5 Best Practices for Fulfilling Benefits Enrollment Packages

September 8, 2020 by Amware Fulfillment

Labor Day is over, which means the annual open enrollment period for health insurance and other benefits is just around the corner. Are you ready to ship out your benefits enrollment packages?

Not so fast! Here are some last-minute pre-launch details you should take care of before you launch your sales campaigns. We’ve also included a few best practices to help make these tasks easier.

benefits enrollment packages1. This sounds obvious, but we’ll say it anyway. Make sure you have sufficient quantities of all the materials you’ll need for your campaign, in stock in the warehouse. If you run out of an important piece in the middle of open enrollment, you’ll interrupt both your selling process and your revenue stream.

Best practice: Track your inventory levels in real time and simplify ordering with an online marketing content management portal. With a portal, you can set up low-stock notifications and automatic reorder points, so that new stock arrives before current stock runs out.

For added peace of mind, you can create digital files of critical pieces and have production automatically switched to digital printing if your offset printer can’t deliver on time.

 

2. Carefully review the materials that will go into your benefits enrollment packages one last time, to ensure compliance with applicable regulatory requirements. One wrong word or one missing disclaimer can land you in a world of trouble.

Best practice: Compliance can give you nightmares. But online portals like Amware 360 include automated compliance tools. For example, our disclosure tool lets you create a database of required “fine print” and links that copy to the documents you specify. When those documents are ordered, our system automatically inserts the right copy. No more mistakes or omissions.

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3. Discard outdated materials. Factors like policy modifications, price changes, and new regulatory requirements can cause materials to become obsolete. While you undoubtedly need to keep digital archives of those materials for audit purposes, you don’t want them occupying costly shelf space or going out to clients. That kind of error might escape the attention of regulatory authorities, but you’ll have to tell your customers about the mistake. And that won’t help your reputation or your sales.

Best practice: Good sales collateral management saves you money and headaches. Create a review schedule for each document in your inventory and use your online portal to set up automatic email reminders as each review date approaches. You can also make those materials unavailable for ordering once their review or expiration date is reached.

 

4. Finalize your materials assembly matrices showing which pieces are going to whom and how you want them organized.

Best practice: Tame collateral chaos with custom kitting. Kits make your benefits enrollment packages inviting to recipients. They also provide structure for what, otherwise, can be an overwhelming amount of information and ensure that everything arrives together, in good condition.

 

5. Meet with your fulfillment center customer service representatives to go over the pertinent details of your campaign. CSRs are the people who make sure your instructions are carried out quickly and accurately, so it pays to get them on board with your plans early.

CSRs also help you with any special printing, kitting, packaging or labeling requirements – like adding agents’ names and contact information to a flyer or pre-populating enrollment forms with employee data.

Best practice: Work with a sales literature fulfillment provider like Amware where CSR stands for customer success representative. You want your partner to act as an extension of your business.

 

If you’re not getting the service and capabilities you need from the company that currently fulfills your benefits enrollment packages, get in touch with Amware Fulfillment. With decades of experience running back-end fulfillment operations, we know how to get your messages and materials to your customers quickly, accurately and cost-effectively.

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Filed Under: Marketing/Sales Literature Fulfillment