Open Enrollment Tips to Maximize Your Benefits Program
Understanding Annual Benefits Open Enrollment (What/When/Why)
Open enrollment is a critical window for employers and employees alike. It's the designated period prior to your renewal when employees can enroll in or make changes to their benefits for the coming plan year. For California employers, especially those with 2–500 employees, this time presents an opportunity to reassess benefit offerings, enhance employee engagement, and ensure compliance with ever-evolving regulations.
Strategic planning before and during open enrollment helps businesses not only control costs but also attract and retain top talent. A thoughtful, proactive approach positions your benefits program as a competitive advantage rather than a compliance hurdle.
15 Open Enrollment Tips for Employers to Stay Ahead
Building a Strong Open Enrollment Strategy
Start Early and Plan Strategically
Don’t wait until the last minute. Begin planning your open enrollment strategy as soon as you receive your benefits renewals. Early preparation allows time to assess plan performance, identify gaps, and collaborate with your benefits broker to explore competitive alternatives.
Our Method at AEIS ensures your planning process is thorough and effective.
Review Current Plans and Utilization
For small group insurance, it can be difficult to obtain direct claims data to see how employees are utilizing the plans. Reviewing the current enrollment, surveying employees and working with your broker can go a long way towards providing insights into how the plan is working for employees. In some cases, your broker may even be able to use AI analytics to review overall risk scores for your group to determine if alternate funding methods are a viable option. Understanding utilization helps you refine offerings and focus on what your employees truly value.
Evaluate New Plan Options and Carriers
Each year brings new opportunities. Consider emerging plan designs, provider network shifts, and alternative funding models. AEIS offers access to a wide range of competitive providers for group health,
vision, and
dental insurance. For some employers, PEO’s can be another avenue to explore for better benefits outcomes.
Communicating and Engaging Employees Effectively
Communicate Early and Often
One of the most overlooked
open enrollment tips for employers is consistent communication. Begin outreach at least a month in advance and maintain momentum. Use multiple channels to ensure messages reach employees.
Highlight What’s Changing and Why
Be transparent. If there are changes to premiums, provider networks, or plan designs, clearly explain the reasons behind them. Context builds trust and reduces confusion. Work with your broker to ensure your employees have the educational resources they need.
Offer Multiple Ways to Get Support (Virtual/In-Person)
Support shouldn’t be one-size-fits-all. Provide help through live webinars, in-person Q&A sessions, and one-on-one consultations. Consider digital tools and resources that enable self-service. Leverage your broker to help provide informational presentations and meetings for employees.
Educate and Empower Employees
Your employees make better decisions when they understand their options. Provide plain-language guides, decision-support tools, and benefits education sessions. This is especially valuable for first-time enrollees or employees facing life changes.
Using Technology and Personalization to Simplify Enrollment
Leverage Digital Enrollment Tools
Digital platforms streamline the enrollment process, reduce errors, and increase participation. Learn how to optimize online benefits enrollment and explore AEIS-supported technology that simplifies
administration.
Offer Personalized Guidance
Employees have different needs based on age, family status, and health conditions. Tailor communications and decision support to reflect these differences for a more meaningful enrollment experience.
Encourage Active (Not Passive) Enrollment
Avoid default renewals, particularly if you are a mid-to-large sized organization. Active enrollment ensures employees review their options and make intentional choices. This can improve plan alignment and reduce unnecessary costs.
Ensuring Compliance and Long-Term Program Success
Stay on Top of Compliance Requirements
California employers must stay informed about state-specific mandates, ACA requirements, and ERISA regulations. Use this 2025
Open Enrollment Compliance Checklist to ensure you're meeting all obligations. Your broker should assist you in making sure you have the information you need to maintain compliance, so lean on them.
Confirm Plan Details Before Launch
Double-check plan documents, summaries, premiums, and eligibility rules before releasing information to employees. A single error can lead to confusion and compliance issues.
Monitor Results and Solicit Feedback
Once enrollment ends, track participation rates, identify questions that surfaced frequently, and collect employee feedback. This data is invaluable for refining future strategies. Digital enrollment tools can provide reports which can help easily generate and organize all the information.
Maximizing Value Through Strategic Partnerships
Leverage Your Broker’s Market Access for Competitive Advantage
Your benefits broker should do more than renew plans. At AEIS, we offer employee
benefits consulting to help you assess trends, negotiate competitive rates, and identify opportunities for enhanced value. We also provide insights through our
United Benefits Advisors partnership, giving you national benchmarking data and strategies.
Explore PEO Partnerships for Added Savings and Support
For some
small to mid-sized employers, a [PEO](https://www.aeisadvisors.com/technology) model can provide cost-effective access to large-group plans, HR technology, and administrative support. AEIS can help you easily evaluate if this model is a fit for your business.
Partner with AEIS for Smarter, Simpler Open Enrollment
Open enrollment doesn’t have to be overwhelming. With the right strategy and support, it becomes a powerful tool to strengthen your workforce, boost satisfaction, and manage costs. AEIS helps California businesses navigate each step of the process—from plan design and compliance to technology and employee communication.
Ready to simplify your next open enrollment season?
Schedule a consultation or learn more about how we can support your benefits program.
Disclaimer: Any information related to compliance, laws and regulations, or other subject matters in this blog is intended to be informational and does not constitute legal advice regarding any specific situation. The content of this blog is based on the most up-to-date information that was available on the date it was published and could be subject to change. Should you require further assistance or legal advice, please consult a licensed attorney.
