Encourage transparent dialogue with employees around their benefits

When employees compare notes on benefits, it can feel like your plan is on trial. That’s not a bad thing. It’s a signal your people are engaged and curious. The goal isn’t to shut down the conversation. It’s to channel it into a transparent, ongoing dialogue that builds trust, clears up misinformation, and surfaces smart improvements - without inflating costs.

Make it safe to ask “naïve” questions

Start with psychological safety. Tell employees it’s okay to ask foundational questions about coverage, costs, and trade-offs. Publish a simple “no wrong questions” statement on your intranet and in onboarding. Add a dedicated email alias (e.g., benefits@company.ca) and a monthly office hour with HR or your advisor. When people know where to go, rumours fade.

Tip: Rotate the host. One month HR. Next month your benefits advisor. Then your retirement plan rep. Variety keeps engagement high and spreads workload.

Replace hearsay with plain-language explainers

Most comparisons fall apart on definitions. Coinsurance is not a copay. Dispensing fees differ by pharmacy. Paramedical maximums apply per practitioner or combined. Post short explainers that use real, Canadian examples and round numbers (since many of the general articles on the internet focus on the US).

One topic per page.

Two-minute reads.

Link out to the full booklet for detail.

Add a recurring “myth vs fact” tile to your intranet:

• Myth: “Use it or lose it - so I should claim everything.”

• Fact: Plans are designed for necessary care. Over-claiming drives up future premiums for everyone.

Show the math, not just the menu

Employees value what they can count. Publish an annual total rewards snapshot that shows:

• Employer-paid premiums by line of coverage

• What a typical family would have paid retail for common claims

• Your plan’s negotiated discounts (e.g., mandatory generic, preferred pharmacy)

This reframes “my neighbour’s plan is better than mine” as a like-for-like comparison, not a headline number.

Create a structured feedback loop

Invite targeted feedback instead of open-ended venting. Quarterly pulse surveys work well if you keep them short:

• Which two benefits you used most this quarter?

• One change that would improve your experience?

• One area where communication was unclear?

Close the loop every quarter with “you said, we did”.

Sometimes the fix is education.

Sometimes it’s a minor tweak (e.g., add virtual physiotherapy). Not every idea requires new spend.

Train managers to redirect wisely

Front-line leaders hear comparisons first. Equip them with a one-page guide:

• Acknowledge: “Thanks for raising this.”

• Redirect: “HR can explain how our plan works and why.”

• Educate: Share two quick facts (e.g., coverage tiers, HCSA flexibility).

• Escalate: When a pattern emerges, send it to HR for review.

Managers are not benefits adjudicators. They are traffic controllers for good information.

Use comparisons without chasing them

Benchmarking is essential. But don’t copy competitors line by line. Anchor decisions to your workforce’s needs and your budget. If employees cite a specific feature elsewhere, assess it through four lenses:

1. Health impact

2. Equity across demographics and locations

3. Cost and trend

4. Administrative simplicity

If the feature passes, pilot it with clear success criteria. If it doesn’t, explain why - and highlight alternatives you already cover.

Spotlight responsible use and provider quality

Transparency should include how to use the plan responsibly. Promote:

• Virtual care as a first stop for non-urgent concerns

• Cost-aware choices (e.g., generic drugs, preferred networks)

• Red flags: providers who ask for your coverage first or offer “package deals” to max benefits

Position these as ways to keep the plan sustainable for everyone, not as gatekeeping.

Protect privacy while being personal

Encourage questions, but protect privacy. Remind employees not to post personal claims details in public channels. Offer one-to-one support for sensitive topics like mental health,

fertility, or disability. Highlight confidentiality commitments from your EAP and carriers so employees feel safe seeking help early.

Communicate like a product team

Treat your benefits like a product with a roadmap. Publish what’s shipping now, what’s under review, and what’s parked. Share the rationale. Include timelines where possible. This transparency reduces speculation and shows stewardship of company dollars.

Measure and iterate

Track a few simple metrics: office-hour attendance, article views, survey response rate, top five FAQs, and preventable escalations. Use these to refine your content and cadence. When you later adjust the plan, point back to the data and the dialogue that informed the change.

Want help building a transparent, cost-smart benefits communication plan for your workforce? People Corporation partners with plan sponsors to design the content, cadence, and feedback loops that reduce noise and increase trust. Reach out to get started.