Communications for a Successful OE—and Beyond!
Check out our new developments, reminders and tips to ensure we all have a successful Q4.
Click on a topic to learn more
NEW FOR 2020
Core
- Benefit Spot, Now Available in Spanish!
- Digital Communication Strategies
Custom
- Virtual OE Web Page
- Goodbye, MOBE—Hello, Benefit Spot Plus
KEEP IN MIND
Core
- Turnaround Time
- Rush Request Process
- Reorders
Custom
- Blackout Period – September Through November
- C&D Network
PRO-TIPS
Core
- Can’t Seem to Find Your Client’s Latest Source Doc?
- Converting to eGuide? Start now!
- Communications on the Fly
Custom
- Carrier/Vendor Review
- Use the Proofing Tool!
The new virtual capabilities just keep on comin’! Our responsibility is to stay on the cutting-edge of what’s on trend in the world of communications AND ensure we’re offering our clients what they need.
Custom
Virtual OE Web Page
Due in large part to COVID-19, there is a newly-realized need for virtual OE solutions. We’re bringing a new site to the table that will bring your client’s OE and learning resources to one convenient place at a manageable cost. It’s simple, easy to navigate and effective, offering:
- Optional Open Enrollment webinar or video
- Site notifications
- Optional translation
- Event calendar
- One-click outreach to HR
- Immediate access to resources such as a benefits overview video, Benefits Guide, direct link to the enrollment site and helpful docs such as FAQs
Check out our sample site here.
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Goodbye, MOBE—Hello, Benefit Spot Plus!
We have said farewell to our old friend, MOBE (custom mobile app), and replaced it with Benefit Spot Plus. Imagine Benefit Spot—with a completely custom look and feel. The logo banner, button icons and labels, font and page header graphics will all be aligned with your client’s brand. From start to finish, the Plus process takes about four weeks, versus the standard three weeks for Core Benefit Spot.
Click here to learn more.
Core
Benefit Spot, now available in Spanish!
You asked and we’ve delivered—you will now have the option to translate your client’s Benefit Spot app into Spanish! When you place your order, tell us you need a bilingual app and we’ll handle the rest. Employees will see home screen buttons and header images in both English and Spanish and can translate all the benefit details with a single click!
Please note, the translation is automated using a web-based plug-in and cannot be altered or changed. The plug-in will only translate page text and will not affect the text on any attachments. If you’d like to include Spanish documents or videos, they’ll have to be provided and uploaded separately.
To view a sample, download Benefit Spot from your mobile device’s app store and enter company code HUBSP.
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Core Digital Communications Strategies
To help you and your clients plan for a virtual OE this year, we’ve put together sample communication strategies using C&D Core deliverables. The strategies focus on digital deliverables, but are editable, so you can modify them for your individual clients. We’ve got a strategy for each client segment; you can download them here.
We have our seatbelts buckled for Q4—do you? As our team’s project volume continues to build in the coming weeks, here are a few reminders of what our team plans to do to ensure another successful season.
Custom
Blackout Period – September Through November
Our ongoing goal and main focus is to dazzle our clients with a high-caliber communications experience—but we’re not telling you anything you don’t already know. To help us in this effort during the busiest time of year, we’re implementing a blackout period from September through November, in which we will put a few types of deliverables on hold:
- New web guides
- New custom branding
- Internal HUB projects (i.e., placemats, marketing fliers, etc.)
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C&D Network
EB friends, have we told you lately that we love working with you? Anytime you have a question or would like to talk communications, C&D is here and happy to help—and the same goes for our clients! We work hard to ensure everyone is feeling supported throughout the year. To make the most efficient use of our time, we do not:
- Attend carrier calls
- Communicate directly with carriers
- Discuss virtual OE software platforms (outside of the one offered by our team)
Core
Turnaround Time (Traditional Communications)
- Orders placed after 3 p.m. local time will be reviewed and processed the following business day.
- Project timelines are strictly enforced – we CANNOT complete orders in fewer days than the minimum time frames outlined below.
- 2-Page Guides – 5+ business days
- 4-Page Guides – 7 – 10+ business days
- 8-Page Guides – 10+ business days
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Rush Requests
We know clients make last-minute decisions. To help get your clients’ benefit guides and other Open Enrollment materials ready on time, we are continuing the rush edit request process for our Core C&D materials October 1–December 18, 2020.
You can only use the rush process for:
- Small/minor edits ONLY, such as typos, minimal plan design updates (e.g., deductible change, HSA fund changes) or contact information changes
- TRUE rush needs when the final file is needed the same or next day for the start of Open Enrollment, OE meetings or printing
To submit a request:
- Email the project manager you are working with using RUSH REQUEST in the first part of the subject line (e.g., RUSH REQUEST re: ABC benefit guide draft).
- In the email, you must:
- Tell us why the rush is needed
- List or attach a PDF with edits
- If you have edits to the data, you must provide an updated source doc
- Your core project manager will let you know if/when we can complete the request.
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Reorders
- If you have a reorder—meaning an existing core deliverable that needs updates for the upcoming year—be sure to place your order right here on orderhubcd.com, rather than emailing us directly. This will ensure that your request is prioritized and not missed.
- Good news! For true reorders, there is no need to fill out a new source doc—unless you’re moving from a four-page guide to an eight-page guide/eGuide. If you plan to stick to the same size and type of deliverable, you’ll make updates to the existing source doc. If you can’t seem to find it, reach out to communications@hubinternational.com and we will snag it for you.
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Benefit Spot
- A project manager will contact you within two business days of your order date with an update on our team’s current scheduling.
- Project timelines are strictly enforced – we CANNOT complete app builds in fewer than 15 business days.
- To maintain a reasonable build time, we will be accepting no more than 30 Benefit Spot orders each week.
- If you have a recurring app order, contact your project manager. Depending on the level of changes, we will either ask you to provide updates on the most recent app source doc, or will gather the plan changes from your guide source doc.
Help us, help you. Just a few ways to make working with C&D even easier!
Custom
Carrier/Vendor Review
Make sure carriers review benefits materials (as appropriate) before finalizing a document.
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Use the Proofing Tool!
Make sure you are providing your edits via our online proofing tool, rather than sending emails or PDF mark-ups. This way, we’ll have an organized record of everyone’s tweaks, feedback, questions and answers—not to mention making it easier to ensure all edits are captured.
Core
Can’t Seem to Find Your Client’s Latest Source Doc?
Reach out to communications@hubinternational.com to request it and we’ll prep it for the new plan year before you update and place your reorder on orderhubcd.com.
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Converting to eGuide? Start now!
As a reminder, a client can have either a traditional/print guide or an eGuide—but not both. If your client is planning to transition to a digital guide, let us know so we can get the process rolling!
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Communications on the Fly
Don’t forget about our robust DIY library for times when you need to DIY.