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Far-Flung Company Delivers Personal HR Department To Employees' Doors

Background: A large, growing propane marketing and distribution company was having trouble implementing a successful annual enrollment campaign. With employees located throughout the Midwest, South, Southeast, and Northeast U.S., disseminating information posed unique challenges. Many employees do not have access to internet at the worksite. Most locations do not have local HR representation. The sheer number of locations made face-to-face meetings a logistical impossibility. The client wanted to ensure that all employees received sufficient information to make intelligent benefit decisions, with all the resources necessary to answer their questions.

Joshua & Company Solutions: It was determined that the only feasible means of delivering enrollment information was through a direct mailing to each employee's home. The challenge then became ensuring that the information in the mailing was thorough and understandable, enabling employees to complete the enrollment process independently.

Previous enrollment packets had consisted of a hodge-podge of communication materials from various benefit providers. Mailing was cumbersome and costly. Employees were confused by the disjointed messages.

Joshua created a single booklet that briefly described each of the benefit offerings of the company in a common language and style. The booklet includes complete enrollment details, including employee costs and any changes. Enrollment forms are included in the booklet along with contact information for each of the various carriers and administrators.

The enrollment packets are mailed to each employee's home, where spouses can participate in the benefit selection process.

Additional packets are produced each year to provide to new employees as the company continues to grow through acquisitions.

Feedback: Current and new employees are "blown away by the professional look and the amount of information." Having all the information in one consolidated piece has made a huge difference in the cost of enrollment - both in monetary terms and in man-hours.

The Human Resources department has found that the new packets help eliminate questions from employees in the field and limit phone calls to the Human Resources staff. The message is so clearly presented, and has such complete contact information that a fairly small HR team is now able to manage a very large - and growing - workforce.

Employees of companies being acquired are typically nervous about going to work for a new owner. This communication piece has become "the single best piece of marketing material we have."

As for working with the Joshua team - "They're great. Very, very impressive."

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