How to Communicate Benefits Changes to Employees During Open Enrollment 

Open enrollment is a critical window for Maryland employers to align their benefits offerings with the needs of their workforce. Introducing changes to health plans or contribution structures can lead to confusion, frustration and low participation when employees hear about them too late. The difference between a chaotic enrollment period and a smooth one usually comes down to how and when you share the news. At Lyceum Insurance Services, we believe transparent, proactive communication is the key to a successful enrollment season and high employee satisfaction.

Start the Conversation Early

Employees need time to absorb new information before they are asked to make a decision. Share high-level details four to six weeks before your enrollment window opens, then follow up with specifics as the deadline approaches. A short note explaining what is changing and why lands better than a dense packet delivered the week enrollment starts. If contributions are rising or a carrier is changing, give employees the reasoning.

Common Communication Pitfalls

The mistakes we see most often are avoidable. Waiting too long to start the communication cycle leaves employees rushing through decisions they do not fully understand. Skipping a side-by-side comparison of old and new plans invites assumptions about lost coverage, even when the new offering is stronger.

Build in a feedback loop as well. Track which questions come up most during education sessions, then answer them in a follow-up message to the whole organization. Use plain language instead of carrier terminology, repeat key dates across several channels and give every employee a named contact for questions. A short recap sent the day before the deadline catches the people who set the decision aside and forgot to return to it.

Your Preenrollment Checklist

To ensure a smooth transition, our team recommends the following before the enrollment period begins:

• Map your message. Decide which changes need the most explanation, who is affected and which channels reach each group of employees.
• Communicate changes early. Provide employees with a sneak peek of upcoming changes so they have time to process new information before the deadline.
• Schedule education sessions. Host webinars or in-person meetings to explain coverage options and answer specific questions.

Get Help With Your Enrollment Communication

Our team at Lyceum Insurance Services is here to help you navigate these complexities and streamline your benefits administration. If you are looking for a partner to help manage your open enrollment, build an employee communication plan or review your current plan structure, we invite you to reach out to us today.

This blog is intended for informational and educational use only. It is not exhaustive and should not be construed as legal advice. Please contact your insurance professional for further information.