Managing Benefits for a Mobile Workforce: Engaging with Employees on the Go 

Edward Sanchez

October 10, 2024

Managing benefits communication is a challenge for any organization, but when your workforce consists of employees who are constantly on the move—such as truck drivers, technicians, construction workers, nurses, teachers, or any other field-based worker—the challenge becomes even greater.  

These employees are on the go — they rarely have the opportunity to sit at a desk, check emails, or attend in-person meetings. That makes it difficult for HR teams to keep them informed about their benefits options and open enrollment periods. Using traditional communication methods can leave these workers feeling unseen and excluded, compared to their in-office peers. 

That’s a big problem that impacts employee experience as much as compensation and benefits. 

In reality, mobile workers aren’t going anywhere. According to OMDIA, this segment of workers makes up 33% of the workforce and is only growing — across industries as diverse as transportation construction, utilities, energy, healthcare, and education. That means HR teams need to change how they think about communication and develop robust strategies that engage mobile employees as well as those behind desks or on factory floors. Especially during critical times like open enrollment, ensuring accurate, timely two-way communication can make all the difference in ensuring employees select the right benefits.  

Let’s explore some best practices for engaging and managing benefits for a mobile workforce, with a particular focus on leveraging digital platforms, automation, and integrated systems to meet employees where they are. 

Understanding Your Mobile Workforce 

Employees who spend most of their time in the field face unique challenges when it comes to staying connected with their HR departments. Unlike desk-based employees, they might lack easy access to email, company portals, or HR representatives. They may not even have an email on record — which can make benefits communication difficult and sometimes overwhelming. They are more likely to have mobile phones or tablets to keep up with what’s happening at the office. 

Mobile workers have unpredictable schedules and sometimes limited connectivity — think of a geological team out at a field site, or a paramedic on a rural route — and are often working in high-pressure environments where checking HR updates is nowhere near their top priority. That’s why flexible, frictionless mobile-friendly technology solutions are non-negotiable. 
 
In reaching these workers, HR practitioners often struggle with: 
 

  • Limited access to benefits education and information. 
  • Lack of understanding of benefit options and eligibility. 
  • No time to attend traditional benefits education sessions. 
  • Difficulty remembering and completing enrollment on time. 
  • Compliance issues with documentation requirements. 
  • Inconsistent access to traditional communications channels. 
  • Low engagement with messages or low open rates on emails. 
  • Confusion around payroll deductions and updates. 
  • Difficulty reaching HR for support. 
  • Trouble accessing benefits while on the road. 

For HR teams, this means it’s hard not only to deliver benefits information but also to ensure that employees understand their options and can easily access them. Clear, consistent communication—tailored to the needs of these mobile workers—is essential to creating a seamless benefits experience. 

The Importance of Digital Enrollment Platforms 

Digital enrollment platforms—like Selerix BenSelect— are a lifeline for mobile workers who need flexibility and convenience. With these tools, employees can review, select, and enroll in benefits from their smartphones, tablets, or laptops, whether they’re at a truck stop, a construction site, or between shifts at a hospital. 

  • Flexibility and Accessibility 
    Digital platforms give employees the freedom to explore their benefits options, watch videos, and get updates on their own schedule. This is especially helpful for those with non-standard hours or unpredictable shifts. 
     
  • User-Friendly Experience 
    The platform needs to be easy to use. If employees can quickly log in, find what they need, and complete enrollment without hassle, they’re more likely to engage and take advantage of their benefits. 
     

Making Everything Work Together: Integration with Payroll and Other Systems 

Having all systems connected and talking to each other—benefits, payroll, and HR communications platforms—makes life easier for everyone. When everything is in sync, changes are reflected immediately, ensuring accuracy and minimizing confusion. 

  • Seamless Updates 
    When a field technician updates their health plan during open enrollment, the changes should automatically reflect in payroll, without them having to come to the office to sort it out or scan a lot of paperwork. This reduces errors and surprises on their paycheck, providing a better experience. 
     
  • Real-Time Adjustments 
    If a security guard moves from part-time to full-time, integrated systems will ensure they get the right benefits information without delay. This keeps everyone on the same page and makes the process smoother. 
     
  • Centralized Data 
    With all data in one place, it’s easy to track benefits status and eligibility. For mobile workers, especially those who work seasonally or belong to unions, this means fewer hiccups and a more consistent experience.  
     

Connecting with Employees Wherever They Are: Multichannel Communication Strategies 

To reach mobile employees effectively, you have to use a variety of communication channels like texts, emails, and more traditional options. This ensures that everyone receives important updates, no matter where they are. 

  • Right Tools for the Right Folks 
    Some employees prefer emails, while others respond better to text messages. Let workers select what channels work best for them. For instance, quick text updates might work for caterers, while short videos could be perfect for teachers. 
     
  • Personalized, Timely Reminders 
    Automated reminders for deadlines and updates can make a big difference. Access to a quick text about benefits options during a break can help ensure employees don’t miss out on crucial perks that will keep them on board. 
     
  • Measure Engagement 
    Track how employees interact with your messages. If emails aren’t being opened, try a different approach like text messages or app notifications. This helps you fine-tune your strategy to reach everyone effectively. 
     

7 Best Practices for Managing Open Enrollment for a Mobile Workforce 

Open enrollment can feel like a whirlwind, but it doesn’t have to be overwhelming. With a little planning and the right tools, you can make the process smooth and stress-free for your mobile employees, no matter where they are. 

  1. Plan Ahead and Communicate Early 
    The key to a successful open enrollment is starting early. Begin communicating about upcoming dates, benefits options, and any changes well before the enrollment period starts. This gives your employees time to review their choices and ask questions. For mobile workers who might be on tight schedules, getting this information in advance helps them plan their time and reduces last-minute stress. 
     
  1. Use Mobile-Friendly Tools 
    Let’s face it—most mobile workers don’t have easy access to a desktop computer. That’s why it’s crucial to use mobile-friendly self-service platforms — like Selerix BenSelect —  that let employees review and enroll in benefits directly from their smartphone or tablet. Whether they’re on a break at a job site or taking a rest in their bus, they should be able to access everything they need with just a few taps. 
     
  1. Offer Virtual Support Options 
    Sometimes, employees have questions they need answered right away. Virtual help desks, chatbots, or even a dedicated helpline can provide quick answers without the need for employees to be physically present. This is especially helpful during open enrollment, when questions about benefits options and deadlines can come up frequently. Virtual support ensures that your employees have the help they need, whenever they need it. 
     
  1. Keeping the Conversation Going Beyond Enrollment 
    Open enrollment might be the busiest time for benefits communication, but it’s important to keep the conversation going throughout the year. Regular updates, surveys, and reminders can help employees stay informed and engaged with their benefits, which ultimately leads to better usage and satisfaction. (Selerix Engage is a fantastic tool for this, by the way!) 
     
  1. Stay Connected Year-Round 
    Make it a habit to send out regular updates about benefits, wellness programs, and any new offerings throughout the year. This keeps employees in the loop and encourages them to take full advantage of their benefits. For mobile employees, consider using a variety of communication channels—like text reminders, short videos, and even newsletters they can read on their phone. 
     
  1. Ask for Feedback & Opinions 
    Your mobile workforce is on the front lines every day, and their feedback can be invaluable. Make it easy for them to share their thoughts on the benefits process and any challenges they faced. Use surveys, quick polls, or even a simple “How are we doing?” text message to gather insights. This feedback not only helps you improve your benefits communication but also shows your employees that their opinions matter. 
     
  1. Use Engagement Data to Refine Your Strategy 
    By tracking how employees interact with your benefits communications—whether it’s opening emails, clicking on links, or responding to texts—you can learn what’s working and what needs improvement. Use this data to fine-tune your approach, ensuring you’re reaching employees in the most effective way possible.  

Managing benefits for a mobile workforce doesn’t have to be complicated. By leveraging digital platforms, automation, and integrated systems, you can create a seamless and engaging experience for employees who are always on the go. Remember to meet your team where they are—whether that’s on the road, at a job site, or between shifts—and use the communication channels that work best for them. 

With thoughtful planning and the right tools, you can keep your mobile employees informed and empowered, helping them make the best choices for themselves and their families. Ready to learn more about how Selerix can help you manage benefits for your mobile workforce? Reach out to us today, and let’s make benefits enrollment a breeze for everyone! 

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