Map Your Current State (It's Probably Messier Than You Think)

Most organizations have a patchwork of severance approaches, not a unified policy. Before changing anything, understand what you're working with:

• How are COBRA subsidies currently structured? (percentage, duration, tied to tenure?)

• Different policies for voluntary vs. involuntary exits? Executives vs. general workforce?

• Where does severance language live? (agreements, handbooks, offer letters, RIF packages)

• Your constraint: Enterprise (5,000+ employees) typically can't change mid-RIF. Smaller companies have more flexibility.

This mapping usually takes 1-2 weeks and surfaces surprises. Better now than during implementation.

Build Your Internal Coalition Early

Policy changes succeed or fail based on politics, not policy. Get your champions aligned early:

Essential allies:

• Benefits leader - Drives coordination with When and internal teams

• Legal/GC - Reviews compliance, approves language

• Finance/CFO - Quantifies ROI, champions at executive level

• HRIS/IT - Handles data integration

Address common friction upfront:

• "Can't change mid-RIF" → Position as prep for future or continuous improvement for turnover

• "Legal won't approve" → Share Fisher Phillips opinion immediately

• "Will upset employees" → Show employee savings data from implementations

• "No bandwidth" → Detail actual requirements (less than they think)

Pro tip: Find an executive champion who's dealt with COBRA costs personally, through a RIF or renewal shock. Personal experience creates urgency.

The Legal Review: How to Make It Fast

Legal reviews don't take months. Most delays happen because attorneys lack information upfront.

Provide immediately:

• Fisher Phillips legal opinion (validates COBRA compliance)

• Template severance language (When provides)

• One-page summary of how it works

• Specific questions you need answered

Timeline: With materials upfront, 1-2 weeks. Beyond three weeks means something's stuck, schedule a call to unblock.

Update Documentation Strategically

Don't overhaul everything at once. Start with what matters:

Phase 1 - Core documents (Must-have, Week 1)

• Standard severance agreement template

• Executive agreement (if different)

• Separation letter mentioning When Benefit

Phase 2 - Supporting materials (Nice-to-have, later)

• Employee handbook updates

• Manager offboarding guide

• FAQ documents

When provides Phase 1 templates. You customize to match your terminology. Most organizations complete this in one week post-legal approval.

Quick-start option: For upcoming RIFs, implement just for that population without changing standing policy. Pilot first, then roll out broadly.

Communicate the Change Strategically

Sequence matters:

1. Internal stakeholders first - Brief HR, managers, legal, finance before employees hear anything

2. Employee-facing materials - Focus on better options and savings, not cost-cutting

3. Timing - Don't announce during layoff rumors. Announce well before or during actual separation conversations

4. For active employees - No need for detailed briefings unless changing comp broadly. It becomes relevant when they separate.

What the Timeline Actually Looks Like

Based on hundreds of implementations, here's the realistic timeline for organizations moving from decision to launch:

Week 1-2: Discovery and alignment

• Map current severance structure

• Build internal business case

• Identify stakeholders and champions

• Schedule kickoff with When team

Week 2-3: Legal review

• Provide Fisher Phillips opinion and templates to legal counsel

• Address questions and concerns

• Finalize severance agreement language

• Get legal approval

Week 3-4: Documentation and setup

• Update core severance documents

• Customize When Benefit parameters (amount, duration, reimbursement method)

• Configure HRIS integration for data flow

• Prepare manager and HR communication materials

Week 4: Launch preparation

• Brief HR team and key managers

• Test data integration

• Confirm processes for triggering When outreach

• Finalize internal and external communication

Total timeline: 3-5 weeks from decision to ready for deployment

The fast-track option: Organizations with urgent needs (imminent RIF, fiscal year pressure) can compress this to 2 weeks by running legal review and documentation updates in parallel. It requires daily check-ins and pre-commitment from all stakeholders, but it's absolutely doable.

What Actually Takes Time (And What Doesn't)

Fast parts:

• Legal review (with right materials): 1-2 weeks

• Documentation updates: 1 week

• Platform configuration: 2-3 days

Slower parts:

• Getting everyone scheduled: 1-2 weeks

• Internal consensus building: Ongoing

• Manager enablement: Plan for 2-3 sessions

• Cultural acceptance: 3-6 months post-launch

The mechanics are straightforward. Change management is where you earn your money—but it's worth it.

When to Pull the Trigger

Some organizations wait for the "perfect moment." It doesn't exist.

Good timing:

• Start of fiscal/calendar year

• After renewal with premium shock

• 90+ days before planned RIF

• After successful pilot with specific group

Complicated timing:

• During active RIF execution

• Right after layoff bad PR

• When leadership is distracted by other priorities

The reality: Every month you wait is another month of inflated COBRA costs. The best time is usually now.

The Bottom Line: It's a Project, Not a Transformation

Changing your severance policy to include the When Benefit is a 3-5 week project with immediate ROI. It's not a transformation, it's a discrete initiative with clear deliverables.

We get it: For many organizations, this may be the first time you've touched your severance policy in years—maybe ever. It's new territory, and that can feel uncomfortable. But that's exactly why we've built this process to be guided and repeatable. We do this every day. You don't need to figure it out alone.

You've changed vendors and updated policies before. This is no different. Except the ROI typically shows up in the first quarter.

Ready to start? Schedule a consultation to talk through your specific situation and build your implementation roadmap. We'll show you exactly which steps apply to your organization and what you can skip.