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Effective open enrollment communication for employees on extended leave

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Open enrollment is a crucial time for employees to review and make informed decisions about their health benefits, retirement plans and other offerings for the coming year. For employees on extended leave – whether for parental leave, family medical leave, disability or other personal reasons – this process can be especially challenging. They may feel disconnected from the workplace, miss key updates and struggle to navigate the enrollment process from afar.

As an employer, it’s important to ensure that employees requesting leave receive clear, timely and accessible communication about open enrollment. Doing so not only helps them make informed decisions, but also demonstrates your commitment to their well-being. Not providing these employees with the information they need could result in missed deadlines, uninformed choices and administrative headaches.

Start Early

Effective communication should begin long before the open enrollment period starts. It’s important to begin communicating with employees on leave well before the general employee communication period.

Sending early notices and multiple reminders can help to keep open enrollment top-of-mind. Don’t forget to emphasize the potential consequences of missing deadlines and make sure to clearly explain the steps that eligible employees must take to enroll in benefits.

Planning ahead also gives your organization time to identify any unique challenges that might affect employees on different types of leave. For example, someone on sick leave may have limited availability, while an employee on parental leave might only check emails during certain hours. Taking individual circumstances into account can help your organization to build a more inclusive and effective benefit communications plan.

Personalized Communication

Taking a personalized approach can be beneficial for both employees on leave and HR teams. Consider assigning a dedicated benefits administrator or HR representative to reach out to each employee on leave. A direct conversation can allow for a more individualized experience, providing these employees with the opportunity to ask questions and receive real-time answers about the extended leave benefits enrollment process.

In addition to one-on-one outreach, leverage technology to stay in touch. If your organization has an employee benefits portal, use it to send personalized messages and reminders about open enrollment. And, with employee consent, you can send text message reminders to help ensure they stay aware of upcoming dates and deadlines.

Clear and Accessible Information

All open enrollment materials should be clear, concise and easy to understand. Here are a few best practices for creating effective enrollment materials:

  • Avoid complex jargon and use straightforward language.
  • Offer guides that outline benefit options and any changes for the upcoming year.
  • Include step-by-step instructions for enrollment on relevant collateral, including benefit guides.
  • Provide all open enrollment materials in formats that employees can easily access, such as through a secure online portal or physical mail.

Use Multiple Communication Channels

In addition to phone calls, emails and text messages, consider offering webinars or video presentations about benefits options and the enrollment process. Optional live Q&A sessions can also be a helpful tool for employees to ask questions.

If possible, provide recordings of webinars and other presentations to employees. These resources allow them to watch at their own pace and according to their schedule, which can be particularly helpful for employees on leave.

Empathy and Understanding

While it’s important to communicate the technical aspects of open enrollment, be sure to approach the process with empathy. Recognize that employees on leave may have other priorities, whether it’s caring for a new child, recovering from a serious health condition or dealing with personal matters. Be understanding of their situation and ensure that your communications respect their privacy.

Need help with your open enrollment strategy?

If you’re looking to enhance your open enrollment communication strategy for employees on extended leave, Higginbotham can help. Our team of benefits consultants can assist you in developing a comprehensive, tailored benefits strategy that informs and supports all of your employees. Get in touch with a member of our team today to learn more.

Not sure where to start? Talk to someone who wants to listen.

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