How to Simplify Open Enrollment Communication for Employees

Open enrollment season is one of the most important times of the year for HR leaders and employees alike. It’s the window when decisions are made that affect health, finances, and overall well-being for the next 12 months. But for many employees, open enrollment feels complicated and confusing. The key to turning it into a smooth, stress-free process is clear, consistent communication.

At Swift Kennedy, we’ve seen firsthand how better communication not only reduces headaches for HR teams but also leads to smarter employee decisions and higher satisfaction. Below are practical strategies you can start using today.

Why Communication Matters

Studies show that employees who understand their benefits are more likely to choose plans that meet their needs and less likely to make costly mistakes. On the other hand, unclear communication often results in:

• Lower participation in programs like HSAs, FSAs, and wellness incentives.
• Employees selecting the wrong plan for their family’s needs.
• Increased calls and emails to HR during an already busy time.

When communication is a priority, everyone wins: employees feel supported, HR saves time, and the organization benefits from better overall engagement.

Key Communication Strategies

1. Start Early

Give employees plenty of time to review their options. Instead of sending out materials a week before enrollment begins, aim for four to six weeks of lead time. Early communication reduces last-minute scrambling and allows for more thoughtful decision-making.

2. Use Multiple Channels

Not every employee consumes information the same way. Some check email daily, while others rely on in-person meetings or printed handouts. A blended approach ensures your message is heard:

• Email newsletters with key dates and reminders.
• Intranet posts for easy reference.
• Printed flyers or posters in high-traffic areas.
• Group meetings or webinars for live Q&A.

3. Simplify the Language

Insurance terms can be overwhelming. Replace jargon with plain language:

• Instead of “premium contributions,” say “monthly costs.”
• Use examples like “If you visit the doctor three times, here’s how much you’ll pay under each plan.”
  Clear, relatable explanations help employees make confident choices.

4. Add Visual Aids

A simple chart comparing plan costs side by side is often more effective than pages of text. Infographics, FAQs, and decision trees are excellent tools for breaking down complex options.

Leverage Technology & Tools

Modern benefits platforms can make communication easier than ever. Online portals give employees 24/7 access to their options and documents, while decision-support tools walk them step by step through plan comparisons.

At Swift Kennedy, we help employers integrate these resources so their teams have everything they need in one place, saving HR time and reducing employee confusion.

Engage Employees Throughout the Process

The more interactive the enrollment process is, the more likely employees are to engage:

• Host Q&A sessions where employees can get answers in real time.
• Share short video explainers on key benefits.
• Encourage managers and supervisors to reinforce key deadlines and reminders during team meetings.

These touchpoints build trust and show employees that their well-being is a top priority.

Final Thoughts

Open enrollment doesn’t have to be overwhelming. With early preparation, clear communication, and the right tools, HR teams can make the process simple and stress-free. Employees will feel empowered to make the best decisions for themselves and their families, leading to a healthier, more engaged workforce.

At Swift Kennedy, we specialize in helping organizations strengthen their benefits strategy with practical tools and communication support. Contact us today to learn how we can make your next open enrollment season your smoothest one yet.