Q: Due to the budget cuts, we need to reduce our benefits costs for this year. We know that there are some benefits that employees don't use very often. Is it a good idea to "survey" employees on which benefits plans they would prefer to keep?
A: Whenever you're tempted to "survey" employees, step back, think twice, and move forward only with caution and forethought. Why the caution? Our concern here is not "legal" in nature but rather culture- and morale-related. If a "survey" is not placed in the appropriate context, it can easily be viewed as a "vote" on which benefits to keep or discard—which may be fine, if that is the school's intent. If, however, the survey is intended just as a quick "taking the temperature" point of reference and the results may or may not be seriously acted on, then you may be setting expectations that you have no intention or ability to meet.
Worse yet, in our current economic climate in which many schools are experiencing downsizing, freezes, etc., an offhand or ill-considered approach to this type of survey could cause a "sky is falling" panic among faculty and staff.
A few issues to consider:
1. Speak with your benefits broker first. There may be any number of ways your broker can suggest to reconfigure your benefits programs that will save you money while having relatively minor or indirect impact on employees (such as considering moving toward a high-deductible, consumer-driven healthcare plan; modifying waiting periods or co-pays).
2. Be clear about your purpose. Explain clearly whether employee opinions are being sought as general information (input) or, if the school is committing itself to acting directly on the results (a "vote").
3. Consider if something else should come first (i.e., education about benefits). Are the employees familiar enough with the benefits plans that are available to them to even comment on which ones they like or don't like? At many schools, the answer may be, "Not really." If this is the case at your school, you may consider a short campaign to educate employees about your current benefits offerings (such as with memos, e-mails, redistributing printed benefits brochures or packets, offering brown-bag lunches). This could be supplemented by providing an individual "benefits statement" to each employee. In addition, draw on the expertise of your broker and/or representatives of the insurance carrier, who are often available to come in to speak to groups of employees or meet one-on-one to answer employee questions or concerns about the specifics of their benefits plans.
By taking a few moments to think through consequences, potential next steps, what-ifs, and other alternatives, the school will be better able to ensure that any "surveys" help improve rather than diminish morale.
