3 min

Jan 28, 2025

Subject Matter Experts: Who They Are, Why They Matter in eLearning, and How to Collaborate with Them

Subject Matter Experts: Who They Are, Why They Matter in eLearning, and How to Collaborate with Them

This article explores the essence of SMEs, their critical responsibilities, and how to collaborate effectively with them to achieve superior learning outcomes.

An instructional designer collaborating with a subject matter expert

Picture this: Your company is rolling out a new product, and you need to train your sales team to market it effectively. Without detailed knowledge of the product’s technical specifications or unique selling points, the training risks falling flat. Enter the Subject Matter Expert (SME)—the product developer who knows its features inside and out. Their expertise bridges the gap between theoretical knowledge and practical application, ensuring training content is accurate, impactful, and tailored to meet learners’ needs. This collaboration is the backbone of effective eLearning.

What Is a Subject Matter Expert (SME)?

A Subject Matter Expert is an individual with in-depth knowledge and hands-on experience in a specific field. SMEs are often sought after to contribute their insights to projects requiring specialized content. For example, a cybersecurity SME might guide the development of training modules on secure data practices, while a marketing SME could refine courses on consumer behavior strategies.

In the context of eLearning, SMEs work alongside learning professionals to create content that is not only factually accurate but also tailored to meet the specific needs of learners.

Roles and Responsibilities of SMEs in eLearning

SMEs serve as the cornerstone of effective eLearning initiatives, bringing their specialized knowledge to multiple aspects of the process. Their responsibilities include:

  1. Providing Accurate Content

SMEs validate and refine the information presented in training materials, ensuring it aligns with current industry standards and practices. For instance, a healthcare SME might ensure compliance with updated medical regulations, while a finance SME could verify accuracy in accounting standards.

  1. Contextualizing Information

They enrich content with real-world scenarios and examples, making abstract concepts more relatable and actionable. For example, a cybersecurity SME might illustrate risk management principles with case studies of real data breaches.

  1. Collaborating with Instructional Designers

SMEs work closely with learning designers to structure content in a way that is engaging and accessible for diverse audiences. This might include simplifying technical jargon or incorporating interactive elements to enhance learner engagement.

  1. Reviewing and Updating Materials

As industry practices evolve, SMEs play a crucial role in keeping training content up-to-date and relevant. A legal SME, for example, might periodically review compliance training to incorporate changes in laws or regulations.

Characteristics of an Effective SME

The ideal SME brings more than expertise to the table. They demonstrate qualities that elevate the entire eLearning process, such as:

  • Clear Communication: Exceptional SMEs have the ability to distill complex concepts into accessible language for diverse audiences. Research by Mayer on communication in education highlights that simplified explanations improve retention and engagement.

  • Collaborative Spirit: SMEs thrive when working seamlessly with learning professionals to achieve shared goals. Collaboration between SMEs and instructional designers is widely recognized as a key factor in enhancing the effectiveness of eLearning courses. For instance, a study published in the Studies in Technology Enhanced Learning journal emphasizes that effective communication between SMEs and instructional designers leads to more comprehensive and engaging learning experiences.

  • Adaptability: They adjust to various learning styles, project requirements, and evolving timelines. This quality aligns with Kolb’s Experiential Learning Theory, which emphasizes the need for flexibility in learning processes. According to Kolb’s model, learning is most effective when it incorporates experiences that are reflected upon, conceptualized, and applied in new situations. This adaptability ensures SMEs can tailor content to meet dynamic learner needs and project demands.

  • Commitment: Dedicated SMEs invest time and effort into the project’s success. Research underscores the importance of SME engagement in curriculum development. For instance, the article "Learning Failure and the Importance of Subject Matter Experts" highlights how SME involvement directly impacts the quality of learning outcomes, improving retention and learner performance.

Benefits of Involving SMEs in eLearning Projects

Partnering with SMEs provides numerous advantages, including:

Enhanced Credibility

Learners are more likely to trust and engage with content crafted under the guidance of industry experts. SMEs’ specialized knowledge ensures that every piece of information is accurate and authoritative, which builds confidence in the training program.

Real-World Application

Practical insights from SMEs help learners bridge the gap between theory and practice. By incorporating real-world scenarios, case studies, and industry-specific examples, SMEs make learning more relevant and immediately applicable. For example, a sales SME could contribute scenarios that replicate actual client interactions, preparing employees for on-the-job challenges.

Efficiency

SMEs’ deep knowledge significantly streamlines the content development process. Their input reduces the need for extensive background research, allowing learning professionals to focus on designing and delivering the material.

Improved Retention Rates

Research underscores the value of scenario-based training for increasing retention. For instance, a 2014 study by Mayer, outlined in "The Cambridge Handbook of Multimedia Learning," demonstrates how experiential and practical approaches significantly improve information retention and learner engagement. While the benefits of SME involvement are clear, achieving them requires identifying the right expert and fostering effective collaboration.

Identifying and Collaborating with SMEs

Finding the Right SME

To maximize the value that SMEs bring to eLearning projects, the first step is to identify individuals with the expertise and communication skills to contribute meaningfully. Look for individuals with:

  • A proven track record of success in their field.

  • Strong communication skills.

  • A willingness to dedicate time to the project.

Strategies for Effective Collaboration

  1. Set Clear Expectations: Outline project goals, timelines, and deliverables from the start.

  2. Leverage Technology: Use collaboration tools like Mindsmith to streamline communication and feedback loops.

  3. Facilitate Open Dialogue: Foster open dialogue, ensuring mutual respect for SMEs' and learning professionals' expertise.

Overcoming Challenges

Collaborating with SMEs can present hurdles, such as time constraints or difficulty translating technical jargon into accessible language. These challenges can be mitigated through effective project management and by using tools like AI-driven content organizers.

Streamlining SME Collaboration with Mindsmith

Mindsmith simplifies the collaboration process, empowering SMEs to focus on their expertise while minimizing logistical challenges. Features like real-time content editing, AI-driven insights, and intuitive workflows help SMEs and eLearning professionals co-create impactful training materials. Just like working with a co-worker in tools like Figma or Miro, you can easily collaborate with your subject matter experts in Mindsmith.

Sometimes, organizations will even have subject matter experts design the first draft of an eLearning course in Mindsmith and then have instructional designers go back to clean up the learning and align it to teaching best practices.

For example, an HR SME contributing to a compliance training program can quickly adapt policies to training content using Mindsmith’s streamlined interface. The platform’s adaptive tools ensure that updates are seamlessly integrated, saving time and resources.

Conclusion

Subject Matter Experts are invaluable allies in developing high-quality eLearning experiences. Their deep expertise, paired with the skills of eLearning professionals, creates training materials that are accurate, engaging, and practical. By leveraging tools like Mindsmith, organizations can make SME collaboration more efficient and productive, ultimately driving better learning outcomes.

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