The Right Tools for a Virtual Open Enrollment

The success of your Open Enrollment is dependent on the tools you use and this year, that is even more the case. In order to ensure that a virtual open enrollment is effective requires some extra attention to the details but the payoff can be immeasurable, and there are tools specifically designed for supporting remote enrollments that can really make the difference between wrapping up the process successfully or ending up with a mess on your hands. This week, we’re going over some key tools you’ll want to consider before sending out that first email.

AI: Are you using artificial intelligence to assist employees in their benefit choices? These platforms offer customized options through a series of inquiries that determine an employee’s needs, helping them navigate the process on their own. This is key as it alleviates the amount of questions management will have to field. In addition, phone consultations with professionals are typically an option, which is also a great time-saving feature.

When choosing a vendor for AI, or any vendor for that matter, there are a few factors you’ll want  to consider: Is the tool easy to use? A complicated platform will cause headaches, and waste everyone’s time. What customer support is offered with the system? Will you be able to get issues resolved quickly? It’s expected that tech tools will sometimes falter, but it shouldn’t cause a major delay in the process.

Also, does the platform make sense for your company? Does it offer the right kind of customization to suit your needs? You don’t need to pay for a lot of features that are of no use to you and could even cause confusion. In some cases, AI may not be the best choice for your team.


(image source: Adobe Stock)


If that is the case, there are other useful tools you can utilize, a few of which are actually important to offer. Most notable of these are informative emails, vendor webinars, and of course booklets. The digital postcard is a popular tool for remote enrollment this year. This all-in-one resource houses all the data and supporting links your employees need to complete their enrollment. It’s easy to use, and even easy to distribute to employees who do not have email addresses since they can be printed with QR codes to scan.

Make sure any information presented to employees is clear in its language since they will be doing most of the research on their own in this remote scenario. The easier the content is to understand, the more successful the outcome will most certainly be. It’s equally important not to bog your team down by offering too many tools. Too much of a good thing is a very real possibility.

A quick reminder: before deciding on any third-party online tool, make sure they offer comprehensive security with their product. Protecting your employee’s data should always be paramount, and it’s also worthwhile to note that their protection protects your own liability as well.

We’ll leave you with one more tip: prepare for procrastinating! The data shows that employees  procrastinate until the last minute before deciding on a health care plan. Again, the more easy to use an enrollment tool is, the higher chance a successful outcome will be.

If you have questions on the tools best suited for your open enrollment process, Eos HR can answer them, as well as assist in making the process as painless as possible. We offer small businesses an HR team that will help them navigate the challenges of a remote workforce. Schedule a free consultation today to learn more.

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