How to Set Expectations with Your Subject Matter Experts

At an e-learning workshop, we had participants shared their best tips for working with subject matter experts. Here are a few of the tips shared.

Set up expectations before the first meeting

A little prep work early saves a lot of back-and-forth later. Here’s what workshop participants said works. Try these approaches:

• Research your subject matter expert just like you would any other client.
• Define a clear communication plan. Follow the 5 Ws: who, what, where, when, and why.
• Make sure the development process is clearly defined and understood. Then define your SME’s role and how much you expect from them.
• Explain why the project matters. Many SMEs assume whatever you’re working on isn’t that important.
• Give clear instructions on how you want content submitted, including templates and audio guidelines. This avoids problems later, especially when time and communication with the SME are limited.
• Don’t worry if your first meeting turns into an information dump. You can refine it later. Sometimes it’s good to get everything out on the table so you know what they’re thinking.

Simple project management tips for SME projects

Getting the project process documented doesn’t have to be complicated. The goal is making sure everyone knows what’s expected and what comes next.

These tips help keep things on track:

• Track changes together, and ask your SME to be specific with feedback. “Clarification needed here” isn’t specific enough.

• Hold a kickoff meeting. Set timelines, define roles for each phase, and clarify expected outcomes and deliverables.
• Create a service level agreement. Get sign-off on requirements after each phase to avoid last-minute surprises and keep the project in scope.
• Get buy-in early, during analysis and information gathering.
• Schedule regular check-in meetings.
• Document your meetings and share notes so everyone knows what was discussed and what’s expected next.
• Every meeting needs an agenda with action items. No action items, no meeting.
• Don’t miss your own deadlines.
• Document what you’ve agreed on and use it to track milestones and check-ins.

Be sure to check out this free e-book, Essential Guide to Working with Subject Matter Experts. 

Key takeaways

The habits you build on this project carry into every one that follows. When SMEs see that you run a tight process, show up prepared, and follow through on commitments, they start to treat you as a partner. For a deeper look at the subject, grab the free e-book Essential Guide to Working with Subject Matter Experts in the E-Learning Heroes community.