How to Leverage SMEs for Effective Training and Learning Experience Design

Getting the right subject matter experts (SMEs) involved is crucial for effective learning experience design. It's pretty obvious: the right experts bridge knowledge gaps and make your training relevant and impactful. On the flip side, failing to engage with SMEs the right way can lead to inaccurate training content, disengaged participants, and ineffective training.
​
Here’s how I make sure my training hits the mark with SMEs:

1. Identify Training Needs and Objectives

This is where the rubber meets the road in any training project. The few times I slacked on the needs assessment, my training missed the mark, leading to more revisions down the line. Such a waste of time and money! Without a needs assessment, SMEs may struggle to align their expertise with the actual learning needs of the audience. This can lead to frustration, as their input might not be fully utilized or may be misdirected toward less critical areas.

Personally, I always utilize SMEs’ expertise when conducting a needs assessment. Not only do they have deep knowledge of and experience with the subject matter being addressed (get it? Because they’re subject matter experts?), they’re often pretty clued into the organization’s goals and probably have valuable data that you can use to help identify potential areas for improvement among your target audience. ​

​2. Find the Right SMEs

Sometimes, you need to do this before you can actually do your needs assessment. In my experience, it’s tough to do the needs assessment without SMEs, but I put that first because so many people don’t focus on it enough. Internal networking is gold here -  it helps unearth experts across different departments and teams who can bring diverse perspectives to the table. By tapping into institutional knowledge and fostering cross-functional collaborations, we ensure our projects benefit from a rich blend of skills and viewpoints. This approach not only enhances collaboration efficiency but also promotes a culture of knowledge sharing and continuous professional development.

3. Get Buy-In from Leadership

I’ve been lucky to collaborate with top SMEs, but it’s not always smooth sailing. Getting leadership on board is key to securing the resources and time SMEs need to contribute effectively. Building a solid business case that shows how SME involvement can boost performance and align with strategic goals is crucial. Highlighting past successes where SME input led to clear improvements – cough making and saving money cough – seals the deal.

4. Build Collaborative Partnerships

Setting clear expectations from the get-go is vital. When roles, deliverables, and timelines are well-defined, SMEs can hit the ground running without confusion. If you don’t define deliverables, timelines, and communication protocols (will you talk over Slack or e-mail?), SMEs might misunderstand their responsibilities, projects get delayed, and everyone has a bad time overall. Regular check-ins and a feedback loop keep everyone on track, avoiding misunderstandings and ensuring we meet our learning objectives every time.

5. Develop and Review Training Materials Together

Here’s where SMEs really shine and put the ‘E’ in SME. At my healthcare tech company, SMEs with clinical and analytical backgrounds are indispensable. They craft real-world scenarios that make training relevant and engaging since the training is more authentic to the on-the-job experience. By piloting materials with them, we fine-tune content to fit learner needs and ensure that the guidance they receive is thorough and accurate.Their oversight ensures our training meets organizational standards and delivers consistent quality across the board.

6. Evaluate and Iterate with SMEs

Alright, let's dive into the final stretch: the crucial role SMEs play in the final stretch of your training program: evaluating and iterating for continuous improvement. Their insider knowledge helps us gauge what’s working and what needs tweaking. At my organization, for instance, SMEs have access to databases and analytical tools that help to reveal whether employees are doing what we set out to teach them. Armed with SMEs’ feedback, we adjust our approach—whether it’s refining content delivery methods or tweaking learning objectives—to ensure our training hits the mark every time.
​
Remember, SMEs aren't just advisors–they're catalysts for your training content’s evolution. By leveraging their expertise in evaluating and iterating your training initiatives, you ensure ongoing improvement that drives real impact and enhances the overall learning experience.