Navigating benefits management for a dispersed workforce

Post-COVID, remote and hybrid work arrangements have become the norm. A recent FlexJobs survey found that 96% of workers prefer work-from-home (WFH) or hybrid arrangements for mental health benefits. Additionally, 65% want to continue working from home full-time post-pandemic. Interestingly, 31% of employees would seek new jobs if WFH flexibility was removed. 

Regardless of how employers feel, remote work is here to stay. This shift has significantly impacted how companies manage employee benefits and claims. With a dispersed workforce, organisations face new challenges in ensuring employees access the same benefits and support both working from home and when they’re in office.

Challenges of remote benefits management 

1. Maintaining employee engagement and morale

Keeping employee engagement and morale high is essential for employee satisfaction and company success within any organisation. However, remote work presents several challenges in this area.

For example, a 2023 study found that remote work can lead to feelings of isolation and disconnection from the company culture. Remote employees may also miss out on spontaneous workplace collaborations and casual conversations that are commonplace in physical office settings. Moreover, the absence of regular check-ins and in-person cues makes it challenging for employers and HR professionals to accurately gauge employees' wellbeing and engagement levels. 

This lack of interaction can hinder the identification and resolution of issues such as burnout, disengagement or personal struggles, potentially impacting the effectiveness of tailored employee benefits packages.

2. Communication barriers 

Managing benefits for remote employees is challenging due to communication barriers, as they often lack face-to-face interactions with HR representatives. This can lead to misunderstandings and a lack of awareness about available benefits.

As a result, remote employees might miss important updates or clarifications, preventing them from fully understanding or utilising their benefits. They might be unaware of specific health programs, wellness initiatives or how to file a claim properly.

3. Access to benefits

Traditional benefits packages, designed with office-based employees in mind, might not address the unique needs of a remote workforce. 

One significant area where this gap is apparent is in mental health support and wellness programmes. These benefits are typically structured around on-site access, such as in-person counselling sessions, posing challenges for remote employees who lack proximity to traditional office resources. 

Consequently, remote workers may encounter barriers in accessing essential support for mental health issues and other health-related needs, potentially affecting their overall wellbeing and job satisfaction. As such, these benefits must be tailored to be accessible online, ensuring that all employees, regardless of location, can benefit.

Strategies for managing remote benefits

1. Utilising digital tools and platforms

To bridge the gap between remote employees and their benefits, companies should leverage digital tools and platforms. These can provide easy access to information and management of benefits.

Online portals and mobile apps allow employees to conveniently view and manage their health insurance, retirement plans and other benefits from any location. Additionally, telemedicine services provide remote employees with accessible healthcare options, reducing the need for physical visits. Employers can also further streamline administration by employing a benefits management software, ensuring all employees have access to the same resources and support.

2. Clear communication channels and support systems

Clear communication channels are essential for effective benefits management, especially for remote workers.

Employers can effectively communicate with remote employees about their benefits by using multiple platforms, such as emails, video calls and instant messaging. Additionally, providing regular updates and conducting training sessions, like monthly webinars or an FAQ section on the company intranet, helps ensure that employees understand and make full use of their benefits.

Having a dedicated support team or resource for remote employees can ensure that any queries and issues raised are promptly addressed. This can be achieved by having accessible and knowledgeable representatives available via chat or phone. As a result, there will be greater understanding and administering of support for the benefits. 

3. Simplifying the claims process 

Streamlining the claims process ensures that remote employees can file and track their claims effortlessly. Implementing an online claim submission system allows digital submissions, reducing the reliance on physical paperwork. 

An online platform can guide employees through the submission process, ensure completeness and offer real-time status updates, thereby enhancing the user experience. 

Simplifying the claims process also benefits HR professionals by automating tasks, reducing paperwork and minimising human error. This allows HR professionals to focus on more value-added tasks, while keeping documents organised and decreasing the risk of misplaced claim documents.

4. Personalising benefits packages

Personalising benefits packages to meet the diverse needs of remote employees can greatly enhance satisfaction and engagement.

Employers should offer flexible benefits, allowing employees to choose options that best suit their individual circumstances. This could include health and wellness programs, childcare support or professional development opportunities.

Tailoring benefits to remote workers' specific needs ensures the packages are relevant and valuable, improving overall employee wellbeing and retention.

Simplify the way you manage employee benefits for remote employees 

Adopting these strategies not only meets your employees’ preferences but also positions your organisation to attract and retain top talent in the evolving landscape of remote and hybrid work environments. 

Having an app like MediHub, Howden’s benefits management software, automates the steps to avail healthcare privileges, ultimately ensuring that employees can access their benefits anytime and anywhere through their mobile devices. A simple employee benefits review with Howden can also help you to optimise value, boost team productivity, gain a competitive edge and position your company as an employer of choice.