How HR & Admin Teams Set the Tone for OE Success

May 7, 2025

Open Enrollment (OE) isn’t just a season—it’s a massive project. And like any project, success depends on the foundation. That foundation? It’s your HR and administrative teams.

Think of OE like constructing a house. If the blueprint is unclear or the foundation is shaky, the whole thing wobbles. HR and admin teams are the architects, engineers, and site managers rolled into one. When equipped, aligned, and supported, they transform OE from a scramble into a strategic success.

In this post, we’ll explore how building up your internal team early creates less chaos, more confidence, and a smoother experience—for you and your employees.

Why Mid-Year Matters

May is the calm before the OE storm. The deadlines aren’t yet looming, but they’re on the horizon. That makes this month ideal for shoring up team roles, tech systems, and workflows—before things get hectic.

If January is for setting resolutions and October is for action, May is for groundwork. Solidify your people, processes, and platforms now to avoid the fire drills later.

1. Define Roles Like a Championship Team

You wouldn’t send a football team onto the field without clear positions. The same goes for OE. A successful season starts with role clarity.

Who should be on your OE team?

HR/Benefits Lead – Owns the project plan and calendar.
Internal Communications – Crafts messaging and coordinates delivery across channels.
Payroll/Admin – Ensures systems are synced and data is accurate.
IT or Tech Support – Troubleshoots platform issues and supports integration.
Brokers/Advisors – Provide guidance on plan design and regulatory updates.
Vendor Partners – Bring tools (like Selerix!) to help simplify communication and enrollment.

Take time to outline everyone’s responsibilities. Who’s sending reminders? Who’s tracking enrollments? Who’s fielding employee questions? Create a shared source of truth—like a digital project tracker—to keep everyone aligned.

Pro Tip: Kick off with a team meeting to clarify expectations, walk through the OE calendar, and gather feedback from last year. This isn’t just logistics—it’s leadership.

2. Strengthen Internal Communication (Before You Communicate to Employees)

It’s tempting to start drafting OE messages for employees now—but don’t skip the internal step.

Internal communication builds consistency. Everyone on your team needs to speak the same language when it comes to benefits. That means:

Understanding changes to plans or carriers
Knowing when and how communications will roll out
Preparing FAQs in advance for common employee questions

When HR and admin teams are unified and informed, employees trust the message. But when answers vary from person to person? Confusion reigns.

Think of this like a dress rehearsal. Get your internal lines polished now, so you’re ready to go live later. Ensure the team is all singing from the same songbook and aligned on messaging and processes.

3. Make Technology Your Co-Pilot

We’ve said it before, and we’ll say it again: good tech makes great Open Enrollment possible. The right systems save time, reduce errors, and elevate the employee experience.

This month, check:

Is your benefits administration platform (like Selerix BenSelect) ready for updates?
Are your enrollment workflows mapped and synced with payroll?
Do your team members know how to use communication tools (like Selerix Engage)?
Are reporting dashboards set up for tracking metrics like participation and completion?

The best OE platforms act like your second brain. They automate reminders, personalize content, and give you insights without chasing spreadsheets.

Remember: Technology isn’t just a tool. It’s your teammate.

4. Train Early, Not Just During OE

A common pitfall? Waiting to train HR or admin teams until OE week one. At that point, it’s too late.

Training now means fewer surprises later. Offer sessions on:

New system features or vendor updates
How to support employees with benefits decisions
Handling sensitive issues like dependent verification or late enrollments

This is especially important if you’ve had team turnover or added new systems. Consider creating quick-reference guides or short explainer videos—bite-sized, just-in-time support your team can access during crunch time.

Even veterans need a refresher. The complexity of benefits means there’s always something new to learn.

5. Audit What’s Working—and What Isn’t

Mid-year is perfect for a post-mortem on last year’s OE. Schedule a retrospective and ask:

What communication channels worked?
Where did employees get stuck?
What feedback did you receive?
Were there any compliance risks or close calls?

Use this time to update your OE checklist, timelines, and documentation. Capture lessons learned while they’re still fresh. Your future self (and your team) will thank you.

Treat this like editing a recipe. Keep the ingredients that worked, tweak the ones that didn’t, and leave yourself clear notes for next time.

Bonus: Don’t Go It Alone

Let’s be real—OE is a team sport, but even teams need support.

If your internal team is stretched thin, that’s a sign to bring in reinforcements. Whether it’s leaning more heavily on your broker, looping in a benefits consultant, or partnering with a tech provider like Selerix, having a trusted expert on your side can lighten the lift.

We’ve helped hundreds of HR and admin teams prepare for OE by breaking the process into manageable steps, offering tools to simplify communication and enrollment, and providing support when it matters most.

Strong foundations don’t just happen—they’re built. With the right partners, you’ll spend less time reacting and more time leading.

Grab our Open Enrollment guide for a detailed outline of a successful year-long open enrollment plan that saves you from scrambling and provides resources and tools to make this the best OE season yet.

The Bottom Line

Open Enrollment may still be months away, but May is your moment to get your internal foundation rock-solid. That means clarifying roles, aligning communications, checking your tech, training your team, and refining your process.

The work you do now pays dividends later—less confusion, fewer mistakes, and more confident employees.

So grab your hard hat and let’s get building. Because when HR and admin teams are ready, everything else falls into place.

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