Open Enrollment Communications Handbook: Your Interactive One-Stop-Shop A Master Checklist with How-to Guides and Creative Ideas for a Successful OE Campaign!
Open Enrollment Communications Checklist 1 Plan it Out 12 weeks pre-oe Set the Scope Identify employees to target Develop goals for OE Determine a theme for OE Plan Communications Develop a Communications Plan Plan a Multi-Channel Strategy Plan content creation/updates Engage communication partners ( ) Click this icon on any page to get back to this Checklist! 2 Emails Roll out a Multi-Channel Communications Strategy Review best practices for emails Send Teaser (leading up to OE) Send Announcement (OE Start Date) Send Reminder (midway in OE) Send Last Chance (OE End Date) Intranet Prepare copy and content to post Embed and test all multimedia Display content effectively 4 weeks out through end of OE Social Media Create closed social groups Create schedule for social posts Draft and post social posts Mobile Leverage the power of texting Webinars/Meetings Schedule and hold meetings Play OE video during meetings, followed by Q&A Digital/Print Use QR code in materials Draft digital & print materials Print and mail out Post materials in offices Internal Training Hold Train the Trainer sessions Train Call Center staff Add video to email signatures 3 Learn + Improve 1 week post-oe Measure Evaluate metrics Gather employee feedback Hold internal debrief session Celebrate with your team!!!
Characteristics of a Strong Communications Plan Plan Ahead Assign launch date, method & owner to each communication piece Measure, Evaluate, and Continually Improve Communicate in the way they want to receive information Make action required Target your messages Target your messages Keep messages short Use Attention-Grabbing Visuals Use a Multi-Channel Communications Strategy Get Get Creative Creative
Example of a Multi-Channel Communications Strategy Use multiple channels to communicate to reach more employees and reinforce your message Email Campaign Micro-sites with library of videos Webinar/In-Person Meetings Visit your GuideSpark Admin Dashboard to provide information and updates for the videos Social Media Digital/Print Assets with QR code Texting/Voicemail Service Cascade message via Managers
Emails: Best Practices Personalized & targeted What s in it for me? Visit your GuideSpark Admin Dashboard to download ready-to-go email templates! Subject: Jay, Important message about benefits RESPONSE NEEDED Please notify all your employees that Open Enrollment starts on 11/3/2015 and ends on 11/17/2015. All they have to do is: WIN an iphone 6 Plus by getting 80% East branch workers to act on choosing benefits Watch video Enroll in CDHP They are done! RESPOND BACK saying that you are in it to WIN IT! I AM IN! Thumbnail Image hyperlinked to video Learn how to create one Clear Call-to-Action
Texting Services: Best Practices Text2Engage Provide employees a simple keyword to text, to be taken directly to your OE video 1Text your keyword 2 Receive your video link Want to learn more about this feature? Reach out to your Customer Success Manager.
Intranet Sites: Integrate Multimedia into your Site Embed Videos: Use embed code to embed video so it will play in a box directly on the webpage. Hyperlink to Videos: Hyperlink a thumbnail or text to separate microsite with videos. Click here to learn how. Visit your GuideSpark Admin Dashboard to obtain embed codes! Where on the Site to Put Videos Homepage - Feature Current Campaign (i.e. Open Enrollment) Video Library Page - All videos Individual Topic Pages - Video relevant to topic
Intranet Sites: Best Practices to Engage Employees Use clean, consistent design, and optimize site for mobile Access to HR support and communications Highlight what s in it for them Keep content current and integrate with all HR materials Encourage behavior with clear Call-to-Action
Internal Training: Manager and HR Trainings Include a Train the Trainer communication in your plan. Hold a conference-call /webinar/meeting/email for all managers and HR staff across all locations Coach on important messages they need to cascade to their employees OE Deadline Action required by employees and consequences of no action Where to find video/resources* Ask high level mgmt. to report to you once all have completed the action *Example: In your next weekly huddle meeting, ask everyone to pull out their phone. Show them how to get to the Open Enrollment video, and tell them they need to watch it by the end of the week.
Social Media: Best Practices to Engage Employees Identify Simplify Keep it short & sweet with attention-grabbing, action-oriented language Who/what/where is your target audience? Measure Track what works & what doesn t to keep improving Engage Encourage conversation & utilize social media trends Hashtags, re-posting, likes, etc. Personalize Humanize it by speaking their language Inspire Highlight the benefits for your workforce
Internal Training: How to Create a Hyperlinked Thumbnail Image 1 2 Take a screenshot of the video thumbnail PC: PrtSc key Mac: Command ( ) + Shift + 4 Re-size screenshot to smaller dimensions (e.g. 1 x 1.5 ) 3 PC: Insert screenshot into email Right click on screenshot and select Hyperlink, OR select the screenshot and click on Hyperlink icon, then type in link Mac Mail: Insert screenshot into email Select screenshot, click on Edit menu, select Add Link to type in link Outlook on Mac: Open Microsoft Word, create a table, insert image into table, right click image and select Hyperlink to type in link. Remove table border then copy and paste table into email. TIP: Have your team use these steps to add hyperlinked images to their email signatures!
Digital/Print Materials: QR Codes in Your Communications What are QR codes? QR Codes are mobile barcodes that your employees can scan with their smartphones to get taken directly to a specific website link, such as a GuideSpark video link. How Use QR Codes: Download unique QR codes for videos from your GuideSpark Admin Dashboard* Right click to Save as Image, then insert onto materials Test Include short instructions for employees * Not sure how to get to this feature? Reach out to your Customer Success Manager. Popular QR Code Scanning Apps: iphone QR Code Reader Android QR Code Reader by Scan
Social Media: How to Create a Group Facebook 1 Click Groups on left side of your newsfeed. 2 3 4 Select + Create New Group Name group, add members, select privacy settings Click Create. LinkedIn 1 2 Under the Interests tab at top, select Groups, then click Create a Group on the right. In the Access section, choose your group s privacy settings
Digital/Print Materials: Themes for Open Enrollment Pick a theme for OE to make your communications campaign more engaging, and use it in all your communications materials. To make it easy for you, GuideSpark offers 4 distinct pre-made OE themes, each with its own posters, postcards, and email and web banners. Example Assets: Visit your GuideSpark Admin Dashboard to download these 50+ complimentary GuideSpark assets!
Emails: Open Enrollment Teaser Example Subject Line: Sneak Peek: Open Enrollment is Coming Heads up! Open Enrollment is coming soon. It s that one time of the year when we announce benefits changes, and you have the opportunity to switch things up with your benefits. Open Enrollment will run from October 15 th to November 15 th, and you need to take action during this short window if you want to make any changes or enroll in new benefits. So take a few minutes to watch this really short video for a sneak peek of what s coming. And look out for our more detailed Open Enrollment video coming soon! Visit your GuideSpark Admin Dashboard to download ready-to-go email templates!
Emails: Open Enrollment Announcement Example Subject Line: Now Playing: Open Enrollment in a Nutshell Heads up! Open Enrollment is here, and it s the one time of year when you can make changes to your benefits. Open Enrollment runs from October 15 th to November 15 th, and you need to take action during this short window if you want to make changes or enroll in new benefits. So take a few minutes to watch this short video, and get up to speed on what you need to know. It ll tell you what s changing, what it means for you, and what you need to do, to make sure you have the right benefits for the coming year. November 15 th is right around the corner, so pop on your headphones, watch the video, and take action today. Visit your GuideSpark Admin Dashboard to download ready-to-go email templates!
Emails: Open Enrollment Reminder Example Subject Line: Benefits Alert: Act Fast for 2016 Have you taken a few quick minutes to watch the Open Enrollment video yet? It gives you the rundown on what s changing for 2016, and what you need to do. Remember, you only have until November 15 th to make changes or enroll in new benefits. It s really easy. 1. Watch the short video 2. Decide if you want to make any changes 3. Confirm your elections That s it! Make the most of your benefits for 2016. Visit your GuideSpark Admin Dashboard to download ready-to-go email templates!
Emails: Open Enrollment Last Chance Example Subject Line: Open Enrollment Ends Tomorrow: Take Action Now There s still time to make sure you have the right benefits for 2016. It only takes a few minutes to watch this short video to learn what s changing, to help you make informed decisions about your benefits. Watch the video to get started, and remember, Open Enrollment ends tomorrow! Act Now! Visit your GuideSpark Admin Dashboard to download ready-to-go email templates!
Learn & Improve: Employee Surveys Ask your employees what they want! Use short surveys to gather input on what employees think about HR communications and how they prefer to be communicated with. GuideSpark offers the ability to insert a short survey at the end of each video. Reach out to your Customer Success Manager to start using this feature!
Happy Open Enrollment!