11 Impactful Tips to Communicate Open Enrollment Announcements Effectively

Managing communications within large and diverse teams comes with new challenges every day. But do you think sharing details is the most challenging aspect? We believe the greatest challenge is getting your team's attention and making them understand those details.  

As an HR professional, you must already know that open enrollment announcements and other benefits communications often get chaotic. There are employees who have no idea about the existence of employee benefits and there are others who know about the benefits but do not completely understand them. Amidst all the confusion and misinformation, only a few employees actually take advantage of your well-designed employee benefits policies. 

A clear open enrollment announcement ensures employees know what’s changing, what actions they need to take, and how to enroll without hassle. However, you need a structured, multi-channel communication strategy to make it successful. 

In this blog, we’ve listed 11 tips to communicate open enrollment announcements effectively, ensuring employees make the right choices while reducing your workload. Keep reading!  

11 Impactful Tips to Communicate Open Enrollment Announcements to Your Employees

Your open enrollment announcements could go wrong and in vain when you don’t follow a structured approach. To encourage participation, it’s important to ensure that employees get messages in time and understand complex details. These expert-backed tips will help you simplify the process, boost participation, and reduce last-minute hassles. 

1. Start Early and Plan Ahead

Timing plays a crucial role in how well employees absorb open enrollment information. If you wait until the last minute, they might skim through the details or overlook critical deadlines. Early communication gives them time to understand their options, ask questions, and make informed decisions. 

Here’s a recommended timeline for open enrollment communication: 

• 60 days before open enrollment: Begin internal planning with HR and benefits providers. Finalize plan details, changes, and deadlines.
• 45 days before: Send the first open enrollment announcement. Include the enrollment period, key changes, and upcoming information sessions.
• 30 days before: Share benefits guides and FAQs so employees can review their options. Provide open one-on-one consultation slots for personalized support.
• 15 days before: Hold virtual or in-person Q&A sessions. Address common concerns and clarify complex terms.
• Final week: Send reminders via email and text. Offer last-minute assistance for those who haven’t made their selections.

Work closely with HR and benefits providers to ensure accurate information reaches employees and they have everything they need before enrollment closes. A structured approach keeps messaging clear and avoids last-minute bottlenecks.  

2. Use Multiple Communication Channels

Employees absorb information in different ways. Some prefer emails, while others engage more with video content or live Q&A sessions. A multi-channel approach increases reach and ensures no one misses critical updates. 

Use emails for detailed breakdowns, the company intranet for FAQs, and text alerts for deadline reminders. Virtual meetings and webinars provide interactive sessions where employees can ask questions in real time. Posters and digital signboards in high-traffic areas serve as visual reminders. 

Using Udext’s employee communication tools can help centralize messaging and ensure consistency across channels. Its SMS-based communication ensures instant delivery, while two-way messaging allows employees to ask questions and receive immediate responses. A well-coordinated strategy keeps everyone informed. Book a Demo Today!  

3. Personalize Your Messages 

A one-size-fits-all approach rarely works in benefits communication. Employees are more likely to engage when they feel the information is relevant to them. Personalizing messages based on their needs makes the process easier and encourages them to take action. 

Ways to personalize open enrollment communication: 

• Segment employees by job roles or locations: Employees working remotely may have different healthcare needs than those in office settings. Tailor messages accordingly.
• Use enrollment history: First-time enrollees may need a step-by-step guide, while returning employees might only need updates on plan changes.
• Create targeted subject lines: Instead of a generic “Open Enrollment Announcement,” try “Your 2025 Benefits: What’s Changing and What You Need to Do.”
• Send individualized reminders: If an employee hasn’t selected their benefits, a friendly follow-up like “Still deciding? Open enrollment closes in 3 days!” can prompt action. 

Udext enables HR teams to send personalized messages with employee-specific details, ensuring that each person receives relevant benefits information. Whether it’s customized open enrollment reminders or targeted updates, personalized communication helps employees make informed choices. 

4. Make Sure Your Employees Understand Things  

Benefits information can be overwhelming, especially if filled with technical terms and industry jargon. If employees don’t understand the message, they might delay enrollment or make uninformed choices.  

Here’s how you can simplify complex benefits information:  

• Use everyday language: Instead of saying, “Your PPO plan has a higher out-of-pocket maximum but a lower deductible,” say “This plan covers more upfront costs, meaning you pay less per doctor visit.”
• Break down information into digestible sections: Use bullet points, step-by-step instructions, or short paragraphs to improve readability.
• Offer visual explanations: Infographics, comparison charts, and short explainer videos help employees understand complex topics faster.
• Provide clear action steps: Instead of saying — “Review your benefits elections before the enrollment period ends,” you can say — “Log in to the benefits portal and choose your plan by [deadline].”

The easier the information is to understand, the more likely employees will engage with it and complete their enrollment on time.  

5. Highlight Key Changes and Deadlines

Changes in benefits can be overwhelming, especially when employees are unsure about what’s different from last year. If they don’t fully understand the updates, they may make decisions that don’t align with their needs. That’s why clarity is crucial. 

When communicating changes, be direct and specific. Instead of saying, “Some adjustments have been made to your healthcare plan,” state, “Your co-pay for specialist visits will increase from $20 to $30.” Employees should immediately grasp what’s changing and how it affects them. 

To ensure no one misses key deadlines, use a multi-touch approach: 

• Bold important dates in emails, documents, and announcements.
• Set up a countdown on the company intranet or benefits portal.
• Send automated reminders through email and text as deadlines approach.

Additionally, a FAQ section on your benefits portal can provide quick answers to common questions about plan changes, eligibility, and coverage details. This reduces the number of repetitive inquiries to HR while improving accessibility to crucial information.  

With Udext’s automated messaging, you can schedule reminders for key deadlines, ensuring employees receive timely updates without missing critical enrollment periods. Its SMS broadcasts keep employees informed instantly, reducing last-minute rushes. See how it works! 

6. Use Visuals and Infographics

Employees don’t always read long policy documents, especially when they contain complex terms and figures. Visuals simplify information, making it easier to understand and retain. 

Consider using: 

• Infographics to break down costs, coverage options, and step-by-step enrollment instructions.
• Short videos (under two minutes) that explain key changes and walk employees through the enrollment process.
• Flowcharts to guide employees in choosing the right benefits plan based on their needs.

For example, a side-by-side comparison chart can help employees quickly see differences between last year’s plan and the updated one. A step-by-step infographic can visually demonstrate how to complete the enrollment process in a few simple steps. 

You don’t need an in-house designer to create these materials. Tools like Canva, Visme, and Piktochart offer easy-to-use templates for HR teams to build engaging and professional visuals. 

7. Conduct Live Q&A Sessions and Webinars

Even with detailed announcements and visual aids, employees may still have questions. Live Q&A sessions provide real-time support and ensure employees get the clarification they need before the deadline. 

Interactive sessions allow employees to voice concerns, ask for explanations, and gain deeper insights into their benefits. Hosting these sessions in multiple formats increases participation: 

• Webinars via Zoom or Microsoft Teams allow employees to join from anywhere.
• In-office Q&A sessions give employees a chance to speak with HR directly.
• Recorded sessions ensure employees who miss live meetings can catch up later.

By making these sessions available throughout the open enrollment period, you reduce the volume of last-minute questions and prevent employees from making uninformed decisions. 

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8. Encourage Employee Feedback and Questions

Open enrollment should be a two-way conversation. Employees need to feel heard and supported in making the right benefits choices. Encouraging feedback can help HR refine communication strategies for future enrollment periods. 

Here’s how you can gather meaningful input from employees: 

• You can create and send SMS text polls and surveys after open enrollment to understand what was clear and what wasn’t.
• Offer dedicated HR support via email, chat, or phone for employees who need additional help.
• Create an anonymous Q&A forum where employees can ask questions without hesitation.

When employees provide feedback, it helps identify common areas of confusion. Udext’s built-in SMS surveys and feedback tools make it easy to collect employee opinions on benefits plans. For example, if many employees struggle to understand a specific benefit, HR can provide clearer explanations next year. Adjusting your employee communication strategies based on these inputs ensures continuous improvement.  

9. Offer One-on-One Assistance for Complex Cases

Some employees need more than general guidance. They may have unique circumstances, such as selecting benefits for a dependent with special needs or understanding how a high-deductible health plan (HDHP) fits their financial situation. One-on-one support ensures they receive tailored assistance. 

To provide this, set up: 

• Dedicated HR office hours where employees can drop in for individual help.
• Virtual consultations for remote employees through Zoom or Microsoft Teams.
• A benefits help desk that employees can contact via email, chat, or phone.

For example, an employee managing a chronic medical condition may struggle to compare prescription coverage options. A quick consultation with HR can help them choose the best plan, reducing unexpected out-of-pocket costs. Personalized support minimizes confusion and ensures employees select the right benefits for their needs. 

10. Utilize Storytelling and Real-Life Scenarios

Numbers and policy details alone don’t resonate with employees. Storytelling makes benefits more relatable by showing real-world impact. Employees are more likely to pay attention when they see how a benefits plan has helped someone in a similar situation. 

Ways to incorporate storytelling: 

• Share employee testimonials in emails, company newsletters, or video messages.
• Use real-world examples in benefits meetings to illustrate plan advantages.
• Create case studies showing how different benefits have helped employees in the past.

For example, instead of saying, “Our short-term disability insurance covers medical leave,” share a story: “When Lisa needed surgery, her short-term disability coverage replaced 60% of her salary, allowing her to recover stress-free.” 

When employees connect emotionally to the message, they are more likely to engage with the open enrollment announcement and make thoughtful decisions. 

11. Send Follow-Up Reminders and Post-Enrollment Support

Many employees miss deadlines simply because they forget. Others enroll but later realize they don’t fully understand their benefits. Ongoing support prevents these issues. 

To keep employees on track: 

• Send automated reminders via email, push notifications, or text messages as deadlines approach.
• Use calendar alerts to prompt employees to review and finalize their choices.
• Offer post-enrollment support through HR hotlines, benefits FAQs, and on-demand training materials.

For instance, a simple “Two days left to enroll!” SMS text message can prompt employees to take action. After enrollment, a quick “Here’s what happens next” guide can help them understand what to expect. These small efforts enhance engagement and reduce enrollment errors.  

Make Benefits Communications Seamless With Udext 

A well-planned open enrollment announcement ensures employees understand their benefits, meet deadlines, and make informed decisions. Clear communication reduces confusion, increases participation, and strengthens employee trust in the process. Using multiple channels, simplifying messages, and offering personalized support makes enrollment easier and more effective. 

Regular follow-ups and post-enrollment support help employees feel confident about their choices. Interactive sessions, real-life examples, and two-way communication encourage employees to ask questions and engage with the process. The more informed they are, the better decisions they make. 

Keeping employees updated about open enrollment announcements can be challenging, especially for organizations with deskless or field employees. Udext simplifies internal communication with SMS-based solutions that deliver real-time updates, reminders, and surveys. Its two-way messaging, mass texting, and SMS newsletters ensure that critical information reaches employees instantly, no matter where they are. With 200+ HRIS and payroll integrations, Udext keeps employee data accurate and streamlines communication across teams.

If you want to improve benefits communication and ensure every employee stays informed, Udext provides the tools to make it seamless and efficient. Book a Demo Today to explore how it can enhance your internal communication strategy.

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