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Three tips for communicating with employees throughout the year
1) Put together a year-long calendar of health-related communications. It doesn’t have to be fancy. A simple Excel or Word document can help you to map out monthly or bimonthly communications. By thinking about the year holistically, you can send different messages at the right time. Sharing relevant information when people may need it most can be more meaningful. Lauren Winans, CEO and principal HR consultant at Next Level Benefits, recommended a communication calendar at SHRM25: “If you align a lot of your messaging to the natural flow of the year, that relevance will actually help people be more engaged.”
A few communication topics to consider:
- Reminders about a fitness reimbursement benefit once the eligibility period hits.
- Telehealth can be popular during colder winter months (if on the East Coast) or while away on a summer vacation.
- FSA, HRA, or HSA refreshers can be beneficial any time, especially in the early months when a deductible isn’t reached or at the end of the year to ensure employees maximize their tax-free dollars.
- If considering moving toward a tiered or narrow network plan, start educating employees with bits of information earlier in the year – so it’s not such a surprise when open enrollment rolls around.
- Aligning messaging with disease or condition awareness months, like women’s heart health in February or diabetes awareness month in November, complements employee messaging nicely.
2) Mix up how you communicate – and often!
While email campaigns have their purpose, they shouldn’t be the only communication method. People learn differently, and mixing up your communication channels will reach more employees.
For open enrollment and beyond, consider short videos or live messages from leadership. With health benefits covering family members, mailing postcards to the home can be quite effective. (Perhaps include a QR code to link to your online benefits guide?) Don’t limit informational sessions to open enrollment. Consider regular office hours, monthly sessions, or webinars for a smaller-scale but valuable employee engagement. Visiting different departments creates opportunities for smaller groups, which often can encourage more frank conversations with employees. People will learn more about their benefits while using them, and you’ll also benefit from hearing what’s on their mind.
Alight.com’s blog of effective communication tips states it well: “By creating multiple touchpoints across a variety of channels, your people will know what to expect before, during, and after enrollment.”
3) Be honest with employees about the cost of healthcare and other benefits
For years, especially at colleges, universities, and secondary schools, leadership has worked hard to minimize benefit changes and cost-sharing adjustments. Maintaining above-benchmark healthcare coverage and other employee benefits is highly valued. Unfortunately, with the highest increases in decades, attributed to more people receiving advanced medical care, higher doctor and hospital costs, and advances in medical and pharmaceutical technologies, institutions need to find ways to remain financially responsible.
Explaining the cost increases, current healthcare landscape, and how much institutions contribute may help faculty and staff better understand actual costs and, in return, become more informed consumers. They’ll appreciate the honesty and reasons behind tough decisions.
Finally, use common everyday language. In all your employee communications, whether in a flyer, post, or benefits guide, try to avoid healthcare speak or jargon as much as possible. Simple, clear messages are often the most effective at any time of year.
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