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