A practical guide for planning, communicating, and managing enrollment across office and field teams
Is Your Open Enrollment Process Ready?
Construction employers often face unique open enrollment challenges, including seasonal workloads, dispersed job sites, and employees who may not spend their day behind a computer. A simple checklist can help ensure enrollment runs smoothly.
1. Review Your Current Benefits Strategy
Questions to ask:
- Are current offerings meeting employee needs?
- Have workforce demographics changed?
- Are there opportunities to enhance value?
- Are your benefits helping attract and retain skilled workers?
2. Understand Eligibility Requirements
Construction workforces often include seasonal, temporary, and variable-hour employees, making benefit eligibility more complex than in many other industries.
Before open enrollment begins:
- Review eligibility rules for seasonal and variable-hour employees
- Confirm waiting periods and measurement periods are being administered correctly
- Ensure employees understand whether they qualify for coverage and when coverage becomes effective
- Identify employees whose status may have changed during the year
Addressing eligibility questions early can help avoid employee confusion and administrative issues during enrollment.
3. Finalize Plan Designs Early
Avoid last-minute changes by:
- Confirming carrier renewals
- Reviewing employer and employee contributions
- Updating plan documents
- Preparing enrollment materials
- Finalizing vendor and enrollment platform information
4. Confirm Dependent Eligibility
One of the most overlooked aspects of open enrollment is ensuring covered dependents remain eligible.
Review:
- Spouse and dependent eligibility requirements
- Dependent age limits
- Documentation requirements
- Life events that may have affected eligibility during the year
Ensuring dependent information is accurate can help prevent coverage issues, unexpected claims complications, and unnecessary plan costs.
5. Build a Communication Plan
Construction employers often need to reach employees both in the office and on the jobsite.
Consider multiple communication methods:
- Printed flyers and posters
- Payroll stuffers
- Supervisor meetings
- Text messages
- Employee meetings
- Email and online resources
Your communication plan should also include multiple reminders throughout the enrollment period.
6. Communicate Enrollment Deadlines Clearly
Construction employers often need to reach employees both in the office and on the jobsite.
Consider multiple communication methods:
- Enrollment start date
- Enrollment end date
- Required actions
- Documentation deadlines
- Where employees can go for assistance
Repeating these messages throughout the enrollment period can help improve participation and reduce last-minute issues.
7. Educate Employees
Help employees understand:
- Deductibles and out-of-pocket maximums
- HSA and FSA opportunities
- Network considerations (In vs Out of Network)
- Telehealth options
- Voluntary benefits
- Life and disability coverage
Employees who better understand their options are more likely to make informed enrollment decisions.
8. Prepare Managers and Supervisors
Supervisors are often among the first people employees turn to with questions.
Ensure managers understand:
- Enrollment timelines
- Key changes for the upcoming plan year
- Available resources
- Who to contact for enrollment assistance
9. Plan for Next Year’s Strategy
Once enrollment is complete, take time to evaluate:
- Employee feedback
- Communication effectiveness
- Administrative challenges
- Opportunities for future improvements
A Smoother Open Enrollment Experience
Open enrollment is more than a deadline. It is an opportunity to evaluate whether your benefits strategy is supporting both your employees and your business goals. Starting the conversation with your benefits broker early can help you review your options, identify priorities, and prepare clearer employee communications.
For support on this or other employee benefits topics, please reach out to the OneGroup Employee Benefits Team.
This content is for informational purposes only and not for the purpose of providing professional, financial, medical or legaladvice. You should contact your licensed professional to obtain advice with respect to any particular issue or problem.
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