Open enrollment season is one of the most important times of the year for Colorado employers and their employees. It’s an opportunity for your team to review employee benefits, make informed choices, and ensure coverage that supports their health, finances, and well-being for the year ahead. For employers, it’s also a chance to strengthen workplace culture, reinforce communication, and streamline administration.
To help your business have a smooth rollout, here are some best practices to consider.
1. Start Early with a Clear Timeline
Don’t wait until the last minute to plan open enrollment. Create a timeline that includes:
- Carrier deadlines for plan submissions and renewals.
- Internal deadlines for distributing materials, hosting information sessions, and collecting employee elections.
- Follow-up checkpoints to ensure no forms or enrollments fall through the cracks.
In Colorado, many businesses face a December 1 or January 1 renewal date. Working backward from these deadlines helps avoid stress and missed opportunities.
2. Communicate in Multiple Ways
Different employees absorb information in different formats. Consider providing:
- Digital enrollment guides and FAQs.
- Printed handouts for team members who prefer hard copies.
- Short, easy-to-understand email reminders.
- Q&A sessions (virtual or in-person) with your HR or benefits team.
Clear communication reduces confusion and increases participation, helping employees feel confident in their benefit decisions.
3. Highlight What’s New This Year
If you’ve made changes to medical, dental, vision, or voluntary benefits, highlight them early and often. For example:
- New carrier networks or premium adjustments.
- Added perks like mental health resources, telemedicine, or lifestyle stipends.
- Adjustments to contribution levels or plan designs.
Employees are more likely to engage with the process when they understand what’s changing and why.
4. Make It Easy for Employees to Enroll
The more streamlined your process, the smoother open enrollment will be. Best practices include:
- Offering online enrollment platforms for quick access.
- Providing step-by-step instructions with screenshots.
- Assigning a point of contact for troubleshooting questions.
At Conexus Insurance Partners, we take this a step further by providing our clients with a free benefits administration platform, making the entire process easier to manage for both employers and employees.
5. Reinforce the Value of Benefits
Open enrollment is not just about forms—it’s about showing employees the value of their total compensation package. Remind your team that benefits go beyond insurance, supporting their health, financial security, and work-life balance.
When employees understand the investment your company makes in their well-being, it fosters appreciation and retention.
6. Partner with Your Broker or Consultant
Your insurance broker or benefits consultant can be a valuable resource throughout open enrollment. From compliance reminders to educational materials, they can help you:
- Stay aligned with Colorado regulations.
- Compare carrier options.
- Answer employee questions in a clear, unbiased way.
As part of our support, Conexus also offers complimentary HR and compliance platforms to our clients—tools that help reduce risk, simplify processes, and keep your business confident and compliant year-round.
Final Thoughts
Open enrollment doesn’t have to be overwhelming. With early planning, clear communication, and the right resources, your Colorado business can deliver a smooth rollout that benefits both your employees and your bottom line.
Disclaimer: This content is for informational purposes only and should not be considered legal or tax advice. For guidance specific to your business, consult with your benefits advisor, HR professional, or legal counsel.