Dec. 10, 2025

The SME Connection: Your Roadmap to Success

The SME Connection: Your Roadmap to Success

Ever wish SME reviews didn’t drag on forever? We map a simple route for turning expert knowledge into learner performance—without meetings that sprawl or feedback that never lands. We’re talking clear roles, crisp outcomes, and a steady cadence that keeps momentum high and stress low.

Grab the one-page route card at the end: destination, three must-do tasks, two artifacts, a short cadence, and an alpha–beta–gold review plan. If the framework helps you ship faster and teach better, subscribe, share with a colleague, and leave a quick review—then tell us which mile marker helped you most.

🔗 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

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00:00 - Setting the Destination and Roles

02:15 - Scouting the Terrain with SMEs

03:18 - Cadence and Clear Communication

04:18 - Turn Expertise into Real Performance

05:27 - Fast, Focused Review Process

06:32 - The Compliance Crunch Case Study

07:43 - Potholes to Avoid

08:42 - Your One-Page Route Card

09:39 - Resources, Closing, and CTA

WEBVTT

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Hello, and welcome to the Designing with Love Podcast.

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I am your host, Jackie Pelegrin, where my goal is to bring you information, tips, and tricks as an instructional designer.

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Hello, instructional designers and educators.

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Welcome to episode 71 of the Designing with Love Podcast.

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In this episode, we're unpacking how to build strong, respectful partnerships with subject matter experts so your projects move smoothly and your learning outcomes shine.

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Here's our route for today's drive.

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Set the foundation, scout the terrain, set cruise control, turn expertise into practice, and move reviews quickly.

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Then a quick example, pothole roundup, and a route card you can use on your next project.

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So grab your notebook, a cup of coffee, and settle in as we explore this topic together.

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Alright, first stop on our route.

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Let's lay the roadbed.

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Who owns what and where we're headed?

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Mile marker one, laying the roadbed, roles, outcomes, and scope.

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This is where we agree on responsibilities and define success so the project has a clear destination.

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Here's something you could say to your subject matter expert.

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As the instructional designer, I'll own the learning design and the project timeline.

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As our subject matter expert, you'll own the technical accuracy and feasibility.

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Together, we'll make the decisions that help learners perform on the job.

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Tip one, set the destination.

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Name the learner, the job tasks they must do, and how you'll recognize success.

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This could be accuracy, time, and satisfaction.

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Why is this important?

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Clear outcomes prevent rework and keep tools from steering the project.

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Tip two, keep the scope light.

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Start with the most common situations, save rare edge cases for later releases or coaching.

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Why is this important?

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Narrow focus speeds delivery and builds early wins.

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With our destination set and roles clear, it's time to scout the terrain so we gather the right details fast.

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Mile marker two, scout the terrain.

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Prepare like a journalist.

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Now we collect just enough real world input to design with confidence.

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Tip one, send a short prenote.

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Share who the learners are, your draft goal, and topics you'll cover.

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Ask for two or three real artifacts, such as a checklist, a screenshot, or a sample.

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Why is this important?

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Prepping the subject matter expert focuses the conversation and reduces meetings.

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Tip two, use a simple question funnel.

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Here you could ask, what are the key steps?

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What decisions matter most?

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Where do beginners slip?

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And how do we spot it early?

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Why is this important?

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Funnels turn expertise into teachable steps and decision points.

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Now that the map is marked, let's set cruise control with a simple meeting rhythm and clear communication.

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Mile marker three, cruise control, cadence and communication.

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Small steady check-ins keep momentum without burning time.

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Tip one, keep it light and steady.

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Hold a twenty to twenty five minute weekly check-in until the first draft is approved.

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Why is this important?

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Predictable touch points prevent last minute scrambles.

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Tip two, end with three things.

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State decisions made, owners and due dates.

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Then, send a three-line recap, which includes the goal, what's due, and an open question.

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Why is this important?

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Written clarity avoids email spirals and lost decisions.

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Cadence locked in.

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Next, we turn the map into pavement by translating expertise into on the job performance.

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Mile marker four, from map to road, translate expertise into performance.

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We design practice that mirrors real work so learners can act, not just recall.

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Tip one, build around one real task.

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Create a single clear scenario that looks and sounds like the job.

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Why is this important?

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Realistic practice transfers to the workplace faster.

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Tip two, give turn by turn directions.

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Offer a tiny decision guide, such as if X happens, do Y, otherwise do Z, and use common mistakes as practice choices.

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Why is this important?

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Decision cues and authentic errors strengthen judgment.

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Tip three, add complexity later.

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Master the basics first, then save common cases for a follow-up.

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Why is this important?

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Layering complexity prevents overload and boosts confidence.

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Once the road is paved, we need checkpoints so reviews move quickly without surprises.

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Mile marker five, toll boosts and checkpoints, reviews that move.

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Clear criteria and short review windows keep the project on schedule.

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Tip one, share a one-page review checklist.

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Include accuracy, clarity, risk or compliance, learner fit, and policy alignment.

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Why is this important?

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Criteria turn vague feedback into actionable edits.

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Tip two, time box the review with a friendly default.

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Here you could say, if I don't hear back by Friday at 5 PM, I'll mark this as approved so we keep momentum.

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Please reply if we should adjust anything.

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Why is this important?

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Deadlines prevent stallouts and keep accountability kind.

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Tip three, use three small passes.

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Alpha equals structure, beta equals content and clarity, and gold equals final polish.

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Why is this important?

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Focused passes shorten cycles and reduce rework.

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Let's pull into a scenic overlook and see how this plays out in the wild with a real life example.

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Scenic overlook, the compliance crunch.

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Here's the short version of how this route works in practice.

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A team needed training fast.

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Instead of starting with a big manual, we did the following.

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Step one, set a simple destination.

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Who, what they must do, and how we'll recognize success.

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Why this worked?

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Everyone was aligned fast.

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Step two, collected two real examples and one short checklist.

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Why this worked?

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We designed with reality, not assumptions.

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Step three, built one realistic scenario with a tiny decision guide.

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Why this worked?

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Learners practice what they'll do on the job.

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Step four, reviewed with a one page checklist in two quick rounds.

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Why this worked?

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We shipped on time with fewer edits.

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The result learners finished faster, made fewer mistakes, and felt more confident.

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From that view, a few potholes stand out.

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Here's a fast roundup so you can steer around them.

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Rest stop, quick pothole roundup.

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These are the common bumps that slow teams down.

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Bump one, make it engaging without a clear destination.

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Why it hurts?

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You can't measure success.

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Bump two, treating the subject matter expert like a content dump.

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Why it hurts?

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You'll get slides, not performance.

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Bump three, teaching rare edge cases first.

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Why it hurts.

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Beginners stall before they start.

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Bump four, endless reviews with no criteria or deadline.

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Why it hurts?

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Projects drift and trust drops.

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Bump five.

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Letting tools steer instead of outcomes.

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Why it hurts?

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Shiny objects replace results.

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So are you ready to drive this on your next project?

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Here's your route card to keep in the glove compartment.

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Next turn, your route card.

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Here's a one page guide you can use before your very next kickoff.

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Destination.

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Who?

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What they must do and how you'll recognize success.

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Why this matters?

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Anchors every decision to a measurable outcome.

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Three must do tasks, the everyday moves that matter most.

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Why this matters?

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Prioritizes impact over nice to have content.

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Two artifacts to request a checklist, a sample, or a screenshot.

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Why this matters?

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Reality checks your design early.

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Cadence.

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One short weekly check-in with a three line recap.

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Why this matters?

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Keeps momentum without meeting fatigue.

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Review plan.

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One page checklist along with alpha, beta, then gold.

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Why this matters?

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Faster approvals, fewer surprises.

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If this helped you, please share the episode, leave a quick rating, or send me a voice message on the podcast page.

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Make sure to tell me which mile marker helped you most.

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Before we wrap this section, I want to point you to a great resource from Christopher Pappas over at the eLearning Industry.

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He walks through five frequent challenges we run into with subject matter experts.

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Everything from I already know it all to resisting change to fondness for very linear content.

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And he pairs each one with concrete tips.

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Over the years, I've faced every single one of these, and I'm sure a few will sound familiar to you too.

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Whether you've been designing for decades or you're brand new to the field, I've included the link in today's show notes so you can check it out after the episode.

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Also, if you would like to take your learning further, you can reference the interactive resource, which is linked in the show notes.

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As you head out, remember, strong partnerships get learners to the destination with confidence.

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Destination reached.

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Conclusion.

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Strong learning starts with strong partnerships.

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When you set the destination, scout the terrain, and keep steady cruise control, your subject matter experts feel valued and your learners arrive confident.

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As I conclude this episode, here's an inspiring quote by Helen Keller.

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Alone we can do so little.

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Together, we can do so much.

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Thanks for designing with love.

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I'll see you on the next drive.

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Thank you for taking some time to listen to this podcast episode today.

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Your support means the world to me.

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If you'd like to help keep the podcast going, you can share it with a friend or colleague, leave a heartfelt review, or offer a monetary contribution.

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Every act of support, big or small, makes a difference, and I'm truly thankful for you.