One of the core responsibilities of HR is communicating with employees about their available benefits. HR teams should be consistent in spreading information about open enrollment as well as benefits utilization. Additionally, it’s important for HR to do everything possible to ensure that their communications reach all employees; that nobody is left in the dark or out of the loop.
Given that employees receive and process information differently, effective benefits communication has always been a challenge. Factor in the additional complications of remote/hybrid work environments, along with cultural or linguistic barriers, and equity can be difficult to achieve. Here are a few tips and strategies for HR to consider.
Tips for Ensuring Equity in Benefits Communication
Develop the Right Perspective
First things first: Make sure your HR and benefits teams are well-versed in the concept of implicit bias. A team training program is ideal. Invest in some professional development opportunities that allow your full HR department to gain a better understanding about effective information dissemination, learning styles, etc.
Take Stock
It may also be helpful to take stock of current/previous communication efforts, questioning whether there are any implicit biases or inappropriate “norms” in place. For example, do your communications regularly use outmoded language, or stock photos that lack diversity? These can all be subtle ways in which you make your communications less inclusive, and less inviting to particular parts of your workforce
Conduct Surveys
You can improve your communication efforts by learning more about the people you are communicating with. Regular pulse surveys may be useful here. Consider asking about whether multiple languages are spoken at homes, whether employees live with disabled family members… anything that can provide clarity about how best to conduct benefits communication.
Avoid “Headquarter Bias”
Be proactive about communicating with everyone, not just employees who work in the same building as you. This might mean making benefits communications all virtual, or it might mean going on “benefits tours” to different locations where your employees can assemble.
Involve IT
Work with the IT department to brainstorm different ways in which technology can expand your communication efforts. For example, automated email or text messaging programs may help you reach a larger audience within your organization. Have a joint meeting with IT, HR and your ASO support team or insurance brokers to collaborate on leveraging technology to improve communication, accuracy, and the next Open Enrollment.
Be Vigilant
Develop a routine of auditing all employee-facing communications for inclusivity. Even job applications should be reviewed on a regular basis to ensure there is nothing about them that could exclude people.
Exercise Equity in Employee-Facing Communications
In communicating about workplace benefits, equity is key. With any questions about achieving this goal, reach out to the consultants at FullHR at any time.
