At this late stage in open enrollment, you’ll need to use tactics that create urgency, simplify the process, and ensure employees are well-informed. Here are some effective strategies:
1. Urgent Communication Blitz
- Send Deadline Alerts: Send out a series of urgent reminders across all communication channels (email, internal messaging systems, text messages) with countdowns emphasizing how much time is left.
- Personalized Messages: Address employees by name and remind them of the deadline. Personalized messages feel more immediate and direct.
- Highlight Consequences of Missing Enrollment: Ensure employees know the potential risks of missing out, such as losing health coverage or defaulting to less optimal plans.
2. Last-Minute Enrollment Webinars or Office Hours
- Host Drop-In Sessions: Offer virtual or in-person “office hours” where employees can ask last-minute questions and get guidance on choosing the right plans.
- Record Quick Tutorials: Create short videos or screen recordings explaining how to enroll or make changes and distribute them immediately through email or internal platforms.
- Offer One-on-One Assistance: Set up a hotline or chat service where employees can speak directly with HR or benefits experts to answer any last-minute concerns.
3. Simplified Enrollment Tools
- Pre-Filled Forms: If possible, send employees pre-filled forms based on their current benefits, highlighting areas where they need to confirm or make changes. This reduces the friction of starting the process from scratch.
- Fast-Track Options: Provide a simple, step-by-step guide for enrolling or changing plans quickly without getting bogged down in overly detailed explanations.
4. Leverage Peer Influence
- Manager Reminders: Encourage managers to personally reach out to their team members to remind them about the deadline and answer any lingering questions.
- Use Employee Ambassadors: Identify employees who have already completed enrollment and ask them to spread the word or help their colleagues. Peer encouragement can increase participation.
5. Incentives for Last-Minute Action
- Offer Incentives: If allowed, offer a small incentive for those who complete their enrollment before the deadline. This could be a gift card, extra time off, or an entry into a prize drawing.
- Gamify the Process: To create a sense of urgency and accomplishment, use friendly competition, such as recognizing teams or departments with the highest completion rates.
6. Visual Reminders in the Workplace
- Hang Up Physical Reminders: For office workers, post visual reminders such as flyers, posters, or countdown clocks in common areas (break rooms, elevators, etc.) where employees will see them regularly.
- Use Digital Signage: Display banners and announcements on your company’s intranet or shared workspace for hybrid or remote employees.
Combining these tactics ensures that more employees take the necessary steps before the enrollment period closes.
If you’re not one of our clients yet, consider outsourcing your health benefits to us, PT Business Solutions, to handle your benefits strategy and streamline the administration.
