Training Skills

Working with Subject Matter Experts (SMEs)




Subject Matter Experts (SMEs) provide the expertise and insights you need to create accurate, relevant, and high-quality learning materials. Here's how to collaborate successfully with SMEs!


Who Are SMEs?

  • Subject Matter Experts (SMEs): Professionals with deep expertise in a specific field, topic, or process.
  • They play a critical role in providing content accuracy, technical knowledge, and real-world examples for your training program.

Why Are SMEs Important?

  1. Content Accuracy: SMEs ensure the training material is factually correct and up-to-date.
  2. Real-World Insights: They provide practical, real-life examples to make training relatable.?
  3. Contextual Relevance: SMEs help align training with the learners' roles and responsibilities.

Challenges of Working with SMEs

  1. Limited Time: SMEs are often busy with their primary responsibilities.
  2. Overload of Information: SMEs may provide more details than learners need, leading to content overload.
  3. Different Perspectives: SMEs may not always understand how to simplify content for learners.

Steps to Work Effectively with SMEs

1. Identify the Right SME

  • Who to Choose:
  • Someone with expertise in the subject area.
  • A person who understands the audience’s needs and can communicate effectively.
  • Tip: Check with managers or leadership to identify SMEs with relevant knowledge and availability.

2. Clearly Define Roles and Expectations

  • Explain the SME’s role in the training process:
  • Provide expertise and guidance.
  • Review and validate training materials.
  • Share real-world scenarios or examples.
  • Set Expectations Early:
  • Deliverables: What you need from them (e.g., raw content, examples, feedback).
  • Deadlines: Clear timelines for their input.?

3. Prepare for SME Meetings

  • Respect their time by coming prepared:
  • Review the topic in advance.
  • Prepare a list of specific questions or gaps you need their help with.
  • Bring outlines or templates for them to follow.
  • Example Questions to Ask SMEs:
  • "What are the most important things learners need to know about this topic?"
  • "Can you provide examples of how this concept is used in real-life situations?"
  • "What common mistakes or challenges do learners face in this area?"

4. Use a Structured Approach for Content Gathering

  • Provide SMEs with tools/templates to organize their input:
  • Content Outlines: Break down topics into modules, lessons, and subtopics.
  • Questionnaires: Use structured forms to gather key details.
  • Interviews: Conduct recorded Q&A sessions for reference later.
  • Examples: Share examples of completed training materials to guide them.

5. Focus on the Learner’s Perspective

  • Help SMEs tailor their expertise for the learners by asking:
  • "What does the learner absolutely need to know to perform this task or solve this problem?"
  • "How can we simplify this concept for beginners?"
  • Avoid information overload by encouraging them to focus on practical application over theory.

6. Simplify Content Collaboration

  • Use tools to streamline the content review process:
  • Google Docs/Word: For collaborative writing and feedback.
  • LMS Authoring Tools: Allow SMEs to directly edit or suggest changes in tools like Articulate Rise or iSpring.
  • Content Review Platforms: Tools like Review 360 or SharePoint simplify collaboration and version control.

7. Provide Guidance on Instructional Design

  • SMEs may not know how to structure content for learning. Offer guidance on:
  • Chunking Information: Break down content into small, digestible modules.
  • Learning Objectives: Ensure content aligns with clear objectives (e.g., "At the end of this module, learners will be able to…").
  • Interactive Elements: Ask for ideas on scenarios, case studies, or quiz questions.

8. Review and Revise Content Together

  • Conduct content reviews with the SME to ensure accuracy.
  • Tips for Effective Reviews:
  • Focus on one module or section at a time.
  • Ask SMEs to review for accuracy and relevance (not formatting or design).
  • Provide clear feedback and highlight areas needing clarification.

9. Respect Their Time and Expertise

  • Time-Saving Tips:
  • Consolidate your questions or requests to minimize back-and-forth communication.
  • Avoid multiple long meetings; schedule short, focused sessions instead.
  • Share progress updates to show how their input is shaping the training.
  • Show Appreciation: Acknowledge their efforts and expertise with a thank-you message or recognition from leadership.

10. Test the Content Together

  • Once the course or training material is ready, involve SMEs in a pilot run:
  • Validate whether the course meets learning objectives.
  • Ask for their feedback on scenarios, examples, and overall content quality.
  • Incorporate any necessary adjustments.

Tools for Collaborating with SMEs

  1. Content Gathering:
  2. Google Docs, Microsoft Word, SharePoint.
  3. Content Review:
  4. Articulate Review 360, Adobe Acrobat (for PDF annotations).
  5. Meetings/Interviews:
  6. Zoom, Microsoft Teams, Google Meet (for SME interviews).
  7. Knowledge Capture:
  8. Snagit (screen capture), Loom (video capture).
  9. Project Management:
  10. Trello, Asana, or Monday.com for tracking tasks and deadlines.

Tips for Success with SMEs

  1. Build Rapport: Develop a strong working relationship by showing respect for their expertise.
  2. Be a Translator: Help bridge the gap between technical knowledge (from SMEs) and learner-friendly content.
  3. Clarify What’s "Need to Know": Help SMEs differentiate between essential content and "nice-to-know" details.
  4. Be Patient and Flexible: SMEs may have limited availability, so adapt your schedule when needed.
  5. Keep Communication Open: Regularly update SMEs on progress and how their contributions are making an impact.

Common SME Pitfalls (and Solutions)

| Challenge | Solution |
|-----------------------------------------|---------------------------------------------------------------------------------------------|
| SME provides too much information. | Guide them to focus on key learning objectives and relevant examples. |
| SME has limited availability. | Schedule short, focused meetings and provide clear templates to save their time. |
| SME struggles to simplify content. | Act as the "translator" to break down technical language into learner-friendly terms. |
| Feedback is vague or unclear. | Provide specific questions or review forms for more structured input. |
| SME delays deliverables. | Use project management tools (Trello, Asana) to track deadlines and send reminders. |


Things to Remember

Working with SMEs requires clear communication, effective tools, and a collaborative mindset. By respecting their time and expertise while providing guidance and structure, you can create high-quality training materials that achieve both accuracy and learner engagement.


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