HR Trends

With the social-distancing needs of the COVID-19 pandemic, employers may be wondering what benefits enrollment will look like in 2020. For many employers, virtual enrollment methods are replacing face-to-face meetings. According to a recent employer survey, virtual enrollment is expected to double this year. In this episode, benefits experts Shawn Ferguson and Richard Shaffer provide insights for employers.

Top takeaways 

• Before implementing a virtual enrollment strategy, make sure your organization has an online platform and a plan to engage employees on this platform. [03:45]
• Mandatory group enrollment meetings can be held virtually using a variety of methods. These meetings are important for educating employees about their benefits offering, including additions or changes to coverage. [04:02]
• Employees are more likely to research and learn about their benefits when an active decision-making process is applied. [05:01]
• Present a comprehensive benefits package in a logical order, and make sure employees have a consistent experience in all benefits communications and across platforms. [05:33]
• Employees will have very specific questions this enrollment season, as the pandemic has made workers more worried about their financial fragility. [08:00]
• Virtual tools have seen rapid adoption since the COVID-19 outbreak. Some insurance carriers and brokers have retooled and reinvented benefits communication and enrollment to approximate a face-to-face experience in a virtual ecosystem. [09:03]
• For the average American worker, benefits enrollment and selection is going to be the one of the most significant financial decision they make over the course of the year. [13:21] 

Featured speakers

Shawn Ferguson
Senior Vice President, Voluntary Benefits, Acrisure

Shawn is the SVP of Voluntary Benefits at Acrisure, one of the world's top 10 insurance brokerages and the fastest growing in the world over the past six years. He is responsible for implementing successful voluntary benefits strategies for Acrisure across the U.S. For the past 15 years, Shawn has worked solely in the voluntary benefits and enrollment segments of the industry. He oversaw the voluntary benefits and enrollment division at Alltrust, where he worked closely with brokers and account managers to make voluntary benefits part of the agency’s culture and strategy. Shawn attributes his success to using a carrier-agnostic approach to find the best solutions for each individual client. 

Richard Shaffer
Senior Vice President, Field and Market Development, Colonial Life 

Richard Shaffer is the Senior Vice President of Field and Market Development for Colonial Life. He oversees corporate strategy and planning, business development and the teams leading the company’s enrollment, client management and retention programs. Richard has held various positions throughout his 22 years with the company. Prior to joining the company in 1998, he worked as a family therapist — his knowledge of family dynamics has helped his approach to employee benefits communication and enrollment. Richard holds a master’s degree in marriage and family therapy from East Carolina University and a bachelor’s degree in psychology from George Mason University.

More resources

How the pandemic is reshaping employee benefits
Listen now

How the pandemic has revolutionized benefits – and the workplace
Read the report

Unum surveyed 400+ employers in early June to ask how the pandemic was impacting their benefits, leave and enrollment planning. We found that big changes are coming — and they could be permanent. In today’s episode, Sharlyn Lauby, Rob Hecker and Ellen McCann discuss the survey findings, and how the pandemic is fundamentally reshaping the workplace and employee benefits.

Top takeaways

• 56% of employers will allow flexibility to work from home even after the pandemic. Employers are starting to ask paradigm-shifting questions like, “What does work from home 2.0 look like? What are the implications for our culture and how we innovate?” [02:05]
• Paid leave is on the rise: 44% of employers probably or definitely will expand paid leave benefits in the coming year. Employers have learned that unpaid FMLA leave was insufficient to meet the magnitude of the COVID-19 emergency. [06:00]
• More than half of employers are changing their benefits plan. As the pandemic proceeds, we can expect behavioral health issues to emerge around anxiety, depression, issues of isolation, elder or child care, and financial stresses. Employers are starting to plan, by developing programs and services to help employees better cope — and even thrive. [08:11]
• Mental health claims and leave requests may be on the rise. Employers should not feel that “it’s business as usual now.” They should understand that, while employees may have been able to juggle things for the last few months, they may not be able to do that for long. Employers have to remain flexible and nimble. [12:33]
• Read the report here. 

Featured speakers

Sharlyn Lauby
President, ITM Group Inc., author of HR Bartender

Sharlyn Lauby is the author of HR Bartender and president of ITM Group Inc., a Florida-based training and human resources consulting firm focused on helping companies retain and engage talent. Prior to starting ITM Group, Sharlyn was Vice President of Human Resources at Right Management Consultants, one of the world’s largest organizational consulting firms. She has designed and implemented highly successful programs for employee retention, internal and external customer satisfaction, and leadership development. Publications such as Reuters, The New York Times, ABC News, and The Wall Street Journal have sought out her expertise on topics related to human resources and the workplace. Sharlyn launched HR Bartender to provide a “friendly place for everyday workplace issues.” It’s been recognized as one of the Top 5 Business Blogs Read by HR Professionals by the Society for Human Resource Management (SHRM). She is the author of the best-selling books “Manager Onboarding: 5 Steps for Setting New Leaders Up for Success” and “The Recruiter’s Handbook: How to Source, Select, and Engage the Best Talent.”

Robert Hecker
Vice President, Global Total Rewards, Unum

Rob Hecker is currently the Vice President of Global Total Rewards, responsible for Unum’s health, medical and retirement plans, well-being strategies and compensation and rewards programs. Prior to moving into his current role, Rob was the Vice President of National Client Group Services, responsible for developing client service delivery strategies for Unum’s 2000+ employees customer segment. His areas of responsibility included client management strategy, new customer implementation, premium collections, contract services and administrative management services. 

Episode 16 (June 16, 2020)

Best practices in COVID-19 return-to-work planning

Melissa K. Peters, Special Counsel at Littler Mendelson, shares key insights into the law firm’s recent COVID-19 Return-to-Work Survey of 1,000 employers across the U.S. She discusses best practices and key strategies for employers to keep in mind as they build and implement a return-to-work plan.
 
Top takeaways

• The CDC has been the default guidance throughout this time, but businesses should also carefully follow and adhere to any regulations or orders from the state, county or city where they are located. [01:55]
• Employers have a key concern around leave of absence entitlements. Summer brings childcare issues and this will likely impact employees who need to return. [03:41]
• The “general duty” clause is the primary OSHA regulation employers are following. OSHA requires employers to provide a safe and healthy environment and to protect against a “serious hazard” — i.e., exposure to COVID-19. [05:25]
• Employers can keep rigorous notes on all the measures they are taking to keep employees safe — keeping contact tracing logs, cleaning logs, and so on. They can also consider implementing a daily walkaround. High-hazard industries do “site walks,” which can be as simple as walking around the office or facility to make sure all the social distancing measures are being put in place, with an eye on potential lawsuits or liabilities. [07:17]
• Learn more about the Littler Mendelson survey report here. 

Featured speaker:

Melissa K. Peters 
Special Counsel at Littler Mendelson 

With an in-depth understanding of the regulations that apply to safety and health in the workplace, Melissa K. Peters assists employers in complying with these requirements and provides counsel surrounding workplace incidents. Her primary focus is on California Occupational Safety and Health Administration (OSHA) matters. Previously, while at Cal/OSHA, she regularly advised on enforcement and investigation-related matters and represented the Division in administrative appeals and third-party litigation arising from workplace fatalities. She worked closely with Cal/OSHA’s High Hazard, Research and Standards, Labor Enforcement Task Force, and Elevator units, and handled numerous cases involving workplace violence, heat illness and bloodborne pathogens.

We have pivoted our program, this week, to address the situation unfolding in the U.S. right nowand the social injustices that have been part of our society for centuries. This is a traumatic time for people of color in the workplace, and it requires all of us to engage. How can we lead by example in inclusion and diversity? What courageous conversations can we or should we be having?

 Top takeaways

• The three Es of inclusion are: 1) Equitable: Be fair, 2) Engaging: Be inviting, and 3) Exemplary: Be an example. Having a diverse organization is not enough; leaders must be inclusive when providing opportunities to contribute and succeed. [03:50]
• Reverse mentoring is a powerful way to spark courageous conversations within organizations. [08:08]
• Leaders and managers need to face uncomfortable conversations. To allow breakthroughs, be vulnerable, and allow teammates the psychological safety they need to learn and take risks. [09:09]
• Be mindful of the trauma people are going through in the workplace. Ben-Saba Hasan, Chief Diversity & Inclusion Officer of Walmart, equates mental trauma with physical trauma. If we can make a psychologically safe space at work, we can also create a space for healing. [10:19]
• Lean into this and take ownership. Employees are watching and expecting accountability. [11:56]
• Start today, take small steps. It doesn’t have to be perfect, but those small decisions will make all the difference. [16:36]

Resources:
Start with your employees: Look internally for opportunities like reverse mentoring, building employee resource groups, or reaching out to new people to engage with. 

CEO Action for Diversity and Inclusion
Code Switchpodcast by NPR
Inclusion: Diversity, The New Workplace & The Will to Change, Jennifer Brown
Between the World and Me, Ta-Nehisi Coates
The Fire Next Time, James Baldwin
The Hate U Give,Angie Thomas
What If?: Short Stories to Spark Diversity Dialogue, Steve L. Robbins
Simple Justice: The History of Brown v. Board of Education and Black America's Struggle for Equality, Richard Kluger

Featured speakers
Wade A. Hinton
Vice President, Global Inclusion and Diversity at Unum

Wade Hinton is passionate about leadership as a force for good, for all. He’s on a mission to make leaders, organizations and communities appreciate the power of inclusion. Whether it’s embedding inclusion into the operations of a global company with more than 10,000 employees or serving as the chief legal officer for a city leading the nation in innovation, Wade loves working with organizations to help them address strategic issues that impact people and performance. Wade is recognized as a leader locally and nationally for his work as a lawyer, business leader and diversity champion.

Tim Arnold
President & CEO, Colonial Life and 
Executive Vice President, Voluntary Benefits, Unum Group

Tim Arnold was named executive vice president, voluntary benefits, and president, Colonial Life in February 2020, responsible for shaping an enterprise-wide approach to voluntary benefits while continuing to lead Colonial Life. Arnold previously served as executive vice president, president and chief executive officer, Colonial Life. 

What can HR organizations do to help employees with their emotional well-being? In Part 2 of our conversation, two wellness experts — Dr. Kristen Lee, Ed.D., LICSW, an award-winning behavioral science professor, clinician and author, and Unum’s Laurie Mitchell —discuss how organizations can help inspire a culture of resilience. 

Top takeaways

• Have you listened to Part 1 yet? Listen here.
• Before the coronavirus pandemic, there were many concerning indicators around mental health globally. [02:21]
• Research is showing that resilience happens within a community. Organizations can create “a culture of health thinking and health giving,” where each person feels they are cared for. [04:06]
• In the Strong Minds at Work Report published by Unum last year, a disconnect emerged. When asked “what mental health resources are available at your company,”  [06:56]
• Role modeling can be a powerful way to educate about mental health. [12:21]
• Mental health first aid training programs, by organizations such as the National Alliance on Mental Illness (NAMI), are another way to provide support for the workforce. [13:22]

 Resources:

• Book:Mentalligence: A New Psychology of Thinking: Learn What it Takes to Be More Agile, Mindful and Connected in Today's World, 50% off affinity discount for podcast listeners. Select the "Buy from us" button and type in code “Resilience2020.” 
• Course:Cultivating Resilience Through Crisis, free and on demand during May 2020
• Report (PDF download): Mental Health in the Workplace, May 2020 Update
• Active Minds
• Caring for Coronavirus Anxiety, a project by Shine
• Harvard/McLean Hospital, mental health resources
• American Society of Suicide Prevention

Featured speakers
Dr. Kristen Lee
Behavioral science professor, clinician and author

Dr. Kristen Lee, Ed.D., LICSW, known as “Dr. Kris,” is an award-winning behavioral science professor, clinician and author. As the Lead Faculty for Behavioral Science at Northeastern University, Dr. Kris’s clinical, research and teaching interests include individual and organizational well-being and resilience. She is the author of RESET: Make the Most of Your Stress, winner of the Next Generation Indie Book Awards Motivational Book of 2015, and Mentalligence: A New Psychology of Thinking: Learn What it Takes to Be More Agile, Mindful and Connected in Today's World. She is the host of Mentalligence Radio and her Ted talk, The Risk You Must Take,has over 309,000 views.

More resources:
Ep. 13: Mental well-being in the age of COVID-19, Part 1
Listen now. 

Dr. Kristen Lee, Ed.D., LICSW, is an award-winning behavioral science professor, clinician and author. To coincide with Mental Health Awareness Month, we bring together Dr. Lee and Unum’s Laurie Mitchell for a two-part discussion about mental well-being and resilience. 

Key takeaways

• The World Health Organization has classified “burnout” not just as a mental health issue but as a workplace condition. The uncertainty of the current pandemic is making burnout even more of a risk. [02:17]
• In resilience research, the term “protective factors” is used to explain practices in our daily lives that nourish and edify us. Many of these routines have been disrupted during the coronavirus pandemic. [04:47]
• Despite the challenges, modern brain science shows we are a species wired for adaption. We have a lot within our control that can help us, such as nutrition, hydration, proper sleep and getting out in nature. [06:25]
• Be aware of your “reserve capacity.” We need what are called “break rituals.” Scientifically grounded self-care is about deliberate attention to mind and body. All these actions have a cumulative effect. Make deposits of self-care into your own bank to sustain yourself through complexity. [09:12]
• Employers should encourage this personal self-care, but also make sure employees are aware of the resources available to them, such as employee assistance programs (EAPs), counselling, apps that can support traditional care, and behavioral health teleservices. [14:52]

Resources: 

• Book: Mentalligence: A New Psychology of Thinking: Learn What it Takes to Be More Agile, Mindful and Connected in Today's World, 50% off affinity discount for podcast listeners. Select the "Buy from us" button and type in code “Resilience2020.” 
• Course: Cultivating Resilience Through Crisis, free and on demand during May 2020
• Report[A1] (PDF download): Mental Health in the Workplace, May 2020 Update
• Active Minds
• Caring for Coronavirus Anxiety, a project by Shine
• Harvard/McLean Hospital, mental health resources
• American Society of Suicide Prevention
• On May 26, tune in to Part 2 of this episode: Organizational approaches to mental well-being.

 Dr. Kristen Lee
Behavioral science professor, clinician and author

 Laurie Mitchell
Assistant Vice President, Global Wellbeing & Health Management at Unum

More resources:
Report: Mental Health in the Workplace, May 2020 Update 

Ep. 9: Improving financial wellness during COVID-19
Listen now

Get in touch:
[email protected]
(207) 200-6685

Jeff Nowak is one of the leading employment attorneys in the United States and the author of the highly regarded FMLA Insights blog. He joins Unum’s Ellen McCann to walk employers through key considerations for maximizing health and safety when building a return-to-work strategy. We discuss everything from creating a health assessment, to flexibility, masks, and the importance of building a robust communication plan.

Key takeaways

• Health assessments are a non-invasive way of having a conversation with your employees about their ability to return to work. You can ask about symptoms, positive tests, their proximity to or whether they are caring for someone with symptoms or a diagnosis. You can also ask about recent travel. [01:42]
• You have many important decisions to make: Are you going to do assessments before employees come back to work, or before they set foot on the property? How will you administer tests? How can you do this in a way that most protects your employees’ privacy? [04:00]
• You should expect some apprehension from your employees. Remember, this event is the first of its kind in a lifetime. Accept that fact — and engage in discussions with your employees. Let employees know what you’ve done to ensure a safe environment and share this in your communication plan. [06:12]
• Even though people are going back to work, social distancing is still required. Very few workplaces are going back at 100% capacity. This means employers may be able to be more flexible in offering remote work options than in past. [09:16]
• From a practical and legal standpoint, it’s important to follow state or local requirements when it comes to face coverings or masks. For employees who can’t wear masks, engage in a discussion of what you could do to help them perform their job. [11:21]
• Prepare a robust return-to-work communication plan. Focus on the physical spacing of the workplace and what’s required of the employee in terms of masks, hand washing, social distancing, and so on. [13:52]
• Check out Jeff Nowak’s blog, FMLA Insights,for more great guidance. 

 Jeff Nowak, Shareholder, Littler Mendelson 

Jeff Nowak is a shareholder for Littler Mendelson, P.C., the world’s largest employment practice representing employers. He is a recognized leader on FMLA and ADA issues, helping employers develop comprehensive strategies to achieve compliance with employee leave and accommodation issues. He is also the author of the highly regarded FMLA Insights blog, which has earned him entry into the ABA Journal’s Blogger Hall of Fame. Nowak is a highly sought-after speaker on FMLA/ADA issues, most notably serving on the faculty of the National Employment Law Institute (NELI) and a frequent speaker for the Disability Management Employer Coalition (DMEC).

 More resources: 

Ep. 11: State and municipal legal considerations for COVID-19 return-to-work
Listen now

Ep. 10: The ADA, COVID-19 and return-to-work planning
Listen now

Get in touch:
[email protected]
(207) 200-6685

Legal experts Ellen McCann and Daris Freeman break down state and municipal considerations when planning return-to-work amid the COVID-19 crisis. Many states are in the process of opening up for non-essential work and have issued some strict guidelines around how employers should go about bringing employees back. Certain cities and counties also have their own requirements. Be sure to do your homework – and check out the resources we link to below. 

Key takeaways

• Make sure you’re up to date with all the government mandates or requirements. States have various laws that will govern how you bring employees back. And don’t stop just to look at the state; certain cities and counties have their own requirements. [01:38]
• Keep other considerations in mind. For example, the Warn Act requires employers to give certain notices to employees who are going to be laid off. There are state versions, as well. These laws have been changed in the face of COVID-19. [03:18]
• Look at changes in the Workers Comp arena for essential businesses. [04:28]
• What are the wage and hour requirements that will apply to you as you bring employees back? Are you obligated under state law to pay for personal protective equipment? Are you obligated to pay employees to do health screenings at home or when they get to your worksite? Know the wage and hour implications. [04:59]
• Several states and individual jurisdictions have passed leave laws specific to COVID-19. Many are in response to what happened at a federal level — for example, San Francisco, Los Angeles, and San Jose passed laws related to larger employers not subject to the new federal law. Some are specific to certain industries. [06:31]
• Many of the states that have existing paid sick laws have issued guidance or amended existing laws — for unpaid leave as well as paid sick leave. That guidance provides additional leave that was not provided before. Employers need to look into these laws and know how they can be applied. [08:02]
• Unum has state leave law updates on our website. Law firms are also putting up free summaries. Ellen McCann references the resources that the law firm Littler Mendelson has created for employers, viewable here. [09:41]

Daris Freeman
Assistant Vice President, Legal Counsel, Unum 

As Assistant Vice President, Legal Counsel for Unum, Ms. Freeman’s primary responsibility is to support Unum’s Absence Management Center, which administers FMLA, paid leave, ADA and over 200 complementary state laws. Ms. Freeman partners with the operation and their clients to develop compliant solutions for their unique absence management challenges. Most recently, Ms. Freeman’s time has been dedicated to the paid leave landscape, implementing solutions for customers and working with state agencies on development of their programs.

 More resources:
State Leave Laws Updates
Read more

Ep. 8: How does COVID-19 impact the ADA?
Listen now

As many U.S organizations plan for the return of employees to worksites, legal experts Ellen McCann and Tamika Newson weigh in on various legal considerations. We review recent statistics from a Unum survey that shows how employers are facing this issue, with a third of employers saying they do not yet have a plan in place. We then dive into regulatory considerations, practical questions and contingency planning. 

Key takeaways

• As recently as April 23, the EEOC shared guidance stating that employers can ask for a COVID-19 test before they allow workers to return. Employers can also require fitness-for-duty tests, ask workers to wear masks or ask them to stay at home if they are unwell. [05:01]
• Consider your documentation strategy: If you are going to ask a series of questions, such as symptoms or family exposure or recent travel, where is that documented? It needs to be confidential. [07:03]
• Who will ask these questions? Do you want it to be HR, a dedicated response team or a third-party vendor? [07:42]
• Build a game plan for all the scenarios that could come out of this. Do you want to do testing? What sort of testing? What will you do if employees don’t take a test? Or if they test positive but refuse to leave the worksite? [08:08]
• What are you going to require for each individual to return to work — and how are you going to ensure it is consistent? Be wary of making assumptions about employees, such as saying we’ll only bring back “young and healthy” people first. [08:59]
• Best practices include building a dedicated response team that will deal with return to work. It’s advisable to have someone on that team who can give employment law advice. You’ll need to address issues with testing and consistency in how you treat employees, while taking into consideration all the other applicable laws, such as Title VII and local governmental orders. [10:49]

Ellen McCann
Assistant Vice President, Legal Counsel at Unum’s Employment Law Group

Tamika Newson
Assistant Vice President and Legal Counsel, Unum's Employment Law Group

 
More resources: 

EEOC Guidelines

Check out the latest FAQs from the EEOC.
Read more

 Ep. 8: How does COVID-19 impact the ADA?
Listen now

Get in touch:
[email protected]
(207) 200-6685

Investment expert Carl Gagnon discusses how HR teams can discuss financial wellbeing with employees during the COVID-19 pandemic. As AVP of Financial Wellbeing and Retirement Programs at Unum and a thought leader who regularly speaks at industry conferences, Carl brings a calm perspective and decades of expertise. He reminds us of the big picture vision and explains how employers can talk to employees about the resources available to them, such as a 401K provider or their own benefits portal. 

Key takeaways

• Employers who have a 401(k) or financial well-being program have built those with care. Now is the time to share those resources with your employees. [01:22]
• Don’t make investment choices based on emotion or reactions to the market. [03:00]
•  If you’re close to retirement age, and if your employer offers tools and resources — especially third parties — reach out to them. They have financial planners who can help you work through this. [04:56]
• Lean into the volatility. Some employees may be saving money by not driving to work, eating out, etc. Take some of that excess money and reinvest or build some emergency savings. [07:18]
• If you have reduced income, use the resources available to you. Take stock of what you have and talk to your creditors and vendors about deferring payments. There are programs available to help. For example, Defined Contribution programs may have loan features. Student loan forgiveness programs may be available, including federal student loan deferment. [08:40]

Carl Gagnon
AVP Financial Wellbeing & Retirement Programs, Unum

Carl Gagnon is responsible for the day-to-day operations, regulatory oversight and compliance of the Unum global financial well-being and retirement programs which include their Defined Benefit, Defined Contribution and Non-Qualified retirement plans and various flex benefit programs within its international operations. Unum employs approximately 11,000 employees worldwide with key U.S. locations in Chattanooga, TN; Columbia, SC; Portland, ME and Worcester, MA. Globally, Unum has operations in England, Ireland and Poland. Carl is also involved with developing, implementing and aligning these global retirement program designs with the overall business objectives of Unum and serves as a key partner in the implementation of the strategy, design and investment structure for these financial benefit programs. Carl has 25 years’ experience in various HR and Benefit positions, including benefit strategy, managing corporate benefit programs as well as implementing administrative systems to manage these plans. Prior to joining Unum in 2005, Carl worked in similar roles with Apogent Technologies, Thermo Fisher Scientific and in the Taft Hartley benefit field. He holds a CEBS certification, is a Fellow in the American College of Healthcare Administrators and is a member of Society for Human Resources Management and the International Foundation of Employee Benefit Plans.

More resources:
Making Remote Work
Navigating well-being and productivity during a global pandemic. Download. 

Get in touch:
[email protected]
(207) 200-6685