The Frequency

How Technology Is Changing Benefits

How Technology Is Changing Benefits

Many businesses still manage human resources information manually, using paper records that are kept in file folders, or in some cases, scanned and kept in a file on a computer. When it comes time to look for someone’s file or gather data, there is no easy way to access this information. Further, the person in charge of HR usually finds themselves spending too much time on mundane paperwork. Time that could be spent focusing on strategic initiatives and finding ways to improve company culture.

Technology and smartphones have revolutionized more than our personal lives — they are redefining business as we know it. Technology has also made it easier for employees to understand the benefits that they are receiving, promoting both loyalty to the company as well as maximizing the benefits they utilize.

With the benefits that technology provides both the HR department and the employee engagement and understanding of benefits, let’s take a look at how technology is changing benefits.


It is extremely important that employees know how their benefits are allocated. For example, employees should have access to information like the amount they are paying in taxes and whether or not contributions are being made to a 401(K) account on their behalf. Employees want to see their benefit information without a delay or having to jump through hoops. In the past, this likely meant a lot of work for HR departments.

With the increase in technology, there are now several apps that keep things simple by automating recordkeeping and data organization. This provides employees the convenience of being able to explore their data online whenever they want. This is truly a win-win for everyone as employees have their information at their fingertips and the HR team’s burden of gathering, updating and monitoring this information is reduced.

Efficiency & Accuracy

Making errors is part of human nature. But when it comes to healthcare and benefits, it can have major consequences.

Data entry mistakes on behalf of a benefits administrator can result in employees being enrolled in the wrong health plan or not being enrolled at all. This could create a mess for everyone involved — employees and their families, payroll, insurance carriers, etc.

“Technology is a powerful tool in our everyday lives and especially for HR leaders, with the right solution offering countless opportunities for increased accuracy and efficiency,” says Martin Mucci, president and CEO of Paychex, a payroll, HR, retirement and insurance services provider.

Meaningful Engagement

Most HR professionals don’t value their job for the paperwork and reports. They do it because they value helping and engaging with people. One area that employees desperately need help and communication with is their benefits and healthcare. To avoid confusing communication that could lead to poor decisions at enrollment time, employers need a simple and engaging communication plan that can help employees with their benefits. That’s where technology comes into play.

Thanks to technology, organizations can extend self-service systems directly to employees via the internet. These online communication systems can identify specific information an individual needs. In addition, they can send tailored messages that resonate on a personal level. This helps drive more meaningful engagement and improves confidence when it comes to decisions about benefits.

Overall, there is no doubt that benefits management has gotten harder and the stakes are higher than ever. Fortunately, technology helps improve the accessibility to benefits, the efficiency and accuracy of managing benefits and employee engagement. Because of technology, benefits are more than a budget line item — it is a key part of long-term organizational success.

How does technology improve your ability to provide and explain benefits to your employees?  Share your ideas with us, and we’ll also include them in our post. We believe that when humans thrive, companies prosper. Learn more at

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