The SME Connection: Your Roadmap to Success

Strong learning starts with strong partnerships, and the most important partnership in corporate training is the one between instructional designers and subject matter experts. When that relationship is grounded in clarity, respect, and a shared destination, projects move faster, learners perform better, and teams waste less time debating tools or chasing edge cases. The heart of this approach is simple: define outcomes before assets, reduce friction with a steady cadence, and translate expertise into realistic practice that mirrors the job. This post dives into a practical route that any instructional designer can adopt: set roles and scope, gather just enough real-world input, keep check-ins short and predictable, design for action instead of recall, and speed reviews with clear criteria. With a few small shifts in behavior and language, you can turn complex projects into calm, focused sprints that ship on time and build trust.

Begin by setting the destination and assigning ownership. Clarity on who owns learning design and timeline, who owns technical accuracy and feasibility, and how decisions will be made prevents rework and turf wars. Name the learner, the job tasks they must perform, and the signals of success—accuracy, time, and satisfaction are simple and strong. This moves the conversation from “what content should we include?” to “what change in behavior should we see?” Keep scope light by starting with the most common situations; save rare exceptions for later releases or coaching. Narrowing focus speeds delivery, surfaces early wins, and builds goodwill. When SMEs see that your plan protects their time and keeps the goal in sight, they’re more likely to respond quickly and offer relevant input. The project becomes a shared drive rather than a tug-of-war over features or formats.

Next, scout the terrain like a journalist. Send a short prenote that outlines who the learners are, a draft goal, and the topics you’ll cover. Ask for two or three artifacts—a checklist, a screenshot, a sample—because real materials anchor your design in the way work actually happens. Then use a simple question funnel: What are the key steps? What decisions matter most? Where do beginners slip? How do we spot it early? This funnel converts tacit expertise into teachable decision points and observable mistakes. It avoids vague “it depends” answers by focusing on the path novices need to walk. You don’t need a mountain of content to start; you need the few artifacts and insights that define the job’s core moves. That discipline keeps meetings tight, reduces back-and-forth, and gives you enough truth to craft scenarios that feel authentic to learners and SMEs alike.

With the map marked, lock in a meeting rhythm that protects momentum. Hold a 20–25 minute weekly check-in until the first draft is approved. End each touchpoint with three things: decisions made, owners, and due dates, and a three-line recap covering the goal, what’s due, and one open question. Written clarity prevents email spirals and lost decisions, and the recurring slot eliminates the scramble to schedule feedback. This cadence is light enough to avoid fatigue yet predictable enough to keep work moving. It also makes accountability kind: when responsibilities and deadlines are visible, nudges feel natural, not adversarial. Over time, this rhythm becomes a trust engine—SMEs show up prepared, you show up with progress, and the project advances without drama or rush.

Translate expertise into performance by designing practice that mirrors real work. Build around one real task and craft a scenario that looks and sounds like the job. Pair it with a tiny decision guide: if X happens, do Y; otherwise, do Z. Use authentic common mistakes as practice choices so learners can build judgment, not just recall procedures. Start simple, then layer complexity once the basics are mastered. This scaffolding prevents overload and accelerates confidence. It also gives SMEs a clear way to contribute: they can validate the scenario’s realism, refine the decision cues, and confirm the common errors. The result is training that transfers—the kind that shortens time to proficiency and reduces errors on the floor. When leaders ask for impact, you can point to concrete performance metrics tied to the defined destination.

Speed reviews with transparent criteria and timeboxed windows. Share a one-page checklist that covers accuracy, clarity, risk or compliance, learner fit, and policy alignment. Frame the review window with a friendly default—if feedback doesn’t arrive by a set time, the draft is approved to keep momentum. Use three small passes: alpha for structure, beta for content and clarity, and gold for final polish. Focused passes reduce cognitive load for reviewers and cut cycles. This structure also prevents the familiar trap of endless, unfocused edits that mix grammar tweaks with scope changes. 

🔗 Episode Links:

Please check out the resources mentioned in the episode. Enjoy!

The SME Connection Infographic

Working with Subject Matter Experts: The Ultimate Guide

📑 References:

Pappas, C. (2023, November 24). Working with subject matter Experts: The Ultimate guide. eLearning Industry. https://elearningindustry.com/working-subject-matter-experts-ultimate-guide

Photo by JESHOOTS.com: https://www.pexels.com/photo/woman-illustrating-albert-einstein-formula-714698/