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?
- Content Accuracy: SMEs ensure the training material is factually correct and up-to-date.
- Real-World Insights: They provide practical, real-life examples to make training relatable.?
- Contextual Relevance: SMEs help align training with the learners' roles and responsibilities.
Challenges of Working with SMEs
- Limited Time: SMEs are often busy with their primary responsibilities.
- Overload of Information: SMEs may provide more details than learners need, leading to content overload.
- 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
- Content Gathering:
- Google Docs, Microsoft Word, SharePoint.
- Content Review:
- Articulate Review 360, Adobe Acrobat (for PDF annotations).
- Meetings/Interviews:
- Zoom, Microsoft Teams, Google Meet (for SME interviews).
- Knowledge Capture:
- Snagit (screen capture), Loom (video capture).
- Project Management:
- Trello, Asana, or Monday.com for tracking tasks and deadlines.
Tips for Success with SMEs
- Build Rapport: Develop a strong working relationship by showing respect for their expertise.
- Be a Translator: Help bridge the gap between technical knowledge (from SMEs) and learner-friendly content.
- Clarify What’s "Need to Know": Help SMEs differentiate between essential content and "nice-to-know" details.
- Be Patient and Flexible: SMEs may have limited availability, so adapt your schedule when needed.
- 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.