Avoid a Chaotic Open Enrollment

If you're an employer in Richmond (or anywhere, really) and your benefits renewal is coming up in the next few months, now is the time to make sure you’ve got one thing in place:

A game plan.

Not a “we’ll figure it out when the renewal comes in” plan. Not a “call the broker when employees start asking questions” plan. Not a “our broker will reach out to us with the renewal” plan.

We’re talking about a real timeline. A proactive process. A step-by-step plan that helps you control costs, reduce confusion, and make benefits season feel a little less... chaotic.

And unfortunately, way too many companies in Richmond are missing it.

The Problem: Reactive Benefits = Expensive Mistakes

Every year, we talk to companies right here in Richmond who are frustrated with their benefit experience. And it’s usually not because their broker is difficult or unresponsive. It’s because there’s no clear process.

No timeline. No consulting. No game plan.

Here’s what happens when your benefit firm doesn’t provide structure:

• Cost containment is ignored. No early modeling, no contribution planning, no funding strategy. You’re stuck reacting to the renewal and usually overpaying for it.

• Employee education falls flat. If you’re scrambling to finalize plans three days before open enrollment, your team isn’t getting the education or tools they need to make smart benefit choices.

• Compliance gets risky. Missing required notices, falling behind on ACA reporting, or not catching eligibility issues early can create problems you don’t want.

• Stress goes up. For HR teams, owners, and employees alike. Open enrollment becomes a fire drill instead of a smooth, informative season.

And it’s all avoidable.

The Solution: A Timeline and a Plan

If you’re an employer renewing your group health benefits this fall/winter, you don’t need a miracle. You just need a clear process. Here’s what that looks like for our clients in Richmond and across Virginia:

✅ Step 1: Pre-Renewal Strategy Meeting (100-120 days before renewal)

We align on goals, review what’s working (and what’s not), and map out priorities. This is the time to talk about sustainable cost containment strategies, contribution ideas, compliance updates, and employee feedback.

✅ Step 2: Renewal Review & Cost Modeling

Once the renewal comes in, we get to work modeling different scenarios, comparing various options like fully insured, level-funding, captives, consortiums, ICHRAs, etc., and showing you the full picture in plain English.

✅ Step 3: Finalize Plans & Prep Open Enrollment Materials

No last-minute scrambling. We finalize decisions with time to build clean employee materials, update your enrollment tech, and schedule rollout meetings.

✅ Step 4: Deliver a Clean Open Enrollment Experience

Whether it’s 1-on-1 employee support or a virtual kickoff, your employees feel confident and informed. You look like a rockstar. And everything runs smooth.

Bottom Line: Don’t Wing It This Year

If your current benefit “broker” hasn’t already talked to you about your renewal strategy or mapped out a game plan for open enrollment, you may have a problem. And it’s not just a process problem - it’s a cost, compliance, and employee experience problem too.

Make this the year you take control.

Whether you’re working with a “broker” or considering a change, make sure there’s a clear process in place and a proactive strategy that sets your company (and your people) up for success.

And if you’re tired of boring benefits, cookie-cutter service, or firms that ghost you until the last minute?

You know who to call.