If it’s open enrollment time for your small business, we have five game-changing tips to simplify the process and make it smoother for you, your team, and your company. We want to help make this year’s enrollment the easiest one yet.

Open Enrollment Tips

1. Start early.

Connect with your broker, agent, or insurance carrier to discuss your upcoming renewal and stay on top of deadlines for completing and returning open enrollment forms. If your plan options are changing, be sure to share the updates — like if a current plan is being discontinued for the new year. Clear communication ensures everyone is prepared and on the same page.

2. Communicate your schedule.

Make sure your employees are in the know — share the open enrollment schedule and key dates with them upfront. Provide links or handouts with all the details they need, like brochures, provider search tools, and other resources to help them find the best plan for their health care needs. If your enrollment period spans a few weeks, keep the momentum going with friendly weekly reminders to help employees stay on track.

3. Share information across different channels.

Don’t rely on email alone to get the word out. Open enrollment reminders and updates are helpful on other platforms, too. Have an intranet site? Post there. If you have a company newsletter or e-newsletter, include a section in it about your open enrollment deadlines. Hosting a webinar during the open enrollment period? That’s a perfect chance to remind everyone. You can even use Slack or Teams to send a quick message. Mix up your methods to make sure no one misses a thing.

4. Ask employees to verify their information.

Encourage your employees to take a moment to review and update their contact details in your HR system — information like phone numbers, email addresses, and even secondary contacts. It’s quick and helps ensure they stay in the loop. Plus, once they’ve enrolled in their (new) health plan, remind them to set up online access to easily track their plan details and confirm their chosen coverage during open enrollment. A little effort now saves a lot of hassle later.

5. Check with your broker about online tools.

Depending on your group size and chosen health plans, your employees may have access to self-service online enrollment. If most of your team works onsite, your broker might be up for scheduling one or more sessions to walk employees through the benefits and answer their questions. For remote or hybrid teams, a webinar could be a better fit, offering the same valuable insights from anywhere. You can also ask your broker about sharing a recorded benefits overview instead. The key is to explore your options.

Don’t forget about the steps after open enrollment. What happens now? When can employees expect their health plan ID cards and membership materials? Timelines can vary by company, so it’s always smart to ask. And what if you or an employee needs to see a doctor or visit a hospital before those IDs arrive? Knowing how to handle this can make all the difference.

A solid strategy is the key to a successful open enrollment. Know exactly what steps you need to take and what your agent, broker, or insurance company will handle for you. Being prepared means smoother decisions and better outcomes.

If you don’t have a current broker, CaliforniaChoice makes it easy to get in contact with one.