For brokers and HR teams, open enrollment can feel like a sprint that starts long before the official kickoff. Between rate changes, renewals, and employee communications, it’s a time that tests your organization, efficiency, and client relationships. But with a strong plan in place, it can also be one of the most rewarding seasons of the year.

Taking a few proactive steps now can help you save time, reduce stress, and position yourself as a true partner to your clients — not just during enrollment, but all year long. To help you get started, we’ve outlined essential steps to prepare for open enrollment and ensure a smoother, more successful season ahead.

Streamline Your Systems for Greater Efficiency

Before you can improve your open enrollment process, you have to know what worked last year and what didn’t. Honestly evaluate how the process went for you and the feedback you received from your clients. What are the obvious areas for improvement? For example:

• Did you waste time on paperwork? Find areas where you can automate and digitize the process.

• Did you have trouble keeping information consistent across multiple platforms? Find a way to connect your different platforms or find a single platform that serves all of your needs so it’s easier to ensure the information stays consistent. This could also cut down on paperwork.

• Were you asked the same questions over and over? Determine how you can communicate this information en masse so that it’s easy for employees to find and understand.

• How can you answer the questions you field more efficiently?

• Were there tasks that took too much time to complete? Develop a plan to streamline these processes. Ask yourself if there’s a platform or tool that can take some or all of these tasks off of your plate.

These insights will help you spot inefficiencies before they become pain points during open enrollment. Whether that means introducing automation tools, updating your client communication templates, or creating new reference materials for employees, a little upfront organization goes a long way. When your systems run smoothly, you can spend less time troubleshooting and more time adding value for your clients.

Stay Current on Health Insurance Changes

Your clients count on your expertise to navigate a constantly changing benefits landscape. Staying informed about rate updates, plan options, and employee trends helps you provide the right guidance when it matters most. Here are a few key areas to review before open enrollment:

Health insurance rates Premiums, deductibles, and out-of-pocket limits typically change each year. Review how these adjustments may affect your clients’ current plans and gather updated information — like group size — before putting together quotes for the new plan year.

Carrier updates Carriers regularly enter or exit markets, adjust plan designs, and change pricing. Confirm which carriers are available in your regions and identify any new plans or discontinuations that might impact your clients.

Legislative changes This is where your expertise really shines. While most employers are aware of major updates, they may not fully understand how those changes affect their business. Translate new regulations — like the upcoming OBBB expansion, which broadens HSA eligibility and changes plan design considerations — into clear, practical takeaways your clients can act on.

Benefits trends Stay ahead of emerging employee preferences, from wellness programs and mental health support to telemedicine and voluntary benefits. Sharing this insight helps clients strengthen retention and attract new talent — while positioning you as a trusted advisor year-round.

Once you’ve refreshed your knowledge and resources, it’s time to put that insight into action. Meeting with your existing clients early helps you apply what you’ve learned and identify where their needs have evolved.

Meet with Existing Clients

Prospecting new clients is exciting, but retention often drives growth. Schedule time with your current clients to review last year’s outcomes and identify what’s working — and what may need to change.

Before each meeting, gather:

• Employee feedback on benefits and plan satisfaction

• Any organizational updates (growth, mergers, new locations, or headcount changes)

• Shifts in workforce priorities or cost constraints

As you review plan options, revisit whether your clients’ current health plan design still fits their employees’ needs. If more employers are exploring high-deductible health plans (HDHPs), help them understand how pairing those plans with a Health Savings Account (HSA) can deliver flexibility and tax advantages.

Collect the Data You Need

Accurate data makes open enrollment run smoothly. Request updated census files, payroll information, and eligibility details early — giving you time to check for duplicates and inconsistencies before uploads begin.

Starting early ensures you can validate information without delays and identify any gaps before the quoting process begins. It’s also a good time to confirm dependent information, contribution structures, and coverage tiers, as small discrepancies can cause major slowdowns later.

Consider using secure file-sharing tools or centralized dashboards to keep client data organized and compliant. A well-structured data process saves hours during enrollment season and builds confidence with your clients.

Quote and Finalize Plans

Once you’ve gathered and verified your client data, it’s time to quote and present plan options. Use a branded, easy-to-follow template to summarize each choice clearly.

Before finalizing:

• Confirm all plan options comply with ACA and state requirements.

• Collaborate with HR teams to build an employee communication plan.

• Provide educational materials to help employees understand their benefits.

When developing employee resources, include clear comparisons between HSAs, FSAs, and HRAs so employees can make informed choices. If you’re looking for a benefits partner that makes administration simpler for you and your clients, explore Lively’s flexible benefits solutions for brokers to see how our platform supports every stage of the enrollment process.

Building a Stronger Season Ahead

Open enrollment is one of the busiest times of the year, but it’s also a chance to build stronger, more efficient partnerships with your clients. By planning ahead, staying informed, and investing in the right tools, you can reduce stress, simplify administration, and deliver an experience that exceeds expectations. Preparation now leads to smoother enrollments, happier clients, and a more productive year ahead.

As the benefits landscape continues to evolve, having a reliable partner makes all the difference. Contact our team today to learn how Lively can support your clients and help you streamline open enrollment from start to finish.