How to Develop Training with Busy Subject Matter Experts

Subject Matter Experts (SMEs) are critical to the success of any training program. Whether you’re developing a new learning solution from scratch or refreshing an outdated course, your SMEs bring the technical knowledge, process insight, and real-world experience that ground your content in accuracy and relevance.

But collaborating with SMEs isn’t always easy. They have demanding day jobs, shifting priorities, and limited time. And if you’re managing multiple SMEs, or trying to gather input across departments or locations, it’s easy for schedules to clash and timelines to slip.

That’s where this guide comes in.

Designed for project managers, instructional designers, L&D teams, and internal training leads, this article will help you navigate the complexities of working with busy experts. Whether you’re new to training or a seasoned pro, the tips below will help you save time, reduce stress, and stay on track without sacrificing quality.

1. Clarify Roles and Expectations Upfront

• Clearly define the role of the SME at the project kickoff. Are they contributing content? Reviewing drafts? Participating in approvals?

  
  

• Discuss their availability early. Are they available weekly? Monthly? Only via email?

  
  

• Set realistic expectations for their input. For example, what do you need from them vs. what can you find elsewhere?

  
  

• Confirm who the final decision-maker is if multiple SMEs are involved in the process. In other words, who is the tie-breaker in case of conflicting opinions?

  
  

2. Map SME Input to the Project Timeline

• Break down your development timeline into specific phases where SME input is required (e.g., analysis, storyboarding, content validation, review cycles).

  
  

• Allow extra time for SME review, especially if they have other job responsibilities that may delay their feedback.

  
  

• Schedule SME touchpoints in advance, such as recurring weekly or biweekly check-ins.

  
  

• Use a shared calendar or project management tool to keep everyone aligned on key milestones.

  
  

3. Segment and Prioritize SME Tasks

• Don’t overload SMEs with too much at once. Break your requests into smaller, manageable chunks.

  
  

• Prioritize the most critical areas where their input is essential (e.g., technical content, safety procedures, compliance points).

  
  

• Provide templates or question guides to make it easier for SMEs to give focused feedback or content.

  
  

4. Respect Their Time and Yours

• Minimize meetings by consolidating questions and review items into one document or session.

  
  

• Send agendas in advance and keep meetings focused. Stick to the timeline.

  
  

• If possible, batch SME review items instead of sending piecemeal content.

  
  

• Always include specific due dates for any action items.

  
  

5. Anticipate Scheduling Conflicts

• Identify backup SMEs early in case your primary contacts become unavailable.

  
  

• Establish a hierarchy: Who steps in if someone is unresponsive or unavailable?

  
  

• Offer flexible options, such as asynchronous reviews or video recordings, for those with packed calendars.

  
  

• When juggling multiple SMEs, try to stagger involvement across project phases rather than engaging everyone at once.

  
  

• For critical content, consider hosting a knowledge transfer session where the current SME can pass along context and key information before stepping away.

  
  

If SME delays threaten your development timeline, consider parallel paths:

• Move forward with draft content based on existing documentation or past trainings, and mark SME-reviewed sections as “pending.”

  
  

• Use placeholders and swap in validated material once it has been approved. This helps you stay agile and avoid stalling progress entirely.

  
  

6. Keep Communication Streamlined

• Utilize collaborative tools such as Microsoft Teams, Google Docs, or project portals to gather feedback and monitor progress. A shared document can be used to log questions and track answers in one place.

  
  

• Offer different options for how participants can contribute (in-person meetings, Zoom meetings, written comments, or recorded explanations).

  
  

• Summarize decisions and next steps after every meeting to keep everyone aligned.

  
  

• Avoid excessive email threads by bundling communications thoughtfully and clearly.

  
  

• Archive SME-provided source materials for future updates or audits.

  
  

7. Provide Context and Guidance

• Don’t assume your SMEs understand instructional design. Brief them on how the content will be used.

  
  

• Offer examples of how content should be framed for learners (e.g., avoid jargon, use step-by-step instructions, etc.).

  
  

• Show empathy: remind them how their expertise directly supports safety, performance, or compliance goals.

  
  

8. Show Appreciation

• Acknowledge the effort it takes to support training projects, especially when it’s above and beyond their primary role.

  
  

• Give shout-outs in presentations or team updates.

  
  

• When appropriate, provide visibility into how their input helped learners or the business.

SME collaboration is easier when expectations are clear from the start. With the proper planning, tools, and strategies in place, you can build an effective partnership that respects your SMEs’ time and delivers high-quality training on time.

For more in-depth techniques on working with SMEs, check out Mastering the Art of SME Management.

And if you ever find your internal resources are stretched thin, don’t hesitate to contact us. We have a team of experts who specialize in collaborative training development that works around real-world constraints, so you don’t have to choose between accuracy and speed.