How HR Teams Can Make Open Enrollment Less Stressful

Every year, open enrollment shows up right on schedule—and somehow still manages to catch everyone off guard. HR is swamped, employees are overwhelmed, and what’s meant to be a helpful process turns into a flood of forms, reminders, and last-minute questions.

The problem isn’t effort. HR teams work hard to organize information, set deadlines, and keep things moving. But somewhere between insurance terms, plan comparisons, and policy updates, the message can get lost. Most employees want to make wise choices for themselves and their families. They just need clear, relatable communication to help them do it.

At AdvantEdge HR, we’ve seen how the right approach can turn open enrollment from a stressful deadline into a moment of connection. In this blog, we’ll explore ways to simplify open enrollment periods for everyone involved.

1. Start the Conversation Early

The most common open enrollment mistake is waiting too long to start talking about it. Employees need time to process changes, compare plans, and ask questions. When information comes out too late, it creates panic for both employees and HR.

Start early with a simple “what to expect” message. It doesn’t have to be perfect or detailed. Just let your team know when enrollment starts, what’s changing, and how they can prepare. A little extra lead time builds trust and reduces last-minute confusion.

2. Talk Like a Person, Not a Policy

HR professionals live in a world of acronyms—FSA, HSA, PPO, EAP—but for most employees, those terms blur together. Clear communication isn’t about dumbing things down; it’s about meeting people where they are. Instead of “your deductible resets annually,” try: “Each January, your deductible starts fresh, meaning you’ll pay out-of-pocket costs again until you reach that amount.”

Simple, human language helps employees actually understand their benefits—so they can use them the way they’re meant to.

3. Mix Up the Format

People don’t all learn the same way. Some will read every email; others won’t open a single one. That’s okay—your communication needs to meet them in a few different places.

Try using the following:

• Short, visual emails with clear next steps.
• Quick videos or webinars explaining key plan changes.
• A one-page FAQ sheet in your HR portal.
• Optional office hours (in-person or virtual) for live Q&A.

The goal is accessibility, not overload. When information is easy to find and understand, employees are more likely to engage.

4. Make It Visual

Benefits information can feel overwhelming. Charts, infographics, and side-by-side comparisons go a long way toward making it digestible. If your annual open enrollment guide looks like a legal document, most people will skim and stop reading. If it looks approachable—color-coded, simple, visual—they’ll actually take the time to understand it.

At AdvantEdge HR, we often help employers redesign benefits communication materials to be straightforward and visual, so employees can see what matters at a glance.

5. Bring Managers Into the Loop

HR shouldn’t have to carry open enrollment alone. Team leads and managers are often the first people employees turn to with benefits questions—so it pays to prepare them.

Send out a short “manager guide” before enrollment starts. Include key dates, changes, and sample answers to common questions. When managers are informed, they become allies in maintaining consistent, clear communication across departments.

6. Simplify the Process Behind the Message

Even excellent communication can fall apart if the enrollment process itself feels clunky. Review your tools before open enrollment begins:

• Can employees access everything online?
• Are forms easy to navigate?
• Do they get confirmation when they’ve submitted changes?

If the answer is no, you’re not alone. AdvantEdge HR helps organizations streamline their systems so enrollment feels like a modern process rather than a paper chase.

7. Keep the Conversation Going Year-Round

Open enrollment might happen once a year, but benefits communication shouldn’t. Employees forget details, life changes happen, and new hires join mid-year.

A quick quarterly email, a mid-year Q&A, or a reminder about underused benefits can help employees stay connected to what they have. The more familiar they are with their benefits, the less chaotic your next open enrollment period will be.

Enjoy a Simpler, More Human Approach to Open Enrollment with AdvantEdge HR

When employees understand their benefits, they make better choices—and HR spends less time clearing up confusion. Simplifying employee benefits communication doesn’t mean cutting corners; it means being intentional, clear, and human.

At AdvantEdge HR, we help businesses design open enrollment processes that work for everyone, so there’s less stress for HR, fewer surprises for employees, and more confidence all around. Because when communication works, open enrollment finally feels like an opportunity to support your people. Reach out to learn more.