Different audiences require different communication styles and media. In this assignment, you will communicate the same information to different audiences in different formats.
You have been coordinating with the benefits team to modify the current employee benefits package to support your long-term employee engagement and retention strategy.
After a lot of research and communication with different providers, the benefits team has sent you the following memo regarding the change. As part of the team spearheading the benefits change process, you are tasked with communicating details of the new package to the affected audiences.
Memo
From: Benefits Department
To: Director, Strategic Planning
RE: Change in Benefits
Overview: The company has had the same benefits provider for ten years and we have reached the end of the contract. As premiums and the cost to the company have increased every year, benefits have remained the same and even decreased in some areas. Additionally, employees have been sharing concerns regarding the cost, co-pays, coverage, and options of the current provider. Therefore, in order to conduct due diligence, the benefits team began reviewing other providers last year. Based on the feedback of employees and needs of the company, the following criteria were considered in the search:
Price of premiums
Lower deductibles
Improved dental plan option
Improved eye care plan option
Inclusion of health care savings or spending accounts
Enhanced long-and short-term disability coverage
Wellness programs
Reduced premiums for nonsmokers
After reviewing the different plans offered and extensive consultation with other stakeholders, the benefits team has selected a new program. Compared to the current program, employees will experience the following enhancements in the new program:
Plans with multiple deductible options
Health care savings account
A wellness program that offers access to a weight loss application, incentives for wellness visits and activity logs, and reimbursement for gym memberships and smoking cessation programs
Improved dental plan
Although these were part of the search criteria, the new program does not include:
Lower premiums
Improved eye care plan options
Reduced premiums for nonsmokers
Enhanced long-and short-term disability coverage
Benefits to the company include:
Reduced premiums for the employees engaging in wellness programs
Additional reduction in rates for in-network usage
The option of a “gold plan” for executives that is significantly more cost-effective than the previous plan
The new benefits plan will go into effect on January 1 of the new fiscal year and will be rolled out during the open-enrollment period of the current year.
Please contact the benefits department if you have any questions.
Prompt
Using the information in the memo above, create the following pieces of communication. Remember to tailor the information to be appropriate for the target audience.
An email to all affected employees
Describe what is changing and why.
Explain the benefits of the change and how it will affect employees.
A brief, three- to four-slide audio presentation to the human resources team. If audio is not available, include detailed speaker notes instead.
Describe what is changing and why.
Explain the benefits of the change and how it will affect these teams.
Full Answer Section
How This Change Benefits You:
We're pleased to share that our new benefits program will offer several significant enhancements designed to better support your health and financial well-being:
- More Flexibility with Deductibles: You will have access to plans with multiple deductible options, allowing you to choose a level that better aligns with your individual needs and financial situation.
- Introducing a Health Care Savings Account (HSA): The new program includes the option of a Health Care Savings Account (HSA). This provides a tax-advantaged way to save and pay for eligible healthcare expenses. More details on how HSAs work and their benefits will be shared during the open enrollment period.
- Robust Wellness Program: We're introducing a comprehensive wellness program designed to support your healthy lifestyle. This program will offer:
- Access to a weight loss application.
- Incentives for participating in wellness visits and tracking your activity.
- Reimbursement for gym memberships and smoking cessation programs.
- Improved Dental Plan: You will see enhanced coverage and options within the new dental plan, providing better support for your oral health needs.
Important Considerations:
While the new program brings significant improvements in several key areas, it's important to note that it will not include:
- Lower overall premiums compared to the current plan.
- Improved eye care plan options at this time.
- Reduced premiums for non-smokers.
- Enhanced long- and short-term disability coverage.
We understand that some of these items were part of our initial search criteria. However, based on the overall value and enhancements offered in the new program, particularly the increased flexibility and focus on wellness, we believe this new package will be a significant improvement for the majority of our employees.
Next Steps:
You will receive detailed information about the new benefits plan, including specific plan options and enrollment instructions, during the upcoming open enrollment period. We encourage you to carefully review these materials and attend any informational sessions we will be hosting to answer your questions.
We are confident that these changes will provide you with more flexible and valuable benefits options. We appreciate your understanding as we transition to this new program. If you have any immediate questions, please do not hesitate to contact the Benefits Department.
Sincerely,
[Your Name/Your Title]
2. Brief Audio Presentation (or Speaker Notes) to the Human Resources Team
Title Slide: New Employee Benefits Package: Preparing for Rollout
(Audio/Notes: "Good morning/afternoon HR team. Thank you for taking the time. This brief presentation will outline the upcoming changes to our employee benefits package and how it will impact your work during the open enrollment period and beyond.")
Slide 2: Understanding the Change: Why Now?
(Audio/Notes: "As you know, our benefits plan has been with the same provider for a decade. Over the years, we've experienced rising premiums and costs without corresponding improvements in coverage. Furthermore, we've received consistent feedback from employees expressing concerns about the affordability, co-pays, and limited choices within the current plan. To address these issues proactively and ensure we're offering a competitive and valuable benefits package that supports employee engagement, the benefits team conducted an extensive review of alternative providers. Our goal was to find a plan that better aligns with employee needs and the company's long-term strategy.")
Slide 3: Key Enhancements and Their Impact on Employees
(Audio/Notes: "The new benefits program, set to launch on January 1st, brings several key enhancements for our employees. Firstly, it introduces plans with multiple deductible options, offering greater flexibility in choosing a cost-sharing level that suits individual financial situations. Secondly, the inclusion of a Health Care Savings Account (HSA) provides a valuable tax-advantaged savings tool for healthcare expenses. Thirdly, the new wellness program is a significant addition, offering resources like a weight loss app, incentives for healthy behaviors, and reimbursements for gym memberships and smoking cessation. Finally, the improved dental plan will offer better coverage and options for our employees' oral health needs. These improvements are designed to directly address employee concerns about flexibility, financial well-being, and access to wellness resources, ultimately contributing to higher employee satisfaction and retention.")
Slide 4: Implications for the HR Team
(Audio/Notes: "The rollout of this new benefits package will have several implications for the HR team. You will be the primary point of contact for employee questions regarding the new plans, enrollment process, and the wellness program. You will need to be thoroughly familiar with the different plan options, the HSA, and the details of the wellness incentives and reimbursements. We will be providing you with comprehensive training materials and FAQs to equip you with the necessary information. You will also play a crucial role in communicating the changes effectively during the open enrollment period through informational sessions, webinars, and individual support. Your understanding and clear communication will be vital in ensuring a smooth transition and positive reception of the new benefits by our employees. We will rely on your team to address any concerns and provide ongoing support as employees adapt to the new program.")
These communication pieces are tailored to their respective audiences, providing the necessary context and level of detail relevant to their needs and roles. Remember to replace bracketed information with specific details.
Sample Answer
1. Email to All Affected Employees
Subject: Exciting Updates to Your Employee Benefits Package!
Dear Valued Employee,
We're excited to announce some positive changes coming to your employee benefits package, effective January 1st of the new fiscal year! These changes are a direct result of our ongoing commitment to your well-being and our long-term strategy to enhance employee engagement and retention.
What's Changing and Why?
For the past ten years, our company has partnered with the same benefits provider. Over this time, we've seen consistent increases in premiums and costs to the company, while the benefits themselves have largely remained static or even decreased in some areas. We've also heard your feedback regarding the cost, co-pays, coverage, and limited options of our current plan.
In response to these trends and your valuable input, the benefits team undertook a thorough review of alternative providers over the past year. Our goal was to identify a program that better meets the needs of our diverse workforce while ensuring the long-term sustainability of our benefits offering. Key criteria in our search included price, deductibles, dental and vision options, disability coverage, and wellness programs.