How Can You Effectively Communicate Complex Benefits Information?
We asked CEOs and Founders for their most effective methods for communicating complex benefits information to a diverse workforce, and they delivered eleven valuable insights. From using targeted FAQs to creating short tutorial videos, discover how these leaders are ensuring clarity and accessibility in their benefits communication.
- Use Targeted FAQs
- Provide Information in Multiple Formats
- Appoint HR Ambassadors
- Use Visual Storytelling and Interactive Sessions
- Hold Interactive Benefits Fairs
- Create a Choose-Your-Own-Adventure Guide
- Use Personalized Benefits Videos
- Simplify and Diversify Communication
- Create Short Tutorial Videos
- Hold Interactive Seminars
- Use Digital Guides and Workshops
Use Targeted FAQs
Breaking down benefits information into simple, targeted FAQs tailored to different employee groups works well. By segmenting the workforce—whether by job function, age group, or other relevant factors—we created specific FAQs that address the most relevant concerns for each group. This targeted approach makes the information more digestible and relevant. We distribute these FAQs via email, our intranet, and during meetings, ensuring that each employee gets the most helpful information, which has made a big difference in comprehension and engagement.
Provide Information in Multiple Formats
We use different mechanisms to communicate benefit information. The information lives in an employee handbook, so visual learners who want to be able to read through and reference it have ongoing access to review and digest independently.
Additionally, we recap the most critical and complex benefits in their pre-employment conversations prior to the first day of employment, and on the first day of onboarding, so auditory learners hear the information broken down on multiple occasions verbally.
Lastly, during the first week of employment, we follow up with an e-mail with benefit action items and additional links to resources for an employee to make selections and complete any needed individual selections.
Appoint HR Ambassadors
One approach that has been especially helpful to us is appointing HR ambassadors in different departments and at different locations. We're a nationwide business, but most of our core administrative team, including most HR staff, work remotely. This means that we don't always have an HR specialist on the ground in every market to directly answer employee questions. By tapping veteran employees for this work (and compensating them for it), we can provide workers with the feedback they need in an authentic, accessible form.
Use Visual Storytelling and Interactive Sessions
As the founder of a recruiting platform, I've found that breaking down complex benefits information into easily digestible formats is key to effective communication, especially with a diverse workforce. One method that has proven particularly effective is using visual storytelling combined with interactive sessions.
For instance, we created a series of infographics that simplify the benefits landscape—showing everything from health plans to retirement options in a visually appealing way. These infographics were then shared through our internal channels and displayed in common areas.
I also initiated interactive workshops where employees could engage with the material directly. We used role-playing scenarios to demonstrate how different benefits apply in real-life situations, allowing employees to ask questions in a relaxed environment.
This approach not only demystified the benefits but also fostered a sense of community and inclusion among employees, empowering them to make informed decisions about their benefits. By blending visuals with interactivity, we created an engaging learning experience that resonates with everyone, no matter their background.
Hold Interactive Benefits Fairs
Fuel Logic has changed how it talks about benefits by holding "Fuel Your Future" fairs where employees can connect with benefits booths and do fun activities. Modules set up like games make learning about things like fuel discounts and health programs fun. Personalized accounts show off each worker's unique benefits package, which makes them feel valued.
Peer mentoring pairs experienced employees with new hires, making the workplace more helpful. Telling employees' stories about how programs like incentives for fuel-efficient vehicles or emergency roadside support have helped them makes them even more valuable. These new approaches ensure that Fuel Logic's employees are well-informed and have the power to make decisions that are best for their health and finances.
Create a Choose-Your-Own-Adventure Guide
One method that has worked wonders for me is creating a "choose-your-own-adventure" benefits guide.
Basically, it's an interactive PDF or a microsite where employees start by selecting their life situation—like single, married, kids, no kids, near retirement, etc.—and then it tailors the information to what's most relevant to them.
It's like filtering out the noise, so they don't have to wade through tons of info that doesn't apply.
Plus, it adds a bit of personalization, which keeps them more engaged and makes the whole thing less overwhelming.
It's surprising how much clearer everything gets when you make it feel like the info is just for them.
Use Personalized Benefits Videos
A challenge we often encounter on our global workforce management platform is effectively communicating complex benefits information to a workforce that spans different regions, languages, and backgrounds. One of the most effective techniques we have used is personalized benefits videos. Tailored for each employee, these videos clearly and concisely explain an individual's benefits package.
By adding visuals, then narration in local languages, and breaking down complex terms, we make sure employees—regardless of where they may be and whatever their background—understand their benefits. This approach maximizes engagement, ensuring nobody is confused or overwhelmed by a 40-page document.
I've witnessed that personalization of videos completely changes the way average citizens interact and digest all the information about benefits in a message far more effectively, turning it into higher utilization and greater satisfaction. Personalized videos break through the noise by turning complex benefits and clear, actionable insight into something the employee can actually use.
Simplify and Diversify Communication
Step one is to translate the information into the simplest possible terms and remove all jargon. Very often, the way that benefits are described makes them come across as more complicated than they actually are. When employees see words they don't understand, or have difficulty even reading the legalese in the benefits description, their brains are likely to switch off. Some benefits are still complex, even when expressed in simple terms, but you'll make them more accessible to a wider segment of the population if they're at least described in language everyone can understand.
My second tip is to provide the information in multiple forms. Different people have different learning styles and will best absorb and understand information in different ways. Providing the information in multiple formats makes it more accessible to a wider portion of your workforce. For example, you can provide the information as a text document, as well as recording a quick video where a member of the HR team talks through the benefits, and making HR staff available for one-on-one meetings to further explain the benefits to anyone who wants more clarification. Visual aids can sometimes be helpful for certain types of benefits, as well, especially ones like health insurance or retirement-fund contributions that involve somewhat complex math or figures.
Create Short Tutorial Videos
Creating short, focused tutorial videos was a strategy I found particularly useful for presenting complex benefit information. I noticed that many employees were struggling to understand the complexities of our benefits package through lengthy documents and emails, so I decided to attempt a more visual and engaging approach.
We created a series of brief videos, each focusing on a different part of the benefits package, such as health-insurance alternatives or retirement plans. These films provide concise explanations and pictures to help highlight essential concepts, making the content more digestible. Employees could watch them at their leisure and revisit them as needed.
This structure accommodates various learning styles and can make complex concepts more manageable. Furthermore, it enables employees to interact with the subject on their own terms, which can lead to improved comprehension and retention.
Hold Interactive Seminars
Interactive seminars have been one of the most effective ways I've found to deliver complex benefits information to diverse workforces. I remember planning a session where employees could speak directly with HR personnel and benefit suppliers. This hands-on approach enabled us to break down difficult intricacies into more manageable chunks.
During one class, an employee voiced bewilderment regarding our healthcare options. Using real-life examples and visual aids, we were able to explain how various plans operated and which would be appropriate for particular personal situations. This participatory structure promoted questions and discussions, making the information more relevant and understandable.
For anyone trying to improve benefits communication, I recommend setting up face-to-face interactions so employees can ask questions in real time.
Use Digital Guides and Workshops
At Euristiq, we make use of digital guides. These are all different based on the role, employment status, and location. For instance, the benefits of our remote team members slightly differ from those of our office employees. This approach is convenient for our workers since they have all the information they need in one place.
Once in a while, we also hold workshops where we go over the benefits information in each employee category. Of course, employees are encouraged to ask questions and raise concerns during those meetings. These workshops help us deal with any misunderstandings and foster knowledge and communication.
