From Benefits Disarray to 92% Engagement - A Before & After Transformation

When this Midwest oil company with 269 employees came to us, they were facing the same challenges that plague many organizations: low enrollment rates, confused employees, and an overly complex benefits administration process. The challenge was amplified by their decentralized workforce spread across 22 states, making traditional communication and engagement nearly impossible. Here's how we transformed their open enrollment from a yearly headache into a strategic success story with 92% completion rates.

The "Before": A Client in Crisis

Our client was juggling three separate insurance carriers, creating multiple bills, contacts, and administrative processes. Their HR team spent more time on paperwork than employee education, and the fragmented experience left employees overwhelmed and uncertain.

Poor Employee Engagement

• Traditional communication methods with no performance tracking

• No centralized digital resource for benefits information

• Employees struggled to understand options and make informed decisions

• Low participation rates across voluntary benefit programs

Missed Value Opportunities

• Underutilized voluntary benefits leaving money on the table

• No strategic approach to cost savings

• Technology gaps creating inefficiencies for both HR and employees

Our Strategic Intervention

Streamlined Operations Consolidated carriers from three to two while expanding coverage options and reducing administrative complexity. "By leveraging the group's own claims data and working closely with carriers to restructure benefit designs, we turned potential roadblocks into opportunities - securing rate stability on short-term disability while finding significant savings on long-term disability that offset costs for the client," Jacob, Associate Marketing Consultant, said.

Digital-First Communication Strategy Designed and launched an integrated microsite supported by strategic multi-channel engagement campaigns. "We established the microsite as the primary education resource and directed all other communication channels to it," Erica, Sr. Communications Consultant, said. “This allowed all employees to receive the same consistent message regardless of which channels they engaged with."

End-to-End Benefits Technology: Integrated multiple systems and automated workflows to reduce HR administrative burden while providing employees with intuitive self-service tools.  "The critical challenge involved ensuring the benefits administration system was correctly configured and ready for Open Enrollment. Since several benefits were being offered through their ADP platform for the first time, all plans needed to be properly established, and the Open Enrollment process designed to facilitate employee self-service enrollment." Sydney, Benefits Tech Analyst, said. 

The "After": Transformative Results

This collaborative spirit amongst all teams created momentum that carried through the entire project, enabling us to deliver exceptional results. With the help of strategic communications initiatives, we were able to meet the employees where they were at.

Record-Breaking Participation

• 92% open enrollment completion rate - far exceeding industry benchmarks

• $8,250 in annual technology credits paid to the employer to help offset costs

• 56% of employees enrolled in at least 1 voluntary line

• Generated $100,000 in savings through consolidation of non-medical benefits

Enhanced Employee Value & Digital Success

• 35% employee participation in voluntary life insurance with 20% premium savings

• Seamless enrollment experience through integrated ADP Benefits module

• 3.17x average engagement rate across all communication channels

Key Gamechanger

The custom benefits microsite we developed became the enrollment powerhouse, leading to 80% click-to-enroll conversion rate from this site alone.

Success Factors

Strategic Consolidation: Reducing carriers while expanding coverage created both cost savings and simplified employee experience.

Employee-Centric Design: Every communication channel and touchpoint were designed around actual employee needs and preferences.

Data-Driven Optimization: Real-time engagement tracking allowed us to adjust messaging and channels for maximum impact.

Integrated Technology: Seamless platform integration eliminated friction points that typically derail enrollment completion. Sydney emphasizes the importance of collaboration: "To ensure this was a successful project, the tech and non-medical marketing team worked closely to align our strategies and timelines."

True Team Collaboration: The success wasn't just about individual expertise - it was about seamless teamwork. As Jacob noted: "Everyone got to be a superhero here! Carriers were willing to play ball; the group was on top of making decisions and bought in with us and gave us their trust. Tech and communications really helped get everything over the finish line."

What This Means for Your Organization

This client's journey from benefits disarray to strategic success demonstrates what's possible with the right approach. The combination of smart consolidation, digital-first communication, and employee-focused design created a framework that works.

Whether you're struggling with low enrollment rates, complex administration, or employee confusion around benefits, this case study proves that transformation is not only possible, but also achievable with strategic planning and expert execution.

Our Team Collaboration:

• Saved the client and employees money

• Increased employee education and engagement with the benefits enrollment process

• Technology helped streamline processes and create efficiency