A Manager’s Guide to Better Employee Benefits Technology Adoption

Originally published in Workflowtg April 16, 2024

Outdated or poorly integrated benefits technology often leads to inefficient benefits management processes. This can quickly drain time and resources while also making it harder for companies to see the returns on investment they hoped for when administering benefits to their employees.

In order to avoid these implementation issues and promote better employee benefits technology adoption, there are some key considerations for managers to keep in mind.

Upgrading your organization’s employee benefits technology is both helpful and rewarding. However, it’s seldom free from obstacles. Understanding these challenges and preparing for them can greatly ease the process, turning potential challenges into stepping stones toward success.

Here are some common challenges you might encounter and strategies to navigate them effectively:

System integration

The process of integrating new technology with existing systems is a complex but essential step that requires a deep dive into both the present and anticipated future technological framework of your organization.

To help with this effort, employers should consider how they can prioritize technology integrations with other HR systems of record. Having a unified ecosystem for benefits administration creates a much smoother experience for HR teams and helps to automate additional processes. 

By forging a strong partnership with technology vendors, you can create a detailed plan for integrating the new system with the goal of reducing interruptions in your operations.

Better planning for carrier connectivity

It’s important when implementing benefits technology solutions that there is a seamless data exchange between insurance carriers. Any slowdowns in Electronic Data Interchange (EDI) integration can become a recipe for disaster, making it harder for HR teams to operate efficiently and accurately.

Implementing EDI integration is an important component of creating interconnectivity between the BenAdmin platform and carriers. This avoids needing to go back and forth between carriers or manually entering the same information in multiple locations. This can be especially problematic during busy fourth-quarter enrollment periods, where there are strict cutoff times imposed by carriers.

Partnering with the right benefits technology vendors can help you navigate data integration more successfully. This can be incredibly helpful especially when navigating completed carrier-specific EDI requirements and when troubleshooting any issues that might arise.

Providing ongoing support and maintenance

A primary requirement when successfully adopting any new technology is to ensure you can support the changes made. Users will inevitably face challenges or have questions, requiring a clear, accessible support mechanism to be in place. This is where choosing the right technology partner comes into play.

While not all technology vendors provide the same level of support, there are those that will ensure their customers receive full technical support and platform maintenance needs as part of their service. These can be incredibly valuable for organizations and benefits consultants as it means they won’t need to worry about having to maintain the platform themselves.

Evaluating the effectiveness of employee benefits technology investments

To truly realize the value of your investment in employee benefits technology, it’s imperative to define and monitor key performance indicators (KPIs). Identifying metrics that accurately reflect the success of the technology implementation, such as time savings in benefits administration and reductions in errors or compliance issues, is critical.

It’s equally vital to actively seek feedback from those who use the system directly, using methods like surveys, focus groups, or personal interviews. This direct insight can reveal specific areas of the system that may require refinement and help when planning future upgrades. By combining this user feedback with the analysis of relevant KPIs, you can make better-informed decisions.

Maximize the potential of your employee benefits technology

Choosing the right platform and partnering with experienced vendors allows you to drastically reduce the complexities of your benefits administration process. This frees up valuable HR resources to focus on strategic initiatives that help improve employee satisfaction and overall business success. 

By investing in the right technology and partnering the right vendor, you’ll be able to significantly improve your benefits management processes and unlock greater efficiency for the company.

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