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For HR teams, open enrollment is one of the busiest and often most stressful times of the year. Rising benefit costs are placing more financial burden on employees, and many organizations are bracing for tough conversations.
Employees may feel anxious, frustrated, or even upset when they see how much their healthcare or retirement contributions are changing. Without clear communication, that frustration can quickly snowball into confusion, missed deadlines, and a flood of last-minute questions for your HR team.
That’s why a strong benefits communication plan is critical. Done well, it not only helps employees understand their options better, but also builds trust and reduces stress for everyone. As Benefits Experts, we’ve outlined five practical ways HR leaders can improve benefits enrollment communication and keep the process as smooth as possible.
Choose the Right Channels and Formats
The first mistake many HR teams make is leading with a single, mass email. Benefits are too important (and often too complicated) to be explained in a one-off message that employees might skim or overlook. Instead, think of your communications plan as a multi-channel effort.
Starting with a live meeting (whether in-person or virtual) gives employees the chance to hear directly from HR and leadership. This creates space for immediate questions and helps set the right tone for the entire enrollment season.
After the kickoff, your benefits administration team can look to reinforce the information across multiple touchpoints. Short video walkthroughs and recorded sessions are great for employees who want to review the material later. Internal platforms like your intranet or HR portal can house FAQs and step-by-step instructions. Even text message reminders for key deadlines can be effective, especially for employees who aren’t at a desk all day.
With multiple benefits communications channels in play, you meet employees where they are and reduce the likelihood of confusion or missed steps.
Be Honest, Open, and Transparent
When benefits change, especially when costs rise, it can be tempting to soften the message or bury details in fine print. But employees will find out eventually, and if they feel misled, trust erodes. Transparency is always the better strategy.
Explain why changes are happening, whether due to rising healthcare costs, updated regulations, or shifts in provider networks. Share what the organization is doing to manage expenses and, when possible, highlight the ways the company is still investing in employee wellbeing. Even if the news is difficult, employees will appreciate being treated with respect. Open communication demonstrates empathy and fairness, helping to maintain morale through a stressful process.
Craft a Complete Message
One of the biggest sources of frustration during open enrollment is incomplete information. If employees don’t know what’s changing, when they need to act, or where to go for help, they’ll come straight to HR with a barrage of questions.
Every communication, whether an email, a meeting, or a printed guide, should include the essentials:
- What’s changing in benefit plans this year
- Step-by-step instructions for 2025 enrollment
- Key dates and deadlines staff should know
- Contact information for support or questions
Think of each message as a standalone resource. That way, no matter where employees see the information, they’ll have everything they need to take action.
Support Education with Resources
Even the most comprehensive message about benefits and enrollment won’t eliminate all confusion because, for many employees, benefits terminology itself can be overwhelming. HSAs, FSAs, PPOs, HDHPs—it’s alphabet soup. Providing educational resources not only helps employees make better decisions but also builds confidence in the process.
Offer easy-to-digest guides, comparison charts, and short videos that explain complex terms in plain language. Some organizations set up office hours where HR is available to walk employees through their options one-on-one. Others partner with providers or brokers to host Q&A sessions. The goal for your benefits team is to create multiple opportunities for employees to learn, ask questions, and feel supported as they weigh their options.
When employees are educated and confident, enrollment goes faster and satisfaction with benefits increases, even if costs rise.
For inspiration: Common Benefits Terms Made Simple
HSA (Health Savings Account)
- Employee-friendly definition: A savings account you can use to pay for healthcare expenses, funded with pre-tax dollars. You keep the money year to year, and it’s yours even if you leave the company.
- Reminder example: “Don’t forget, if you choose a high-deductible plan, you may qualify for an HSA. Contributions are tax-free, and unused funds roll over each year.”
FSA (Flexible Spending Account)
- Employee-friendly definition: A pre-tax account to cover out-of-pocket medical, dental, or vision costs. Use it or lose it. Funds generally expire at the end of the plan year.
- Reminder example: “Plan ahead for next year’s medical expenses. FSAs help lower your taxable income but remember to spend your balance before the deadline.”
HDHP (High-Deductible Health Plan)
- Employee-friendly definition: A health plan with lower monthly premiums but higher out-of-pocket costs before insurance starts paying. Often paired with an HSA for tax savings.
- Reminder example: “Looking for lower monthly premiums? An HDHP may be an option. Just remember you’ll pay more upfront for care until you reach your deductible.”
Create a Communications Calendar
Open enrollment isn’t a single event. It spans an entire season. Relying on one big kickoff announcement guarantees that employees will forget deadlines or miss key updates. That’s why a communications calendar is essential.
Map out a timeline that includes a kickoff meeting, regular reminders, and countdown messages as deadlines approach. Space out messages to avoid overwhelming employees but keep the cadence steady enough that enrollment stays top-of-mind. Consider tailoring reminders for your different employee groups. Remember, too, hourly staff may need different touchpoints than salaried employees who spend more time at a computer.
With a clear calendar in place, your team stays organized, your employees stay informed, and last-minute scrambles become less likely.
Take the guesswork out of communications with your teams this year and download our Benefits & Open Enrollment Communications Plan + Templates.
Netchex Makes Open Enrollment a Breeze
Employees know that benefits are costly. What they need most from HR is clarity, transparency, and consistent support. With a thoughtful communication plan, you can reduce confusion, build trust, and make enrollment season less stressful for everyone.
And when you’re ready to make the process even smoother, Netchex can help. Our all-in-one NetBenefits platform plus the managed service NetBenefits platform keeps enrollment deadlines on track, connects employees to the information they need, and ensures you have the tools and support to guide your team through every season with confidence. Request a quote today and let’s make this year’s open enrollment a breeze for your HR and employees.
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