benefitexpress January 3, 2020 8 min read

Making the Case for Better Benefits Administration

How to switch ben admin partners 

You've suspected for a long time that your current benefits administration partner isn't fitting the bill. Whether it's a cumbersome user experience or the inability to integrate with other HR technology, there's many reasons to consider a switch, including the following:

  • It's expensive. 
  • You're doing more work than expected. 
  • They're lacking consultative feedback. 
  • The technology isn't up to par. 
  • Your employees aren't happy with the enrollment process. 

These are just a few reasons why 25% of human resources professionals are seeking alternative benefits administration solutions.

Bookmark: Is it Time to Break Up with Your Ben Admin Provider?

Researching is one thing - but making the case to switch providers once you've found the right fit is another. After all, in many instances companies have spent years with their current vendor, making switching from one platform to another seem like a huge undertaking. But switching benefits administration providers isn't as daunting as it sounds - and it all starts with delivering a winning presentation to make your case. 

Getting started 

Put simply, a business case is your justification for making a change. Or, in this case, an explanation of why your organization should switch benefits administration providers. Think through your reasoning and get it on paper before taking the conversation to other team members or company stakeholders. 

How to write your case 

What's your case? This is where you explain your reasoning for making a change. What brought you to this conclusion? What, specifically, isn't working with your current benefits administration provider? What would be improved by switching to a different solution? Include strong points that could pique the interest of company stakeholders such as budget and time saved. This portion doesn't have to be anything fancy, but should be clear, concise and make a solid point. 

Provide advantages: What positive outcomes can the company expect as a result of this change? Use both qualitative and and quantitative scenarios. For example: 

  • Qualitative: a new benefits administration partner will provide a better employee experience. Decision-support from this vendor and advanced enrollment technology will help employees make better benefits decisions and do so with ease. 
  • Quantitative: switching benefits administration providers will reduce time spent on administrative tasks so our benefits teams can focus on other priorities of the organization, such as education and comprehension of benefits, good or bad trend, and employee satisfaction

Offer solutions: You've done the research - now it's time to bring it to life! This is the part of the case where you reveal which benefits administration service you recommend as your organization's new provider. Include any supporting information you can about the platform such as case studies, testimonials or stats. For example, implementation can seem like a worrisome phase to hurdle, but done right, with skilled implementation experts, benefitexpress can have new clients up and running in as little as 12 weeks! 

Talk numbers: Budget will of course be a huge factor in making the case to switch benefits administration partners. Is the new platform more or less costly than the current? If more, what benefits does it have over the current platform to make the investment worthwhile? If less, be prepared to debunk any assumptions that a lower price equates to a shift in quality. Also included should be an estimate of costs, including what resources are needed and labor hours. 

Present a Plan: What's next? What are the phases of the project plan? Who or what departments will handle each phase of the transition? What is the proposed timeline? Key decision-makers need to be able to envision a plan of action. Part of making the case to switch benefits administration providers is showing that you've done the legwork to make the change as seamless as possible. 

Making your case 

Now that we've got the basics out of the way, it's time to breathe some life into it. While you can certainly present your case using a simple document, you'll get more engagement with a visual presentation. Consider the use of slides, infographics, charts, tables and imagery. Not a pro with visuals? Today’s office software has visual tools built right in, to help tell your story.

Keep your biggest need(s) at the forefront of your conversation and reference it often. Is your goal to increase annual enrollment participation? Or perhaps to cut costs, save time and be more efficient? Whatever the case may be, be prepared for questions and even pushback from your audience. Prepare for the pitfalls of the plan, and consider the countermeasures. It’s natural to experience resistance from peers when suggesting an organizational change - particularly if you haven’t done so lately — or ever.

Just as benefits administration platforms have significantly advanced in user-friendliness, so has capacity to facilitate a smooth migration from one platform to another. Learn more and download our e-book: Transitioning to a New Benefits Administration Platform.