7 Methods for Effective Employee Benefits Communication

Ever heard something like this from a coworker?

“Wait, we have mental health resources? I had no idea.”

“I didn’t even know open enrollment started!”

“I’ve been paying for benefits I don’t even use.”

These comments are more common than you think—and they highlight a major issue: poor benefits communication. When employees don’t know what’s available to them, they miss out on valuable resources that could make their lives easier, healthier, and less stressful.

It’s not because your employee benefits aren’t great. It could just be that the message isn’t getting through clearly. And that’s a missed opportunity—for your employees and your company. Done right, strong employee benefits communication boosts satisfaction, reduces stress, and helps employees feel valued and supported. These seven methods of employee benefits communication can make your benefits clearer and more impactful for your coworkers.

What is Employee Benefits Communication?

Employee benefits communication is the method a company uses to help their employees understand the perks and resources available to them. It involves delivering clear, consistent, and accessible information about offerings such as health insurance, retirement plans, paid time off, wellness programs, and other incentives to ensure employees understand the value and purpose of these benefits. 

Benefits like health insurance, parental leave, retirement plans, and wellness programs are powerful tools for supporting employees. But without clear communication, they can feel confusing, underwhelming, or even invisible. Good employee benefits communication bridges that gap by sharing relevant information on the most effective channels for the employee base.

Why Employee Benefits Communication is Important

When employees understand what’s available and how to use it, they feel more supported, valued, and engaged.

Think of it as the difference between: “Oh, I didn’t even know we had that benefit.” and “This company really has my back.”

When communication falls short, even the best perks can get overlooked. This is why getting this right matters:

Improved Benefits Utilization

If employees don’t know about a benefit—or aren’t sure how to use it—they’re unlikely to take advantage of it. Good communication makes their benefits more accessible and valuable. This could be an email series highlighting employee health insurance options can drive enrollment, or quick, two-minute video might help employees understand how to use a wellness app. When employees see how these tools fit into their lives, the benefits become more meaningful.

Employee Satisfaction & Retention

When employees feel supported by their benefits, they’re more likely to feel valued at work. Clear communication shows that your company is investing in their wellbeing, which builds trust and loyalty. This translates to higher job satisfaction, lower turnover rates, and a stronger sense of connection to the organization. In fact, 98% of HR leaders say their wellbeing program reduces turnover—but employees won’t likely develop that loyalty if they aren’t aware of those perks!

Increased Productivity

When employees are unclear about their benefits, stress and uncertainty can creep in—especially around financial or health-related topics. Benefits that support employees’ needs—like mental wellness resources or paid time off—help reduce stress so they can stay focused and productive at work.

Compliance and Risk Reduction

Benefits communication also helps keep your company compliant with legal requirements. Whether it’s updates to the Affordable Care Act (ACA) or state-specific regulations, sharing the right information at the right time protects both your employees and your organization.

Choosing Effective Communication Channels 

How you share benefits information is just as important as the message itself. Different employees absorb information in different ways, so using a mix of communication channels is key. Here are seven methods to get your message across, along with examples of how they work in practice:

1. Email

Email is a go-to channel for benefits updates, enrollment reminders, or quick announcements. It’s easy to send, track, and revisit later. For example:“Open enrollment starts next Monday! Check out our guide to compare plans and choose what works best for you. To keep emails effective, keep messages short, visually engaging, and include clear next steps.

2. Intranet

An intranet acts as a central hub where employees can access benefits information anytime they need it. It’s perfect for FAQs, guides, and resource links, or a dedicated “Benefits Corner” with quick links to health plans, mental health resources, and retirement tools. Keep the content fresh and easy to navigate so employees know it’s a reliable resource.

3. Print Materials

Sometimes, a good old-fashioned printout works wonders—especially for employees who prefer physical materials or don’t sit at a desk all day. Posters, flyers, or handouts can highlight benefits in an eye-catching way. Posters in the breakroom with reminders like "Take care of yourself! Our Employee Assistance Program offers free mental health support" can also help.

4. Benefit Fairs

Benefit fairs are interactive and personal—they give employees a chance to learn about their options face-to-face. Bring in benefit providers, offer Q&A sessions, and hand out educational materials. Consider hair a fair where employees can chat directly with representatives about healthcare plans or 401(k) options.This is a great option for larger teams or companies with diverse benefits offerings. Some companies even offer this virtually for remote teams.

5. Videos

Videos simplify complex information and are a great way to grab attention. They’re ideal for explaining new benefits, changes, or walking employees through enrollment steps. This might look like a quick video that says, “Here’s how to enroll in your health plan in three easy steps,” with screen recordings or animations to guide employees visually. To increase the liklihood dthe videos are watched start to finish, keep videos short, clear, and easy to access—think 2-3 minutes max.

6. Mobile Apps

If your company uses benefits or wellness apps, remind employees to download them! Mobile tools provide quick, on-the-go access to benefits and can send notifications about important updates. Consider notifications like: “Don’t miss out—enrollment closes this Friday!” Apps are especially effective for remote teams or employees who rely on mobile devices.

7. One-on-One Meetings

Sometimes, a personal conversation makes all the difference. Managers, HR reps, or benefits specialists can sit down with employees to answer questions and walk through benefits step by step. Managers can take 10 minutes during performance check-ins to ask, “Do you have any questions about your benefits or how they work?” This approach builds trust and helps employees feel heard and supported.

Build a Winning Benefits Communication Strategy

A great strategy doesn’t happen by accident—it’s intentional, well-planned, and designed to connect with employees on every level. Here’s how to build a benefits communication strategy that resonates and drives results.

Step 1: Define Your Goals and Objectives

Start by identifying exactly what you want to achieve with your benefits communication. Are you aiming to boost enrollment in specific programs? Raise awareness about underused perks? Or maybe you’re focused on improving overall benefits satisfaction.

Once you’ve defined your goals, align them with your organization’s bigger priorities—like increasing retention, enhancing wellbeing, or supporting a healthier work-life balance.

For example:

• Goal: Increase enrollment in mental health resources by 25% this year.
• Priority Alignment: Support employees’ mental health and reduce burnout across the team.

Use employee feedback, surveys, and benefits utilization data to keep these goals relevant and measurable.

Step 2: Identify Your Target Audience(s)

Your workforce isn’t one-size-fits-all, so your benefits communication shouldn’t be either. Take the time to break your audience into smaller groups based on factors like:

• Demographics: Age, family status, or stage in career (e.g., new hires vs. tenured employees).
• Job roles: Office-based employees vs. frontline workers.
• Benefit eligibility: Employees who qualify for specific programs.

Once you’ve identified these groups, tailor your messaging to their needs and priorities. For instance:

• Young professionals may care more about student loan assistance and professional growth perks.
• Working parents will look for flexible work hours, parental leave, and childcare support.
• Near-retirement employees might prioritize retirement planning resources and pension options.

And don’t forget inclusivity—consider language barriers, accessibility, and cultural differences to make sure everyone feels included.

Step 3: Develop Key Messages and Tailor Your Communication

With your goals and audience in mind, it’s time to craft your core messages. These messages should be:

• Clear and concise: Avoid jargon and technical terms that can confuse employees.
• Value-driven: Focus on how the benefits directly support employees’ needs and goals.
• Relatable: Use real-life examples or scenarios to show how a benefit works in practice.

For instance: “Our Employee Assistance Program is here to support you with free counseling services for anything life throws your way—work stress, family challenges, or mental health support.”

You can also personalize these messages based on employee segments:

• Email reminders tailored to new parents: “Don’t forget! Your parental leave benefits include up to 12 weeks of paid time off to focus on what matters most.”
• Videos for young professionals: A 2-minute explainer on how 401(k) matching can supercharge their retirement savings.

Consider mixing up your communication channels—emails, videos, meetings, and benefit portals—to make sure your message reaches everyone.

Step 4: Empowering Managers as Benefits Advocates

Managers are often the bridge between employees and company resources, so they play a huge role in communicating benefits. Equip managers with the tools and knowledge they need to become trusted advocates for your benefits program. Consider supporting managers with these tips:

• Train managers: Offer workshops or easy-to-follow guides that explain your benefits offerings and how they support employee health, especially when onboarding managers.
• Share resources: Provide FAQs, talking points, and handouts that managers can use to address common questions.
• Promote ongoing conversations: Encourage managers to bring up benefits during team check-ins or performance reviews.

For example, a manager might say, “I noticed you’ve been juggling a lot lately. Have you checked out our mental health resources? They’re free and available anytime you need support.” When managers lead by example and talk about benefits openly, it helps employees feel comfortable asking questions and exploring their options.

Overcoming Key Challenges in Benefits Communication

Even with the best strategies in place, benefits communication can run into a few hurdles. Consider these common challenges and how to overcome them with confidence.

Information Overload

Employees are busy, and when too much information comes their way all at once, it can easily get lost in the noise. Complex jargon or long explanations don’t help, either—they leave employees confused and less likely to take action. Here’s what you can do instead:

• Simplify your messaging: You can break down benefits information into bite-sized, easy-to-digest pieces. Use plain language, clear headings, and bullet points.
• Use visuals: Infographics, charts, and short videos can make complicated details much easier to understand.
• Spread it out: Don’t overwhelm employees with everything at once. Share smaller updates throughout the year instead of cramming everything into open enrollment season.

Diverse Workforce with Varying Needs

Your employees aren’t all the same. Different roles, life stages, and personal priorities come with different communication styles, too. To prioritize diversity and inclusion, consider these tactics:

• Segment your audience: Group employees based on demographics, job roles, or benefits eligibility, and tailor your messaging to what matters most to each group.
• Mix up your channels: Use a combination of emails, one-on-one meetings, print materials, and videos to make sure everyone gets the message in a way that works for them.
• Create employee personas: Develop examples of key employee “types” (like young professionals, working parents, or near-retirement employees) and tailor content that speaks to their priorities.

Keeping Up with Changing Regulations

Benefits-related laws and regulations—like updates to the ACA or HIPAA—can feel like a moving target. Staying compliant while keeping employees informed can be tricky, especially if your team doesn’t have a clear process for handling changes. To stay compliant, you can try the following:

• Stay ahead of updates: Partner with your benefits provider or legal team to stay informed about new regulations and deadlines.
• Break it down for employees: When sharing updates, focus on what the changes mean for them. Keep the message clear, concise, and action-oriented.
• Be proactive: Send out updates as soon as possible so employees have time to understand any changes or new requirements.

Measuring the Effectiveness of Communication

How do you know if your benefits communication is working? Without tracking engagement and gathering feedback, it’s hard to tell what’s hitting the mark and what’s falling flat. Here are some ways to objectively assess your communication:

• Track engagement: Look at metrics like email open rates, benefits portal logins, or video views to see how employees are interacting with your communications.
• Send out surveys: Ask employees how helpful the information has been, what they’d like to see more of, and where they still have questions.
• Adjust as needed: Use the feedback you collect to fine-tune your messaging, channels, or frequency.

Best Practices for Effective Communication

When it comes to your employee benefits guide, how you communicate is just as important as what you’re communicating. These best practices can help make your messaging clear, engaging, and actionable:

• Use clear, simple language: Skip the jargon and technical terms. Stick to plain, conversational language that employees can understand quickly.
• Make it visual: Infographics, videos, and charts simplify complex information and make it more engaging. A short video can walk employees through how to enroll in benefits step by step.
• Personalize the message: You can tailor communication to different groups—like working parents, new hires, or remote workers—to make it more relevant and impactful.
• Create opportunities for Q&A: Two-way conversations help employees get clarity. Host webinars, benefit fairs, or regular manager-led check-ins to answer questions.
• Use storytelling and real-life examples: Try to share stories about how employees have used their benefits—like saving money through wellness programs or accessing mental health support during a tough time.
• Communicate year-round: You don’t have to wait for open enrollment. Send regular updates, reminders, and employee resources throughout the year to keep benefits top of mind.

Communicating Care: Building a Culture of Wellbeing

When employees understand their benefits, they’re more likely to use them. This lets them feel supported and bring their best selves to work. Once you figure out how to best communicate with employees, you can let the benefits you offer do the heavy lifting—especially with a great program in place.

Employee wellness programs are a great way to provide well-rounded wellness opportunities for people in your organization. A whopping 79% of employees with wellness perks believe HR genuinely cares about their wellbeing compared to 45% of employees without a wellness program. This fosters greater loyalty to the organization and helps employees take care of themselves—both result in greater performance at work. 

Interested in the corporate advantages of corporate wellness? Speak with a Wellbeing Specialist today to learn more about wellness programs.

You May Also Like:

• Top 6 Employee Benefits Trends That Will Shape 2025
• Why Are Benefits Strategically Important to Employers Today?
• How to Optimize Your Employee Benefits Strategy

Resources:

• Wellhub (2024, October 16). The State of Work-Life Wellness 2025. https://wellhub.com/en-us/resources/research/work-life-wellness-report-2025/