1. SAMPLE COMMUNICATION STRATEGY

2. BEST PRACTICES BY EMPLOYER SIZE
Company Size
<100
500-1,000
1,000-5,000
5,000+
Benefits & Comm Strategy X
Communication of legal requirements
In-person or virtual meetings
Branded benefits materials for enrollment & new hires
Way to capture Employee feedback & questions
Monthly or quarterly updates/tips
Branded benefits web site on the internet
Social media as part of overall strategy

3. COMMUNICATION STRATEGY
IDENTIFY GOALS & OBJECTIVES
REFINE STRATEGY
SEGMENT TARGET AUDIENCES
CREATE DETAILED PLAN, INCLUDING KEY MESSAGES
MEASURE OUTCOMES;
EVALUATE SUCCESS
IMPLEMENT

4. COMMUNICATION STRATEGY 2015-2016
INITIATIVE
DESCRIPTION
Marketing of Lunch ‘n Learns
Monthly newsletter – Upcoming Lunch ‘n Learn topic will be placed in company newsletter with a brief description.
Periodically labels will be used on paychecks for specific Lunch ‘n Learns.
blasts
Intranet –Lunch ‘n Learns will be posted on company intranet.
Postcard – Bi-Annual postcard detailing the upcoming 6 Lunch ‘n Learns.
Posters will be posted in strategic areas.
Leadership meetings will discuss the importance of Employees attending lunch ‘n learns and encouraging their team to participate.
Supervisors will make a PSA (Public Service Announcement) regarding the topic for the month and encourage them to attend and ask others for feedback who have attended.
GOAL – to have attendance of Employees per event.
Lunch ‘n Learn Schedule for
2013 – 2014
October – Cancer Prevention
November – Stress Free Holidays
December – Financial Health
January – Environmentally Friendly Home
February – Heart Health
March – Taxes
April – FSA – separate meeting
April– Time Mgmnt., Priorities
May – Smoking Cessation
June – Love the Skin You’re In
Open Enrollment Supervisor Training
Prior to Open Enrollment conduct training sessions on benefits education for mid-level managers. Empower that team with knowledge to answer basic questions or concerns from Employees.
Monthly Health Management Tool
Monthly benefits communication tool will be posted in strategic areas for Employees – sent from InCite via PDF.
Wellness Committee
Creation of Wellness Committee to discuss/review targeted areas determined by your Executive Leadership Team.

5. SAMPLE OPEN ENROLLMENT EXECUTIVE SUMMARY
DISCUSSION TOPICS
NOTES
TOP FEEDBACK TOPICS
FROM 2013 OE CAMPAIGN
Remove the life insurance amounts from the healthcare guide-more generic wording to be used
Will not show current vs. renewal rates-only renewal
Will expand info for the 3 Aetna options in the healthcare guide and include rates for each
Keep meetings to ½ hour. 20 minutes to present and 10 minutes for Q&A
Mail order RX will be further discussed at post OE meeting
Sample completed Aetna & Ameriflex forms will be available at each meeting
GOALS OF OE CAMPAIGN
Celebrate! Decrease in rates and no plan changes
Decrease being passed on to Employees as well
Integration helped with the opportunities for savings
Keep the momentum going by being good consumers/stewards
FSA elections are for 7/1/13- meetings April - scheduled pre OE FSA voluntary meetings to increase awareness and knowledge of FSA
REVIEW EMPLOYEE PRE OE COMMUNICATION OPTION
Decided - none
STRUCTURE OF OE MEETING
HR will provide a sign-in sheet for all Employees.
InCite will present via pptx an overview of benefits and review packets
20 minutes of presenting – 10 minutes for group questions
Individual personal questions after meeting
InCite will bring technology and USB

6. SAMPLE OPEN ENROLLMENT EXECUTIVE SUMMARY
DISCUSSION TOPICS
NOTES
ENROLLMENT FORM DISCUSSION & DECISION
TBD – 3 options available:
All Employees complete enrollment form for consistency year after year and to have proof of election
Only have “waivers’ & “changers” complete using the same enrollment form
Have a separate “no change” form for Employees who are keeping the same election – LEAST DESIRABLE for duplicating elections from last year
MOVE FORWARD OE PLAN WITH TIMELINE
Supervisor OE Meetings will be replaced with a InCite created FAQ. Your company will distribute to leadership Employees and supervisors via .
PACKETS:
Separate packets for p/t grandfathered-different rates
Separate packets for newly eligible due to change in eligibility guidelines or new hires that are eligible
Left side of packet to be educational and include:
$0 co-pay for preventive care
Wellness programs through Aetna
Urgent care centers
Dependent to Age 26 flyer
Right side of packet to include:
Enrollment form with instructions
FSA enrollment form with instructions
2013 Employee Benefits Guide
Annual CHIP notice
Annual Medicare Creditable Notice
FOLLOW UP ITEMS:
InCite Draft Employee Benefits Guide to HR
InCite will drop off a sample packet for approval
InCite to produce a brief survey to be completed at the meetings and dropped in a box

7. 2015 OPEN ENROLLMENT SURVEY RESULTS SURVEY STATS
Did you watch the Healthcare Choices DVD that was sent to your home?
Total Employees - Yes – 48%
Spanish speaking Employees - Yes – 58%
English speaking Employees - Yes– 45%
Did you feel well informed to make your healthcare choice for 2015?
Total Employees - Yes – 88%
Spanish speaking Employees - Yes – 87%
English speaking Employees – Yes - 92%
Were the communication materials provided to you over the last few weeks easy to understand?
Total Employees - Yes – 86%
Spanish speaking Employees – Yes – 84%
English speaking Employees – Yes – 90%
YES RESPONSES
 DATE
TOTAL
QUESTION #1
QUESTION #2
QUESTION #3
1-Mar 31
32%
87%
2-Mar 53
40%
74%
72%
3-Mar
106
56%
90%
91%
4-Mar 92
41%
85%
7-Mar 79
43%
86%
8-Mar 67
48%
99%
9-Mar 29
66%
76%
83%
10-Mar 34
62%
82%
11-Mar
45%
Off Site 0%
TOTALS
English Speaking
359
92%
Spanish Speaking
163
58%
84%
GRAND TOTAL
522
88%
SURVEY STATS
Approximately 31% of Employees completed surveys
522 surveys collected
31% of total surveys were completed by Spanish speaking Employees

8. 2015 OPEN ENROLLMENT SURVEY RESULTS INCITE OPEN ENROLLMENT FEEDBACK
WHAT WENT WELL
Laptops
Well Staffed
Translators
Room set up
Recording of Presentation
Small Group Setting
Really liked having the information and rates ahead of time
AREAS OF OPPORTUNITY
Timing of final Pre OE packet to homes
Tutorial not needed
Pre OE Meeting with translators
Corporate Employee Meeting Opportunities
QUESTIONS FOR NEXT YEAR
Password resetting
Scheduling 7