How to Deal with Difficult SMEs without Losing Your Mind

Ever received feedback that’s more about someone’s personal taste than actual learning value? To keep conversations focused on what really matters, try these techniques:

• Steer toward Content Accuracy: Let SMEs know you’re looking for feedback that helps learners master the material. Frame your requests so the focus is on facts, clarity, and real-world application—not subjective preferences about color schemes or slide layouts.

• Turn Feedback into Dialogue: Make the review process a two-way street (think less “red ink,” more meaningful back-and-forth). Invite SMEs to talk through their feedback, especially when there’s ambiguity, and anchor the discussion around learning outcomes or objectives.

• Keep It All Documented: Create a simple tracking sheet or feedback log (Google Sheets works wonders). Record all comments and your responses so everyone stays informed about which suggestions are implemented and why. This not only keeps things transparent but also shows SMEs their input has weight, even when every idea doesn’t get a green light.

These steps can help transform subjective critiques into actionable, learner-focused input—and might just save you from another round of “Can we make this blue instead?”

Wrangling feedback from several SMEs at once? Here’s how to keep the process efficient (and your blood pressure in check):

• Group Feedback Sessions: Instead of chasing feedback from each SME individually, bring everyone together—virtually or in-person—for a joint review session. This way, everyone hears the same discussion, edits get hashed out in real time, and conflicting feedback can be sorted on the spot.
• Share the ‘Why’ Behind Your Work: Sometimes SMEs aren’t aware of instructional design best practices or industry standards, like SCORM, xAPI, or accessibility guidelines (think Section 508, WCAG). Take a few minutes to explain why these matter—your project will thank you.
• Define Roles Upfront: Make it clear who’s responsible for what from day one. Spell out each SME’s role and how their input will shape the course—this sets expectations and keeps things on track.
• Set Crystal-Clear Timelines: Give everyone a project schedule with concrete deadlines. A shared timeline—think Google Sheets or Asana—helps manage commitments and keeps bottlenecks at bay.
• Laser-Focus on Measurable Goals: Align everyone around what success looks like. Chat about business objectives and learning outcomes, so SME feedback always points toward moving the needle.
• Double-Check for Accuracy: Don’t take information at face value. Confirm details and cross-reference key facts—your learners (and your credibility) depend on it.

With these tips, you’ll spend less time playing email tag and more time moving your course forward.

To ensure the content you’re getting from your SME is accurate, always double-check their input. Don’t just take their word for it—cross-reference facts and figures with trusted sources like textbooks, reputable websites, recent industry reports, or guidelines from recognized organizations (think World Health Organization, IEEE, or McKinsey).

If you’re not familiar with a specific statistic or claim, give it a quick Google or use resources like PubMed or Harvard Business Review to verify. If something doesn’t add up, loop back to your SME with clarifying questions—chances are, they’d rather clear things up than see inaccurate information go live. This extra step helps you build rock-solid, trustworthy content every time.

One of the smartest moves you can make? Bringing your SME along for the ride.

• Demystify the Process: Start by walking them through the basics of instructional design and how eLearning development works. No need for a PowerPoint marathon—just a quick overview of key stages, timelines, and deliverables will do. Speak in plain language, weaving in examples from successful projects (think Khan Academy or Coursera) so the process feels practical, not abstract.
• Discuss eLearning Standards Together: Share well-known frameworks like SCORM or xAPI if they come up, and break down why certain design decisions matter for learners (think accessibility, interactivity, or assessment types). A short demo, sample modules, or even quick screen recordings can help them see standards in action.
• Invite Their Input: Let your SME weigh in early. Encourage questions about why certain content gets trimmed or tweaked for online delivery. Invite feedback so the process feels like a true partnership, not a handoff.
• Keep the Learning Spirit Alive: If possible, share cheat sheets, infographics, or LinkedIn Learning videos on instructional best practices and eLearning do’s and don’ts. Practical, bite-sized resources can help them feel confident and valued.

Bottom line? Think of it as onboarding—not just educating. When SMEs understand both the “what” and the “why,” trust and collaboration tend to follow.

Sometimes, it’s tough for SMEs to imagine how a storyboard full of boxes, arrows, and sticky notes will magically become a dynamic eLearning experience—especially when you throw branching scenarios into the mix. This is where building a simple prototype can be a total game-changer.

By creating a clickable sample or a short demo, you help SMEs see and interact with how their content will unfold for learners. It bridges the gap between abstract planning and the finished product, making it easier for everyone to identify issues, suggest improvements, and genuinely get excited about the project. If your course involves those twisty-turny branching paths, a prototype turns potential confusion into clear “aha!” moments.

If you’ve ever seen an SME squint skeptically at your storyboard and ask, “But what will this actually look like?”—you’re not alone. One of the best ways to bridge the imagination gap is to offer a concrete demo or prototype early on.

A prototype isn’t just a flashy extra. It gives SMEs a sneak peek at the look, feel, and flow of the final course before a single lesson goes live. This hands-on preview does a few things:

• Makes the abstract real: SMEs get to see how those bullet-pointed facts and flowcharts melt into slick interactions, visuals, and even complex branching scenarios.
• Boosts engagement and ownership: When they can click through a sample, your SME becomes part of the creative process—not just a reviewer of endless outlines.
• Nips confusion in the bud: Demos help clarify the difference between “what you mean” and “what they thought you meant,” saving time on revisions later.
• Smooths out disagreements: If there’s a disconnect between the subject-matter vision and instructional design constraints, a prototype gets everyone looking at the same picture, literally.

So, don’t be afraid to whip up a mini-version of the course—even something basic in Articulate Storyline, Adobe Captivate, or Google Slides. It sets everyone up for a smoother journey and ensures fewer last-minute surprises down the road.

Before your first call or email, invest some time in learning about your SME’s background, expertise, and recent projects. Knowing what makes them tick (and what keeps them up at night) helps you tailor your approach, speak to their interests, and avoid asking questions they’ve answered a hundred times before.

Bonus: It also shows respect for their experience—who doesn’t love talking with someone who actually “gets it”? Plus, you’ll be better equipped to anticipate what matters most to them, making every conversation more productive.

Let’s be real—expecting SMEs to draft complex branching scenarios is usually a recipe for frustration (for everyone). Most SMEs are pros at linear, fact-based content, but imagining non-linear learning paths can feel like asking a mathematician to suddenly write a choose-your-own-adventure novel.

Instead, tap into your instructional design toolkit:

• Interview for Key Moments: Ask SMEs for real-world decision points or tricky situations from their field.
• Draft the Branches Yourself: Use their input and expertise, then map out the branching structure. Once you have a draft, circle back for SME review—they’ll have valuable feedback.
• Provide Examples: Show them simple branching samples (even something as basic as a BuzzFeed quiz or Duolingo dialogue). This helps them visualize how their expertise can fit into a scenario.
• Collaborate on Content, Not Structure: Keep their focus on providing accurate information and real-life nuances. You handle the twists and turns.

This way, everyone plays to their strengths—and you avoid endless, unproductive rounds trying to coax narrative magic from your SME.

SMEs are a goldmine of real-life anecdotes that can bring your learning content to life. Instead of letting those stories fade into the background, invite SMEs to share memorable situations, successes, and even a few (tastefully anonymized) war stories from the trenches.

Here’s how to put those tales to good use:

• Spotlight Practical Examples: Use SMEs’ stories as case studies or scenario-based activities. Learners love to see how concepts play out in real-world situations—think of it as adding a dash of Netflix drama to your modules.
• Make Content Stick: We all remember a great story better than a bullet-point list. Wrapping key learnings inside narratives helps information “stick” with your audience.
• Build Emotional Connection: Personal stories from SMEs break down the ivory-tower vibe. Learners see the human side of the content, making the subject matter feel more approachable and relevant.

So next time your SME starts a sentence with “This reminds me of when…”—grab a pen. You might just have your next engaging lesson in the making.

Don’t just talk content—talk results. Start the collaboration by highlighting not only what the course should cover, but also how success will be measured.

Why bother? When everyone—from the SME to the stakeholders—understands how the course ties back to real business outcomes (think increased sales, improved customer satisfaction, or fewer compliance headaches), it’s much easier to keep the project on track. This shared clarity reduces scope creep, focuses your SME’s input, and makes it easier to show the value of the final product. Plus, when you can point to measurable results, getting stakeholder buy-in (and future budget) gets a lot less painful.