In our previous post, I laid out a framework to compare a traditional benefits broker vs. technology platforms; at this point, let's assume that you’ve decided a tech platform is a viable option for you. Step 1? Check! There are dozens of technology options out there to help you address your HR needs, from payroll to recruiting to benefits. Given that, I'm going to focus primarily on tech platforms that include employee benefits. Even within that subspace of HR tech, deciding which platform to use can be overwhelming, so below are seven key steps to inform your tech platform decision.
Note: I assume HIPAA compliance and security are table stakes for every platform out there so this is not a decision criteria. If you have any questions or doubt about a tech platform’s compliance or security, that company should not be a consideration for something as critical as employee benefits.
1. Define your objectives for HR (i.e., what do you want?)
If you’re going to narrow down your choice, it’s crucial to clearly lay out what you’re looking for from HR and administration perspectives. Pretty obvious, right? I wouldn’t recommend an extensive list, but three to five key decision factors would be helpful. Here are a few potential examples:
- Shortest implementation time for HR
- Access to the widest set of carriers and other vendors to maximize choice
- Access to a curated set of benefit options to limit choice
- Lowest costs
- 100% digital (i.e., no paperwork)
- Great interface for HR administration
- A personal touch for onboarding and administration
- Human consultative services for identifying the best benefits plan
- Recommendation engine for your benefits plan
Think about some of those key factors and have them top of mind as you evaluate options. Maybe even write them on a Post-It note for a little added irony as you look at tech platforms.
2. Identify what matters to employees (i.e., what does the team want?)
Let’s face it: benefits are in place to serve your employees. So why not try to understand what best meets their needs? Similar to the above, come up with a short list of factors that would provide the most value to employees. Again, a few potential examples:
- Fast onboarding time for new employees
- Mobile experience
- Beautifully designed user interface
- Extensive information available on benefits plan specifics
- Direct employee member support (i.e., call the platform, not the insurance carrier)
- Flexibility for employees to manage their own information
- Comes with free movie tickets and popcorn (just checking to see if you’re reading)
- Employee guidance for individual enrollment choices
Once your objectives for HR and employees are in place, it’s time to research and narrow down.
3. Identify which platforms are available
The best way to identify which vendors might work is to ask friends: other HR benefits managers, founders, or decision-makers at similarly sized businesses. Makes sense, right? Beyond that, go to resources you trust to build a list of options for you. Since you have objectives in place from the previous activity, it should be relatively quick to come up with a list of five or so options that may make sense for your company objectives and align with your brand and culture. Also, because I know you don't have time for this, I've created an example list at the bottom of this post for you.
4. Evaluate if each platform meets some or all of your benefits needs
The next step is digging in on a few platforms to understand their benefits offerings. This would include things like medical, dental, vision, life, payroll, retirement, etc. Does the platform include some carriers you have your eye on? Does the vendor offer additional perks like massage therapy or pet insurance through its platform? Do you want a full Human Resources Information System (HRIS) in one place to manage recruiting, vacation days, etc., or are you comfortable with a separate HRIS and using a benefits platform for benefits exclusively? There are no consistent dividing lines, so you must look at each option independently.
At this point, you’ve mapped your functional benefits needs with a few platforms, so now compare your specific tech platform objectives with their value propositions. Is there alignment? Perhaps get a demo or hop on the phone with a sales rep to ask directly. The time to get tactical is now.
5. Make sure the platform serves clients like you
If you’ve gotten a reference from a friend or colleague, there’s a good chance there’s alignment between your company and the clients that that HR tech platform serves. But if you’re coming in cold, you can use a couple simple tactics. This is not rocket science.
First of all, check out the site’s “NASCAR” page or find client testimonials from companies similar to yours. This will give you a starting point to tell you if the vendor is a good fit for you. Secondly, ask for references! Any company worth its salt can provide references of clients similar to a company like yours, and these references will inevitably be much more candid than anything on a vendor’s site. Don't just ask for references, but actually follow up to get that input from their clients. Trust me on this one: it’s worth a quick email or a call.
6. Identify what support is like (i.e., make sure it isn't non-existent)
Technology is but one component of a vendor’s solution. How does the platform help you and your employees make decisions? Is it purely an algorithm to point you in the right direction? Does the platform provide consultants, advisors, and experts to optimize the benefits package? Or, does the tech platform work with independent brokers that use their software as well? If there is a carrier or plan unavailable on their platform, do they have in-house brokers who will work with carriers to get you a quote? There are many different models, so it’s worth understanding how each tech platform operates so that it can match the level of consultation you’re looking for.
Moreover, what is the client experience like once you’re set up? Is there an app you can download? How easy is it to access features from mobile? How many support people will you have to speak with to resolve an issue? How many different email addresses do your employees need to get the right answer?
You typically only set up benefits annually, but you and your employees will need to use the solutions throughout the year, so it’s important to know what the member experience is like.
7. Know how the solution scales
Are you a small creative agency aiming to stay small? A high-growth startup that just did a $10M series A? A local bootstrapped business with large aspirations?
Be realistic about your company’s aspirations. You don’t want to overinvest time and resources into a complex solution that’s built for a much larger company than yours and will take months to implement. However, it’s important to know that the solution you’re looking at can grow with your business if needed. Not sure how? Just ask your sales rep what changes you can make as you move from 10 to 50 to 200 people. Different functionality? Are you assigned a personal client success specialist? It’s okay to be direct — answering your questions is their job!
Okay, I know that’s a ton to take in, but this is not a 30-minute decision for your company. I can’t tell you which specific platform makes the most sense for your company, but this framework should give you information to help make that decision. Plus, what I can tell you is that if you’re willing to invest this much time in choosing your platform, you will make a fantastic choice for your company, and the team will love it. Pat yourself on the back in advance.
Bonus! Below is a list of just a few of the available benefits platforms for your consideration, each serving a slightly different market in a unique way. Full disclosure: Beam® is not currently available on all of these platforms, but we love what each of these companies does from a solution, brand, and/or innovation standpoint. Enjoy!