If you’re an HR leader, open enrollment season is probably one of the busiest times of the year for you. Between answering employee questions, working with insurance carriers, and making sure compliance boxes are checked, it can get overwhelming.
That’s why having a clear, step-by-step open enrollment checklist is a lifesaver. Whether your company has 10 employees or 10,000, this guide will help you stay organized, save time, and make sure nothing slips through the cracks.
1. Review Current Benefits and Usage
Before rolling out next year’s benefits, look at the past year:
- Which plans were most popular?
- Did employees use the benefits you offered?
- Are there any underutilized benefits that could be replaced with something more valuable?
A quick utilization review helps you make data-driven decisions and avoid paying for benefits no one uses.
2. Confirm Renewal Dates and Deadlines
Carrier and broker deadlines come fast. Mark your calendar for:
- Plan renewal date
- Carrier submission deadlines
- Employee enrollment cut-off dates
Missing a deadline can mean losing your current plan or getting stuck with less favorable options.
3. Update Plan Options and Pricing
Work with your broker or benefits consultant to:
- Compare current plan costs to renewal rates
- Explore alternative carriers or plan designs
- Consider cost-control strategies like HRAs or high-deductible plans with HSAs
This is the stage where you balance quality coverage with budget-friendly options.
4. Prepare Employee Communication Materials
Clear communication is key to a smooth open enrollment. Provide:
- A benefits guide or summary sheet
- FAQs about plan changes
- Instructions for enrolling or making changes
Remember — not everyone speaks “insurance.” Keep language simple and avoid jargon.
5. Schedule Open Enrollment Meetings
Whether in-person, virtual, or both, host sessions where employees can:
- Learn about plan changes
- Compare options
- Direct employees to ask questions directly to HR or your benefits broker
This is your chance to address confusion before employees make their selections.
6. Test Your Enrollment System
If you’re using an online benefits administration platform:
- Test logins and password resets
- Check that plan options display correctly
- Ensure forms and submission buttons work
A five-minute test run can prevent a week’s worth of headaches later.
7. Open the Enrollment Window
Keep the enrollment period open for at least two weeks, giving employees time to review options, ask questions, and make informed choices. Send reminder emails midway through and two days before the deadline.
8. Verify Elections and Submit to Carriers
After open enrollment closes:
- Double-check all employee selections
- Ensure dependent coverage is correct
- Submit final data to carriers before the cutoff
Mistakes here can delay coverage or create costly corrections later.
9. Distribute Confirmation Statements
Send each employee a confirmation of their elections so they can verify:
- Plan choices
- Dependent coverage
- Payroll deductions
Catching errors now avoids mid-year coverage disputes.
10. Document and Debrief
Finally, note what went well and what could be improved for next year. Keep a record of:
- Common employee questions
- System issues
- Communication strategies that worked best
Your future self will thank you when next year’s open enrollment rolls around.
At the end of the day open enrollment doesn’t have to be overwhelming. With a clear checklist and the right support from your benefits broker, you can streamline the process, keep employees informed, and ensure compliance — all while offering a benefits package that attracts and retains great talent.
If you’re a Human Resources leader looking for ways to make open enrollment smoother (and maybe even lower your benefits costs), we can help you design a strategy that works for both your team and your budget.
