Virtual Open Enrollments: Tips and Tools


While offices may be more occupied for this year’s Open Enrollment than in 2020 there will still be plenty of companies hosting their enrollments virtually. We covered the steps employers should take in ensuring successful in-person meeting in last week’s blog, this week we’re taking the subject to the virtual space.

In order to guarantee 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 remote enrollments that can really make the difference between wrapping up the process successfully or ending up with a mess on your hands.


Let’s talk about AI


The right AI. Using artificial intelligence to assist employees in their benefit choices can be a great idea. 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.

Which vendor is right for you? 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.


If AI isn’t a good fit, what are the other options?


AI isn’t the end-all be-all, there are other useful tools you can utilize. 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.

In regards to materials, 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 a remote enrollment. 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.


One more tip (okay, two more)


Before deciding on any third-party online tool, make sure it offers comprehensive security. 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. Lastly, 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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