Open Enrollment
Communications Timeline

Plan out your communications to make OE run like a well-oiled machine

Download the Timeline

One: Plan - Map Out Your Strategy

One Month Prior to Open Enrollment

Starting a month (or more) before OE, you should get your communications plan together. You will want to determine which types of communication make the most sense for your employees, the number of resources you have and the duration of communications. You’ll definitely want to communicate in multiple ways to reach different subsets of your population, so map out who gets what and when.

Here are some of the tasks to get done in the weeks leading up to OE:

Choose a theme for the year

Select communication methods

Schedule benefits webinars

Order OE video postcard

Create themed materials

 

Two: Inform & Create Awareness

Two Weeks Prior to Open Enrollment

Start raising awareness and getting OE dates ingrained in your employees' minds about two weeks before OE. Keep your message clear and simple, and use a memorable theme.  

Email or
display posters

Send postcards
to employees

Send email announcing OE dates 

Send follow-up
reminder email 

One Week Prior to Open Enrollment

At one week out, OE dates will hopefully be top of mind, so now you can start getting more specific, with details of what is new, login instructions and other updates.  

Send
“What’s New” e-mail 

Hold benefits
webinars

Send “Open Enrollment Begins Tomorrow” email

Three: Energize! Drive Employees to Action

Throughout Open Enrollment Period

Once OE starts, your primary objective is to get folks to enroll and inform them about the benefits options they have available. We recommend sending a gentle reminder email and/or text message every day during OE. See email and text templates here.

Some things to keep in mind for communications during OE:

Use multiple forms of communication (email, text, video, skywriting)

Send daily “did you know” communications that highlight new benefits and changes

Use attention-getting email subject lines and text

Include calls-to-action that create a sense of urgency

Incorporate your theme to sprinkle in the fun

Use videos to explain voluntary benefits

Four: Follow Up - Explain Next Steps

Post Open Enrollment Communications

Keep the magic of open enrollment alive by following up with employees about how to access their benefits information, when they can make changes due to life events and other pertinent communications.

Things to do after open enrollment: 

Change the message to focus on how to use the benefits

Encourage employees to download the free PlanSource Mobile App

Educate employees about making changes after open enrollment with a qualified life event

Take a well-deserved beach vacation

Need Custom Employee Benefit Communications? 

PlanSource can provide custom websites, guidebooks, videos, postcards, brochures, total compensation statements that reflect your company's unique brand, culture and workforce.

Learn More