiently.
By providing clear and accessible information about Open Enrollment, employers can foster a culture of transparency and trust. Employees who feel informed are more likely to participate actively in their benefits decisions, ultimately leading to a healthier, happier workforce.
Why send an Open Enrollment notice to employees
Communicating Open Enrollment details to employees is crucial for promoting a smooth, well-informed enrollment period. Clear and accessible information not only empowers employees but also fosters higher participation and engagement. Here’s why a well-timed Open Enrollment notice matters:
Inform employees about the Open Enrollment period and deadlines
Setting clear expectations around timelines is essential to help employees plan and make informed decisions. By notifying employees of the enrollment period start and end dates, HR teams ensure everyone has the chance to review and select their benefits within the window, reducing the likelihood of missed enrollments.
Encourage employees to review their current coverage
Open Enrollment is an annual chance for employees to reassess their existing benefits. Reminding them to review their current coverage promotes active decision-making, helping them confirm that their selections continue to meet their needs and those of their families.
Communicate any changes to the employer’s benefits program
Benefits programs can change from year to year, and Open Enrollment notices are key to alerting employees to any new benefits, plan modifications, or policy updates. By explaining these changes clearly, HR can ease concerns, answer questions early on, and encourage employees to make informed updates to their coverage.
When to announce Open Enrollment
It’s recommended the announcement email should go out two weeks before benefits packages are made available to all employees.
When should the Open Enrollment emails go to employees?
Timing is key when communicating Open Enrollment details to employees, as it ensures they have ample time to review and elect benefits that best meet their needs. Here are some tips for strategically timing these communications:
Send the first Open Enrollment email weeks before the enrollment period begins
To maximize employee readiness, send an initial email several weeks before the enrollment period period. This early notification gives employees time to review existing benefits, consider potential changes, and plan any needed discussions with family or financial advisors.
Send reminders to employees throughout the Open Enrollment period
Regular reminders throughout the enrollment period are essential, helping employees stay on track without feeling rushed. Brief, informative follow-up emails can help address common questions and reinforce deadlines, ensuring employees feel supported and well-informed.
Consider the specific needs and schedules of your employees
Understanding the unique needs of your workforce can make a difference in Open Enrollment engagement. Tailor your timing based on employee schedules and availability—if you have remote or shift-based teams, staggered reminders or alternative timeframes may work best.
Take into consideration the communications channels employees use
Meet employees where they are by utilizing the channels they engage with most—whether that’s email, text, or internal chat systems. Using familiar channels ensures your messages reach employees effectively and are easy to access when it’s time to take action.
If a company operates based on the fiscal year, the ideal Open Enrollment time frame would be in October. For that time frame, announcements would go out in the middle of September.
Drafting a sample email
Most employees receive a flood of work-related emails every single day. This can cause important ones like Open Enrollment to fall through the cracks or simply be skimmed so they can move on to the next thing.
Here are a few tips to make Open Enrollment emails engaging and drive participation.
-
-
- Format emails to be colorful and easy to read
-
- Use graphics and images
-
- Double check all links
-
- Open with a bold and bright invitation
-
- Hook them in with benefit-forward positivity
-
- Clearly communicate dates and deadlines
-
- Ask for their participation with a call to action
-
- Provide all the contact information they’ll need
- Plug one last reminder about taking advantage of Open Enrollment
-
Open Enrollment email templates
Open with an engaging subject line and immediately set a positive tone. Ensure they know exactly what they’re supposed to do next.
Save-the-date emails
One month before deadline
Subject Line: Heads Up: Open Enrollment Details Coming Your Way
Hi [Name],
Get ready to discuss all things benefits! Open Enrollment begins one month from now, beginning [DATE] until [DATE].
We’ve got some exciting options this year so be prepared to make changes!
Respectfully,
[Signature]
Pre-Open Enrollment (two weeks before)
Subject Line: We’re Two Weeks From Open Enrollment!
Hi [Name],
You heard it here first! Open Enrollment begins [DATE] and closes [DATE].
Here’s what you need to do to get started now! [Instructions or refer to additional resources]
Please let us know if you have questions by replying to this email!
Respectfully,
[Signature]
One day before deadline
Subject Line: Tomorrow Is The Day For Open Enrollment!
Hi [Name],
We’re one day away from Open Enrollment! The deadline to make any changes will be [DATE].
Here’s what you need to do to get and early start: [Instructions]
Attached is a flier with more details but please reply here and let us know if you have questions!
Respectfully,
[Signature]
Sign-up online
Subject Line: Open Enrollment Made Easy!
Hi [Name],
As you know, Open Enrollment is open now and closes [DATE].
All you have to do to make changes to your benefits is to log into the online portal and make any changes.
Here’s how to do that: [Instructions]
Please let us know if you have questions!
Respectfully,
[Signature]
Start of Open Enrollment
Subject Line: Let’s Talk Benefits! Everything You Need Is Inside!
Hi [Name],
It’s that time of year again! We’re two weeks from Open Enrollment. The official dates are [DATE] to [DATE].
This is the time for you to [Instructions]
We’re excited to bring you [Detail plan options and info]
Start reviewing your benefit information now so you’re ready when the time is right.
The good news is that we’re here for you every step of the way! If you have questions please send to [email] or attend the upcoming Q&A [Date, time location].
Respectfully,
[Signature]
Tips for improving Open Enrollment communication
Enhancing Open Enrollment communication doesn’t have to be complex. A few adjustments can make the messaging more engaging and informative for employees. Consider implementing the following tips:
Provide detailed help emails
Go beyond the basics with follow-up emails that delve into specific aspects of the enrollment process. These emails can address frequently asked questions, clarify terms, and link to additional resources such as plan comparison tools or a list of available benefits. Providing in-depth information over several emails keeps employees from feeling overwhelmed and reassures them that support is available every step of the way.
Keep communication short and sweet
Overloading employees with lengthy emails can dilute essential information and reduce engagement. Instead, use concise, focused messages that deliver key points without overwhelming the reader. Breaking up information into manageable sections—such as quick tips, FAQs, or highlights—helps employees stay engaged and better absorb the details.
Think visual
Complex information is easier to understand when presented visually. Use infographics, charts, or comparison tables to illustrate benefit options, costs, and coverage details. Visual aids simplify decision-making, allowing employees to grasp critical information at a glance and make confident choices. Consider using icons or color-coded sections to make the visuals even more accessible.
Leverage educational videos
Videos are an effective way to explain benefits options and the enrollment process in a digestible, engaging format. Short videos that introduce new plans, outline the enrollment process, or explain how to compare benefits can clarify complex topics, especially for visual learners. Including a link to a video library or embedding a video in emails allows employees to get the information they need, at their convenience, and can even help reduce the volume of questions during Open Enrollment.
Best practices for engaging Open Enrollment emails
Crafting engaging Open Enrollment emails is essential to capturing employees’ attention and guiding them through the process. Following these best practices can help your emails stand out and drive participation
Use a clear subject line
Your subject line is the first thing employees see, so make it straightforward and informative. Examples like “Open Enrollment Starts Soon: Review Your Options!” or “Time to Choose Your Benefits: Open Enrollment Begins” can grab attention and clarify the email’s purpose, increasing open rates and ensuring your message doesn’t get overlooked.
Provide an overview of the process
Setting clear expectations can help employees feel more confident and organized. Outline the steps they’ll need to take during Open Enrollment—such as logging into the benefits portal, reviewing plan details, and making selections. This gives employees a clear roadmap, reducing confusion and encouraging timely action.
Encourage reviews of current coverage
Open Enrollment is an ideal time for employees to reassess their benefits. Prompt employees to look at their current coverage and consider any personal or family changes that might impact their choices, like new dependents, upcoming healthcare needs, or lifestyle changes. Highlighting this step helps employees see the value of thoughtful decision-making during Open Enrollment.
Share resources
Empower employees to make informed decisions by directing them to helpful resources. Whether it’s links to benefit guides, FAQs, or recorded webinars, these resources can clarify options and answer common questions. Providing educational materials also makes it easier for employees to choose the best plans for their unique needs, reducing uncertainty and enhancing satisfaction with their choices.
Set follow-up expectations
Keep the conversation going by letting employees know when and how they’ll hear from you next. Outline a schedule for reminder emails or additional support resources they can expect throughout the enrollment period. This not only reinforces important deadlines but also creates a sense of support, making employees feel well-guided throughout the process.
Get our Open Enrollment action plan and timeline
Our guide to Open Enrollment action plan and timeline will be posted soon! You can keep an eye out for the release of this in-depth guide by subscribing to our blog today.
How to improve Open Enrollment communication each year
Open Enrollment doesn’t end when the enrollment window closes. Each cycle provides valuable insights that can help you strengthen communication strategies and drive better participation in the future.
Gather feedback from employees after enrollment closes
Once enrollment wraps up, ask employees about their experience. Surveys, focus groups, or short feedback forms can reveal what worked well and what caused confusion. Understanding their perspective helps identify gaps in communication, whether it’s unclear instructions, overwhelming information, or timing issues.
Review participation rates and engagement metrics
Data can tell a powerful story about how effectively your messages reached employees. Review participation rates, email open and click-through rates, and call center or help desk inquiries. Look for trends—such as which channels or messages generated the most engagement—to understand where employees are most responsive.
Use insights to refine emails, timelines, and resources for the next cycle
Apply what you’ve learned to make the next Open Enrollment smoother and more effective. Simplify email language, adjust the timing of key reminders, and provide additional resources where employees needed extra support. Continuous improvement ensures your communication strategy evolves alongside your workforce’s needs.
Frequently asked questions
How do you announce Open Enrollment?
Craft a clear and engaging email that outlines the dates, processes, and any new benefits options.
How do you present benefits to employees?
Utilize a combination of decision-support tools, visual aids, informative emails, and Q&A sessions to explain benefits effectively.
How do you make Open Enrollment fun?
Incorporate interactive elements such as webinars or contests related to benefits education.
How do you inform employees about benefits?
Regularly update employees through emails, meetings, and accessible online resources to ensure they have the information they need.
How often do Open Enrollment periods usually occur?
Typically, Open Enrollment occurs once a year, but this can vary depending on the employer and the benefits offered.
Emails employees want to open
To increase engagement, focus on creating subject lines that are clear, compelling, and relevant to employees’ interests and needs.
What does Open Enrollment mean for a company?
For employers, Open Enrollment is one of the most important and busiest times of the year. It’s when HR teams must ensure every employee has access to accurate benefit information, understands their options, and completes their elections on time. A benefits technology partner helps simplify this process by centralizing communication, automating administrative tasks, and ensuring data flows seamlessly between systems. With the right technology in place, companies can minimize errors, reduce manual work, and deliver a smoother experience for both HR and employees.
What makes a successful Open Enrollment?
A successful Open Enrollment is one that runs efficiently, keeps employees informed, and eliminates the stress of manual administration. Success starts with preparation by ensuring your benefits platform is configured correctly, integrations are tested, and enrollment materials are clear and accessible. A benefits technology partner plays a key role in this by providing the tools and support needed to manage complex eligibility rules, streamline data exchange with carriers, and track progress in real time. The result is an enrollment period that’s accurate, compliant, and less time-consuming for HR.
How do you prepare employees for Open Enrollment?
Preparation is key to driving employee engagement during Open Enrollment. Partnering with a benefits technology provider allows you to create a more guided and personalized experience. From automated reminders and decision support tools to an intuitive enrollment interface, technology helps employees understand their options and make confident choices. In addition, a strong technology partner can support HR teams by providing communication templates, educational resources, and reporting that highlights where additional outreach may be needed.
