A Manager’s Guide To Implementing Employee Benefits Technology

Upgrading an employee benefits administration system is a must nowadays. What's most important? Here’s what you need to get the most from your emb technology.

A Manager’s Guide To Successfully Implementing Employee Benefits Technology

In recent years, organizations have had to rethink many aspects of their operations in support of new advancements in business process automation. Benefits administration is no exception.

Businesses rely on benefits technology to be an efficient system for benefits administration. Unfortunately, many businesses are using technology that isn’t doing much to streamline administrative tasks.

Successfully implementing employee benefits technology requires you to know what exactly your benefits technology should be able to do.

What Your Benefits Technology Needs to Do

Although many businesses recognize the need to upgrade from their current system, they may not know what exactly they’re missing out on. Here’s what you’ll need from your technology:

Connectivity With Other Systems

In the past, you may have been presented with a technology solution that promised to streamline benefits administration and make your HR team’s operational efficiency much better. But did that really happen?

If your technology cannot integrate with other HR systems of record - it’s not doing its job. Without the ability to connect with other systems, HR is left with the tedious task of manually entering data, which causes more work than necessary.

For example, your technology should be able to integrate with carriers so that you can send eligibility files electronically, instead of pulling information out of the system and sending it to carriers. Likewise, connecting to payroll allows automatic flow of data between the BenAdmin system and payroll system. Without payroll integration, HR must enter data twice in both the BenAdmin system and payroll system every time there is an enrollment change. 

The most effective HR strategies deploy best of breed systems for benefits, payroll, carrier, COBRA, CHDP, etc. to cultivate a harmonious HR ecosystem.

Improved Accessibility for Employees

Benefits technology should have self-service functionality so that employees can make critical benefits decisions from the comfort of their own homes - and with input from their families. That means the system should be accessible from multiple devices like tablets, smartphones, laptops, and desktops. This results in a better overall user experience and higher engagement with the company's benefit offerings.

You also want your technology to have decision support tools. Decision support tools help employees understand what their benefits plans include - and avoid frustration with unexpected co-pays, deductibles, and other out of pocket expenses later on. Decision support tools help employees navigate their benefits journey with tools like glossaries, side by side plan comparison, and educational videos.

Provide Employee Data

Your benefits technology should help you make informed decisions. One of the most overlooked features of benefits technology is data. 

Data provides a wealth of information that an organization can use to enhance their benefits strategy. 

How many employees haven’t completed enrollment? How much is our organization spending on premiums each month? What percentage of employees migrated to the new plan? The system should collect data that can answer questions like this. Data should be easily accessible through dashboards, benchmarking, and analytics.

Steps To Ensure A Successful Deployment

Conduct a Comprehensive Audit to Assess Existing Arrangements 

Before implementing any new technology, it's important to understand what you currently have in place. Conduct a thorough audit of your current benefits technology. This will help you identify any gaps or areas that need improvement.

Enlist the Help of a Technology Partner

With so many solutions on the market, it can be difficult to choose the right platform and ensure that it aligns with your business needs. Enlisting the help of a technology partner simplifies the process of helping you find a benefits solution that’s right for you.

There’s no one-size-fits-all solution to benefits technology. With a technology partner, you’re empowered to find the best fit benefits technology solution for your business.

Prepare for Successful Implementation

Once you find a solution, you have to prepare for implementation. A lot of time and resources go into this process, including platform configuration, data imports, customization, EDI field feed setup, and HR training. A technology partner will be there every step of the way.

Technology partners can work with you to plan your timeline, training, and resource allocation to ensure a streamlined and successful implementation process. Once that’s complete, you will undergo quality assurance testing to be sure that the system is working as it should. 

Train Employees to Use the Technology Correctly

Proper training is essential for the successful implementation of any new technology. Make sure employees are well-versed in using the system. Provide clear instructions on how employees can access their benefits information through the new system.

Monitor Usage Patterns and Provide Ongoing Education 

Keep an eye on how employees are using the new system so you can identify any issues or areas for improvement. Provide ongoing education opportunities so employees can continue learning about their available benefits.

Reassess Employee Feedback Regularly to Ensure Successful Implementation

Employee feedback is crucial for ensuring the successful implementation of any new technology. Regularly reassess how well the new system is working by soliciting employee feedback. Use this feedback to make necessary adjustments or improvements.

Support Your Workforce with Benefits Technology

Helping your employees stay updated on changes to their benefits packages can be daunting. However, with the right employee benefits technology, you can make it easier for HR staff and employees. Automating mundane tasks and enhancing the user experience are great ways to enhance benefits administration.

Picture of Frank Mengert

Frank Mengert

Founder and CEO, ebm (more)
Frank Mengert continues to find success by spotting opportunities where others see nothing. As the founder and CEO of ebm, a leading provider of employee benefits solutions. Frank has built the business by bridging the gap between insurance and technology-driven solutions for brokers, consultants, carriers, and employers nationwide. (less)


Frank Mengert continues to find success by spotting opportunities where others see nothing. As the founder and CEO of ebm, a leading provider of employee benefits solutions. Frank has built the business by bridging the gap between insurance and technology-driven solutions for brokers, consultants, carriers, and employers nationwide.