Plan and prepare for an enrollment meeting

Follow these steps to prepare for an employee enrollment meeting that encourages employee participation and increases enrollment.

Familiarize yourself with:
 

  • The background of the plan participants
    • Consider income, age, education and investment knowledge to help you tailor your presentation to your audience.
  • The plan-specific FAQs on the plan’s educational website.
    • Email RKDirect@capgroup.com or RPServices@capgroup.com to request the plan sponsor’s customized website address. Or you can call us at (800) 421-9900 to request it. You can also access the URL for the plan’s customized website on the PartnerLink® site for PlanPremier® plans or on the RecordkeeperDirect® plan sponsor website.
  • The plan specific information to help you respond to common enrollment questions that may be asked on a range of topics, including:
    • Plan type
    • Contribution limits
    • Employer contributions
    • Vesting
    • Investment options
    • Taxes
    • Rollovers
    • Loans and withdrawals
    • Fees

Questions to ask:

Agenda and participation:
 

  • What are your objectives for the meeting, outside of successfully enrolling employees?
  • Are there specific topics you would like to cover?
  • Will meeting attendance be voluntary or mandatory?
  • How many participants are expected to attend?
  • Will employees be allowed to invite their spouses/significant others?
  • Will there be any non-English speaking attendees? (Spanish-language enrollment materials are available)
     

Would you like me to send you meeting posters and an email invite template to help promote the meeting?
 

  • Can I offer my contact information to employees who may have more questions and want to speak one-on-one, after the meeting?
     

Logistics:
 

  • How much time is available for the meeting?
  • Will the meeting be held in-person or virtually, and at what time? Are there any employees located in other locations or working remotely?
    • You may need to send materials to employees who work elsewhere or arrange for a virtual meeting presentation.
  • Will the meeting location site have internet access, electrical outlets and access to a screen projector or flip chart and markers, if needed?
    • The more you know about the meeting location, the better. You may be meeting in an office or on the floor of a manufacturing facility, so plan accordingly and have a backup plan in the event of technical difficulties.
  • Do you want to offer food or refreshments?
    • Confirm with the plan sponsor if any refreshments may be offered and if there are food rules/guidelines that need to be followed.

Check list
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