How Do You Deal With a Tough Subject Matter Expert as an Instructional Designer?

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 Dealing with a tough SME as an instructional designer is never easy, but it’s a challenge worth tackling. Building rapport, focusing on learning outcomes, and ensuring effective communication can simplify collaboration and create impactful training materials.

If you’re ready to elevate your instructional design projects, start implementing these tips today. Over time, you’ll notice improved teamwork and results.

Why SMEs Are Critical in Instructional Design

Before jumping into solutions, it's essential to understand why SMEs play such a significant role in instructional design. SMEs provide the foundational knowledge and insights that form the backbone of any training program. Whether you're creating eLearning courses, workshops, or instructional manuals, their input ensures the material is accurate and relevant.

However, challenges can arise when the SME’s technical expertise overshadows the learning objectives or their complex communication style creates roadblocks. That’s where effective relationship-building and communication skills come in.

Common Challenges Instructional Designers Face with SMEs

Here are some common obstacles instructional designers face when collaborating with SMEs:

  • Overloading content: SMEs may want to include every detail they know, leading to information-heavy training sessions.
  • Difficulty explaining: While knowledgeable, some SMEs work to break down complex subjects into digestible pieces for learners.
  • Power struggles: Disagreements over training direction may arise when SMEs and instructional designers have different priorities.
  • Limited time: SMEs often juggle multiple responsibilities and may see training as secondary, making them unresponsive or rushed.

If any of these sound familiar, don’t worry—there are ways to work through them effectively.

Tips for Dealing with a Tough SME

1. Build Rapport and Set Expectations Early

Start the process by building a relationship with your SME. Take time to understand their perspective, expertise, and concerns. During your first meeting, clearly define roles, responsibilities, and deadlines. Explain your role as an instructional designer and how it complements their expertise. Establishing this partnership helps minimize misunderstandings later.

Pro Tip: Ask open-ended questions like, “What’s the most important takeaway learners should leave with?” to understand their educational priorities better.

2. Focus on Outcomes, Not Obstacles

Frame your discussions around mutual objectives. Instead of dwelling on disagreements, center conversations on the desired learning outcomes. For instance:

  • If the SME insists on including excessive details, suggest alternative approaches like supplemental materials for in-depth learners.
  • If they struggle to explain concepts clearly, encourage using analogies or examples to make content relatable.

By focusing on the end goal, you can create collaborative solutions aligning with your objectives.

3. Simplify the Knowledge-Transfer Process

When the SME provides overwhelming or overly complex information, step in as the instructional expert to streamline and structure it. Use techniques such as:

  • Chunking information into smaller, digestible sections.
  • Creating mind maps or outlines to organize content logically.
  • Developing draft course scripts to steer the Subject Matter Expert toward more straightforward explanations.

This demonstrates your value as an instructional designer while reducing the cognitive load for learners.

4. Manage Deadlines and Time Effectively

Busy SMEs may struggle to commit time to training projects. Respect their schedule by:

  • Prioritizing key deliverables that require SME input.
  • Breaking up meetings into short, focused sessions.
  • Communicating deadlines well in advance.

Pro Tip: Use task management tools like Trello, Monday.com, or Google Sheets to track progress and keep everyone on the same page.

5. Leverage Active Listening

Sometimes, all an SME needs is to feel heard. Practice active listening by nodding, paraphrasing their points, and validating their concerns. Acknowledging their input builds trust and makes them more cooperative.

For example, say, “I see why including this detail is important. How about we integrate it into a case study instead of the main content?”

6. Use Visuals and Examples

Visuals can be hugely helpful if your SME struggles to grasp the instructional design perspective. Share examples of existing eLearning courses, training plans, or demos to convey your vision. Visuals use neutral ground to demonstrate what works and why without directly challenging their approach.

7. Address Conflicts Respectfully

Power struggles or disagreements are bound to happen. When they do, handle them diplomatically. Try these techniques:

  • Use “we” language to maintain a collaborative tone—for example, “How can we present this information most simply?”
  • Offer evidence-based solutions instead of personal opinions. Refer to data, learner feedback, or instructional design best practices to make your case.

8. Celebrate Their Expertise

Finally, make sure to acknowledge the Subject Matter Experts expertise and contributions. Giving them recognition boosts morale and reinforces the idea that your project is a team effort. A simple “Thank you for shedding light on that concept—it will make a real difference in the training” goes a long way.

Do you have any stories or strategies for working with SMEs? Share them in the comments below—we’d love to hear!

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