Whenever changes occur to the rates and/or structure of employee benefits programs, employers are given the difficult task of making sure everyone is on the same page. No matter if the changes are big or small, experts suggest being straightforward in communicating the news, keeping your messages focused and simple.

Introduce these changes at a mandatory meeting, or meetings, for all employees to attend. Provide the employees with all of the necessary information accurately and completely, leaving time for a questions and answers session at the end. In addition, as the employees leave the meeting, provide them with a handout that outlines and reiterates the information discussed during the meeting.

Inviting experts to the meeting, like your 401(k) provider rep or your company's health insurance broker, will give your employees the opportunity to speak with individuals who know the most about how these changes will affect their benefits. Also, this will prevent you from having to answer some of the more difficult questions.

To ensure the lines of communication remain open throughout this process, appoint a contact person who will be in charge of handling questions and concerns after the informational sessions conclude. A representative from the company's insurance provider is generally the person best suited for this job. Selecting an outside person to respond to employee questions will make workers feel more comfortable discussing their personal and health issues, as opposed to meeting with a fellow employee. Directing questions to an outside source will also adhere to HIPAA privacy regulations and keep you from receiving Protected Health Information, or PHI, and other private information from your employees.

When meeting with employees, do your best to keep the atmosphere friendly and non-confrontational while you pass on the information. Set a casual tone and make those in attendance feel comfortable enough to ask questions and seek clarifications. In the event of rising costs or benefit cutbacks, be open and honest about what has prompted these changes. By showing that you care, your dedication to providing the best benefits possible will be evident.

Along with offering handouts to explain the changes in the benefits program, be sure to have pamphlets, worksheets, and other booklets to help further explain all of the ins and outs of the employee benefits program. Have at least one handout, worksheet, etc. for each employee at the meeting. Having to share paperwork will only add to employee anxiety and confusion during this time of change.

Remember the "golden rule" when speaking with your employees. Treat them with the same honesty, openness, and dedication you would want to receive in such a meeting. Let them know that you will take the time to ensure every employee understands the upcoming changes. Despite your positive attitude and preparations, expect some employees to become frustrated and upset over the news. Keeping a level head and presenting a straightforward message is the best way to maintain control of the situation.

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GBAC has been providing superior insurance products and services to businesses and families for over 35 years. Our dedicated team of benefit experts specialize in every type of insurance coverage. With unparalleled customer service, our mission is to provide the very best value to our clients. Let GBAC take some or all of the responsibility of managing your healthcare program and allow you more time to focus on your business. For more information, please call 203.239.3843.