Open enrollment may still be weeks away, but the work to support it often starts long before the official launch. Each year brings new materials, shifting deadlines, and increased expectations for clear communication in multiple languages.
Early planning around outreach, translation, internal coordination, and vendor support can help reduce stress later and improve how your organization connects with the communities it serves.
Review What Worked Last Year
Start by looking at last year’s open enrollment cycle. Which translated materials were requested most often? Which ones were actually used during outreach?
It’s also helpful to pinpoint where things got off track. If certain files were delayed or if teams struggled to get content approved on time, those are areas to flag early. These insights can guide this year’s priorities and help you set more realistic timelines for updates and approvals.
Identify High-Priority Materials
Not everything needs to be rebuilt from scratch. Take stock of the materials from last year and decide what can be reused, what needs updates, and what should be created new.
Focus first on the items that will be sent out early in the enrollment period or shared most widely. If certain pieces need translation into multiple languages, move them to the front of the line. The earlier you identify these priorities, the easier it becomes to manage review, approvals, and delivery.
Plan for Multilingual Outreach
Every outreach effort should reflect the languages spoken in the communities you serve. Use updated data to confirm which language groups are most active in your area, then plan messaging accordingly.
Consider what needs to be translated across platforms—social posts, mailers, call center scripts, and public notices all play a role. If you’re hosting events or running an enrollment hotline, make sure interpretation is available and promoted in advance so people know how to access support.
Get Internal Teams Aligned Early
A successful open enrollment season depends on clear coordination across teams. Make sure staff are aware of updated messaging, timelines, and any changes to materials that affect their role.
Share access tools or reference guides so everyone knows how to request translation or interpretation when needed. If there were any workflow issues last year, this is a good time to address them and offer short refreshers to keep things running smoothly.
Check in with Your Language Services Partner
As open enrollment approaches, make time to reconnect with your language services provider. Confirm they have the capacity to support your timelines and the types of materials you plan to share.
Give them a heads-up on expected volume, deadlines, and any updates to tone or formatting preferences. Sharing this early helps avoid last-minute confusion and keeps projects moving when things get busy.
Set the Pace Now for a Smoother Enrollment Season
Planning ahead gives your team more control, fewer last-minute scrambles, and a stronger foundation for reaching the communities you serve. When language access is part of the early planning process, it’s easier to meet deadlines, stay organized, and communicate clearly across every channel.
Propio works with healthcare organizations and public agencies to support open enrollment with language services that are timely, accurate, and built around real-world needs. Now is the time to get ready.
