Two of the most critical functions of benefits communications are to educate and empower employees to choose benefits that suit their needs. The challenge is to present the right type and amount of information. You need to both hold their attention and ensure they have the information needed to make the best benefits-related decisions.
And yet, how do you know if you’ve done this effectively? For some employers the answer lies in crossed fingers and the measure of fewer calls to Human Resources. For others, it means you anticipate employee FAQs about benefits and proactively address them.
Never is this more critical than when you introduce a new benefit (e.g., plan design, product, service, etc.). Here are some things to include in your messaging to employees.
How Does This Benefit Work?
This seems simple but you’d be surprised at the number of benefits communications that lack a concise explanation of the benefit’s purpose. For example, if your company plans to offer a commuter benefit, make sure to explain in your employee FAQs what that benefit covers (i.e., public transportation and parking passes but not tolls or fuel costs).
Not sure if you’re getting your point across? Ask co-workers who are unfamiliar with benefits to read your explanation and summarize how they think the benefit works. Take this feedback and don’t be afraid to draft multiple revisions until the message is direct and clear.
How Much Does This Cost?
For some employees, this will always be the single most important FAQ about benefits. It isn’t always easy to answer, though. In the case of certain benefits, such as life insurance, the cost to the employee depends on a variety of factors (ie. age, health, desired level of coverage, etc.).
A good strategy is to be clear about whether a benefit is company-paid, a shared cost, or employee-paid. In the first case, spell out, “This benefit is provided by the company at no cost to you.” In the latter two cases, refer employees to additional documents or a decision-making tool that provide more specific cost information.
If you can’t immediately answer the cost question, make it easy for employees to find the information for themselves. Some of Trion’s clients use ALEX by Jellyvision benefits communication software to walk employees through their options and offer personalized recommendations. This is a helpful addition to your toolbox to answer common employee FAQs.
What Do I Need to Do?
A clear answer to this routine question prevents a frequently declared statement: “I didn’t know I was supposed to do that!” This is particularly important with open enrollment communications. Let employees know early and often if they need to take specific actions. Your communications shouldn’t be negative or threatening. But, it’s significant employees understand how their coverage could change if they do not participate in enrollment.
If employees have more questions that need detailed responses, resist the temptation to cram that information into your core message. A better option is to create a separate Frequently Asked Questions document. Put a call to action in your main communications to drive employees to that FAQ about benefits. Be proactive and you’ll take a big step toward reducing those panicked calls and emails from employees.