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Hey, learning and development professionals! Let’s talk about teaming up with subject-matter experts (SMEs). Working with SMEs is an integral component of instructional design. It’s like a dynamic duo situation—a partnership—they bring the content expertise, and we bring the design skills. But hey, it’s not always smooth sailing. In some cases, there may be challenges. Below are some of the hurdles we might face, along with suggestions on how to leap over them.
First up, scheduling. Coordinating time with SMEs can feel like herding cats. But fear not! We can tackle this by having a clear and logical process in place.
Selecting Subject-Matter Experts
- Take the time to really get to know your subject-matter experts. Dive into their expertise, understand their backgrounds, and acknowledge their wealth of knowledge. Recognizing and respecting their expertise lays a solid foundation for collaboration.
- Pick an odd number of experts. This comes in handy if there’s a disagreement. No tie breakers needed here!
- Get everyone who will have input in the course to join the interviews. You want the entire team to be on the same page.
- Choose people who are at the top of their game and who are true job performance experts.
Planning Your Meeting
- Figure out the specific information you need to collect.
- Whip up a sample task list and/or task analysis as a reference for your SMEs. This will serve as a guide to help them understand what information you are (or are not) looking for.
- Have blank task analysis forms ready to roll and be completed during the interview session.
- Write down an agenda. This will allow you to streamline your meetings and help with time management. Time is precious, so let’s make it count!
- Practice your opening comments. There’s no need for a memorized script, just have some talking points at the ready so your SMEs see you are prepared and credible.
- Harness the power of technology to streamline workflows and keep everyone connected, no matter where they are. In today’s digital age, there’s no shortage of tools to facilitate collaboration—project management software, messaging apps, or file-sharing platforms, to name just a few.
Starting the Session
- Set the scene and define everyone’s role. Remember, you’re the training expert; they’re the content kings and queens.
- Pass out the agenda.
- Explain the process and how the meeting will flow.
- Share and discuss the sample task listing and/or task analysis.
- Keep it jargon-free. Let’s talk in terms everyone understands. For example, instead of calling it a task analysis, call it a step-by-step process or a standard operating procedure.
- Be flexible with the SMEs schedules, working styles, and preferences. Giving them the freedom to work in their own groove can lead to better results. SMEs might have their own way of doing things, and that’s okay.
During the Meeting
- Hold off on talking about course content until the job is fully analyzed and documented. First, we’re here to analyze what someone does in their job. Diving into how the content will be presented and applied right off the bat could send you off-track and derail you from the true purpose of the meeting.
- Keep the lines of communication wide open. Regular, clear, and simple conversations are essential to ensure everyone is on the same page. Make sure goals, expectations, and timelines are crystal clear to avoid any misunderstandings down the road.
- Ask SMEs questions about their job and confirm as needed. For example, you might say, “Walk me through the next step of conducting a sales call.”
- Avoid disagreeing with the experts! You chose them for a reason. If you’re unsure of their input, ask questions, seek clarification, or refer to the model.
- Vote if there’s a disagreement amongst the experts, but make sure everyone’s had their say first.
- Pause the discussion immediately if things move too fast or are confusing in any way. We need to understand all the information being shared.
- Summarize the details in your own words to be sure you fully understand all aspects of the job. Encourage the SMEs to offer corrections where needed.
Wrapping it Up
- Share the completed task analysis with all SMEs for a final check.
- Show gratitude for everyone’s time and input. A little thanks goes a long way and helps build positive relationships for future projects.
- Share the worksheets with other stakeholders and let them know their input is needed ASAP, not after the first draft of the course is complete.
- Encourage a culture of continuous learning and development within your team. Provide opportunities for knowledge sharing, training sessions, and access to resources. Investing in the growth and development of your SMEs benefits them as well as the entire team.
Working with SMEs is a vital component of the instructional design cycle. It can be a rollercoaster, but this process will help smooth out the ride. And if you’re hungry for more tips, check out Langevin’s Instructional Design for New Designers workshop. It’s packed with tricks of the trade and all the tools you’ll need to work effectively with any subject-matter expert!
Now, over to you. What’s your SME saga? Got any secret weapons for dealing with them? I’m all ears!
This article was first published October 3, 2016
