Many companies rely on an intranet to host important content and keep employees engaged. They typically contain HR documents, operations manuals and company policies. Another important use case is providing employee benefits information in an easy to access location. Merely having this content is only a first step. Now, what is the best way to organize benefits and perks on the company intranet?
Put Important Changes First
A lot has changed in HR in the past few years. Many companies have gone fully remote, and only recently began a return to the office. Others were still required to be on location, so they implemented strict safety protocols and distributed PPE across worksites.
These changes are reflected in benefit offerings as well. From FMLA expansion to HSA eligibility updates, workers have more flexibility in how they utilize their benefits.
Due to increased health care costs, many health insurance plans have also become more expensive. If your employee contributions have increased, you should clearly communicate so ahead of time. This will help prevent staff from getting an unexpected financial hardship.
Finally, many employers have increased their packages to retain talent due to the Great Resignation. Both new and current hires can benefit from this, so make sure they are aware of these changes first.
Provide A Single Source of Truth
There are a lot of different ways employee benefits are shared across your organization. A single repository, located in a prominent location on the intranet, should be the primary resource, as well as the most definitive guide. Every other document should refer back to this location in some manner.
While the employee intranet should be a central repository, it doesn’t have to include every bit of content for everyone. This is where personalized content comes in. If you have both a union and nonunion workforce, you shouldn’t share their offerings with each other. The system should be able to differentiate the two and provide the correct information based on their profiles.
HR often reports that only a significantly small number of employees are knowledgeable about the benefits offered by their organizations. At the same time, the majority are vaguely aware but not so keen on what they entail.
Repeated communication is one of the most effective ways to remind the workforce of what is available. Too many organizations send out documents only once a year, during open enrollment. Instead, build a content strategy that leverages all 12 months. The intranet can host all of this, and more.
One other overlooked feature is value. Worse, it can mean different things to the different tiers of your organizations. Leadership might see things only in ROI and costs. On the other hand, employees are more focused on what kind of benefits they receive. Finally, HR must reconcile the two differing opinions, while also making sure they craft the best plans available.
A great metric to keep all parties satisfied is the value of investment. Instead of focusing on purely financial terms, HR can instead determine the benefits that these offerings have on the employee experience.
Once this value has been determined, the intranet can be a great place to disseminate content. It can also host historical data, so that staff and management can both see trends and improvements.
Traditional Methods Can Still Succeed
While some companies have fully embraced a digital portal, others are still reliant on more traditional methods. They will mail physical packets to homes, leave stacks on break rooms and even handle in person open enrollment.
Combining the intranet with these methods is still possible. Place a PDF version of the mailed pamphlets in case it gets lost upon delivery or thrown away. Send reminders to a benefits fair as push notifications. Or, include video recordings of webinars and information sessions for those that either missed it or want to rewatch.
If your human resources department or employees are still reliant on physical documents or in person meetings, the intranet doesn’t have to replace them. It can be used to enhance the employee experience.
Automation and scheduling are important cornerstones to a modern employee communication strategy. Employee benefit information can also utilize these features. Schedule your messages in advance, and allow it to be distributed at the most optimal times.
We previously mentioned mailers and flyers. Digital formats can appear around the same time it should have been delivered. They can even include QR codes that people can scan and then be taken to the intranet.
A lot has changed in the past few years. It’s important for businesses to rethink and adopt new technologies such as the intranet that make their employees' work experience easier. Getting a one stop shop for all employee solutions will optimize the potential of your workforce, springboard your business and help you stay ahead of the competition.