Avoid the Rush
Proactive Planning for Open Enrollment Success
By Deb Schlabach - Benefits Account Executive and Morgan Dey - Benefits Account Executive
As the calendar turns toward fall, we know that employers and employees alike face the critical season of open enrollment. This annual period offers the chance to review, adjust, and renew health and benefits coverage for the coming year. For many organizations, the process can feel daunting—but with preparation and strategy, open enrollment can become an opportunity to engage employees, enhance satisfaction, and streamline administration.
Drawing from our experience as advisors at Hummel Group, we want to share practical guidance for navigating open enrollment effectively. Our focus is on preparation, communication, technology, and compliance—all with the goal of helping employers and employees make informed decisions.
START EARLY: PREPARATION IS KEY
We encourage organizations to begin preparing for open enrollment months in advance. The most effective employers debrief right after the prior enrollment closes, noting what worked well and what could be improved. By midyear, begin formal planning. In our experience, three to six months ahead is a realistic timeline. This allows time to finalize plan designs, ensure compliance, and organize communication materials.
Employees also benefit when preparation starts early. Open enrollment impacts entire households, especially when spouses have coverage opportunities of their own. Giving families enough time to compare options leads to better- informed decisions.
COMMUNICATION: MORE THAN ONE AND DONE
Clear and consistent communication is one of the most important factors of successful open enrollment. We strongly recommend against a single meeting or email announcement. Instead, use multiple touchpoints—emails, printed materials, intranet updates, virtual meetings, and in- person sessions. Don’t forget spouses or partners. They are often a key part of the decision-making process, and when their families are included, employees feel more confident in their choices.
LEVERAGING TECHNOLOGY
Digital benefit administration platforms (ben admin systems) have transformed how open enrollment is managed. These tools give employees a clear, user-friendly view of their options and costs—often in a format that feels as simple as an online shopping cart. Employees can instantly see how a change in their benefits will affect their paycheck, which builds confidence.
For employers, these platforms reduce paperwork, centralize compliance documents, and provide real-time tracking. At Hummel Group, we provide Employee Navigator at no additional cost to our clients, making this technology accessible to businesses of many sizes. That said, successful implementation requires planning and time. Committing fully to system is important to ensure that integration with payroll and carriers is handled well before enrollment begins.
TRENDS IN BENEFITS OFFERINGS
Medical coverage remains the foundation, but employees increasingly look for added benefits that support financial security and well-being. We have seen growing demand for accident insurance, critical illness coverage, identity theft protection, and even pet insurance. These voluntary products are typically paid by employees, giving employers a cost-effective way to expand their offerings.
Think of this as a cafeteria-style approach: Employees can select what matters most to them. Listening to employee requests and considering new trends helps employers remain attractive to both current staff and prospective hires.
STRATEGIC PLANNING WITH ADVISORS
We believe structured planning is essential. Employers should meet with their benefits advisors throughout the year—not just during renewal. A typical cycle includes a first-quarter debrief, a midyear strategy session, and a final pre-renewal review. This ensures employers stay ahead of cost increases, compliance updates, and new product opportunities.
As advisors, our goal is to help clients think strategically, not just react to renewal numbers. This is the value of a true employee benefits partner.
COMPLIANCE MATTERS
Compliance requirements can be complex, but they are critical. Employers must distribute their Summary of Benefits and Coverage (SBCs) annually, along with required federal notices. Applicable Large Employers (ALEs) must ensure that at least one plan option meets IRS affordability guidelines.
Using a ben admin platform can simplify this process, with employees electronically acknowledging receipt of required documents. Employers should also monitor health savings account limits, Affordable Care Act reporting deadlines, and Medicare Part D disclosures. With the right tools and advisors, staying compliant becomes manageable.
USING DATA FOR SMARTER DECISIONS
When available, claims data is an invaluable resource. It helps identify cost drivers, evaluate wellness program opportunities, and inform plan design decisions. Larger groups often have access to this data, but smaller employers may not. In those cases, creative solutions—such as layering with health reimbursement arrangements—or collaborations with advisors on other innovative ideas can help manage costs.
COMMON CHALLENGES AND HOW TO OVERCOME THEM
Timing is one of the most common pitfalls. We recommend open enrollment windows of one to two weeks. Longer windows can create delays and stragglers. Employers should also account for employee access. Not everyone has easy access to a computer, so providing HR support or setting up workstations can be essential. Changing carriers is another challenge. New ID cards, possible changes to provider networks or prescription formularies, and deductible transfers must all be addressed. We always advise employees to verify providers, update pharmacies, and refill prescriptions early.
POST-ENROLLMENT FOLLOW UP
Open enrollment does not end when selections are made. Employers should reconcile payroll deductions, confirm carrier files, and remind employees to check their first pay stub for accuracy. This is also the time to educate employees about carrier tools, apps, and wellness programs. We also hold follow-up meetings with clients in the first quarter to reflect on the process and start planning ahead. Continuous improvement is what turns each enrollment cycle into a smooth experience
BEST PRACTICES FOR HR TEAMS
• Set office hours for employee questions to keep the process manageable.
• Use multiple formats—including emails, recorded sessions, and in-person meetings—to reach employees across shifts and locations.
• Gather feedback through surveys or focus groups to improve future processes.
• Stay connected with advisors to receive updates, explore new solutions, and remain compliant
FINAL THOUGHTS
Open enrollment is more than a compliance requirement—it is a chance to strengthen employee engagement and reinforce the value of your benefits package. With early preparation, strong communication, the right technology, and proactive advisor support, employers can turn a stressful season into a successful one. As risk advisors and partners, we help employers find creative solutions and bring confidence to the process. With planning and the right tools, open enrollment can shift from being overwhelming to empowering—for both employers and employees.
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