Putting benefits terms in language employees understand
October 24, 2008 by Bill MeltzerPosted in: Employee education, In this week's e-newsletter, Latest News & Views
It’s no surprise that many employees find benefits concepts hard to understand.
There’s a lot of jargon and alphabet soup to decode, such as what FSA and HSA mean, and how the healthcare accounts differ. Here’s communication strategist Howard Smith’s four-step approach for decoding benefits information:
1. Simplify words and images
Imagine you’re talking to someone who hardly speaks English. Use basic words. Example: Instead of “Your co-pay is X dollars,”try, “You pay X dollars.”
2. Explain it emotionally
Few employees get jazzed up about terms like“pre-tax dollars” and “formularies.” But they pay attention if you talk about emotional issues like keeping their family healthy or saving money by using generic drugs.
3. Tell real-life stories
Story-telling is a great way to illustrate the workings of your benefit programs. Create credible stories (or, even better, tell real ones) using everyday language and situations. When people realize “this could be me,” it’s much easier to get buy-in.
4. Use interactive learning tools
Simple teaching tools, like quizzes or puzzles, engage employees.
Example: Want to encourage weight loss? Create a “test your knowledge” quiz about how small changes – like drinking one fewer soda each day – can make a big difference in the long run.
Allow employees to discover the answers for themselves.
October 30th, 2008 at 2:48 pm
Just be sure to cover all the bases–being complete is very important in explaining benefits. Not everyone will understand the concepts–regardless of how “simply” it is explained. Occasionally, some employees hear what they want to hear.
It’s frustrating to have employees question why do they have to wait until open enrollment periods when the 30 day initial enrollment period has expired. It is part of the benefits orientation (all full time employees get a personal one-on-one session). So it’s not like they’ve NEVER heard it before…..now that they want to get coverage.
October 30th, 2008 at 5:00 pm
Unless you have a couple of dozen EEs a month you could send reminder e-mails after two weeks letting them know that they have two weeks or they will have to wait until open enrollment. Do not forget to use a read receipt.
November 6th, 2008 at 4:18 pm
We provide the eligible employee with an orientation and their package along with a letter they sign acknowledging the date and time they have to have the medical, dental and life paperwork back in the HR Department’s hands ( 10 business days prior to the first day of coverage). We provide them with phone numbers ant theorientation at least 2-3 weeks prior to the return due date. It outlines that failure to return the forms by the return date will require a wait until Open enrollment in August for September 1st coverage. Since we work cover a 5 county area the due in our hand date works fairly well.. We are a small office (3 staff including Director and a Manager of QA as her backup) so we still call -but 40% do not have individual e-mail. Those who are late have always left it a home… one 27 year old man wanted his mother to look it over first – he had the paperwork for over a month and was a rehire from 2 years earlier!
November 7th, 2008 at 8:57 am
Remember that orientation throws a ton of information and forms at employees in a relatively short time period and can be a bit overwhelming.
We have offices located in three different states and I am the only person that handles the benefits – but you have to do your best for the employees that is what you are there for.
Some people just do not understand due dates and the need to properly complete forms and I see a trend that shows things will get worse.
December 22nd, 2008 at 2:46 pm
I agree. It is a lot of information to digest at one time. We can do all we can to answer any questions, clarify any terminology, etc., and send weekly reminders. Of course, you always have those few people who just take all that information and set it in a corner–until something comes and there is nothing we can do about it.
But also, it depends on the station in life the person is in. A single person with no kids will give the information less thought than someone who is married (and has kids).