Struggling to Collaborate with a Challenging Subject Matter Expert? Here’s How to make it Work Seamlessly

 When creating high-value content, collaborating with a Subject Matter Expert (SME) is often a pivotal step. SMEs possess insights and specialized knowledge that add credibility and depth to your work. However, the collaboration process can sometimes feel like navigating a stormy sea—misaligned priorities, communication hurdles, or packed schedules can make working with an SME subject matter expert frustrating.

If this feels familiar, know that you are not alone. The positive aspect is that effective strategies can transform a challenging situation into a smooth, productive relationship. Whether you’re a writer, marketer, or project manager, this guide will show you how to collaborate seamlessly with even the most challenging SMEs.

Why Collaborating with Subject Matter Experts Can Be Challenging

SMEs are, by definition, experts in their field. However, their expertise often comes with packed schedules and a focus on their core responsibilities rather than external projects. Here are some common reasons why working with a Subject Matter Experts might feel challenging:

• Conflicting Priorities: SMEs often carry heavy workloads, leaving limited time for external collaborations.
• Lack of Communication Skills: Not every expert distills complex knowledge into simple, accessible information.
• Different Perspectives: SMEs may prioritize intricate details that don’t align with the primary Goal of the content or project.
• Time Constraints: Their availability for meetings, reviews, or brainstorming sessions may be sporadic.

Understanding these challenges is the first step. Now, here’s how to work around them and establish a partnership that works for everyone.

1. Build a Relationship from the Start

A good working relationship starts with mutual respect and understanding. When approaching an SME for collaboration, take the time to introduce yourself and explain why their expertise is critical for the project.

• Ask About Their Goals: Find out what the SME hopes to achieve through the collaboration. Acknowledging their perspective shows respect for their priorities.
• Understand Their Preferred Communication Style: Do they prefer emails, short meetings, or written drafts they can review independently? Tailoring your outreach to their preferences can save you both time and frustration.

You’ll build the foundation for an effective, respectful partnership by fostering rapport early on.

2. Clearly Define Roles and Goals

One common headache when working with SMEs is the lack of clarity around roles and expectations. To avoid confusion, outline these details at the very beginning of your collaboration:

• What’s Their Role? Clarify what’s expected of the SME, whether it’s reviewing content for accuracy, sharing insights, or contributing complete sections.
• What’s Your Role? Help them understand how you’ll handle tasks like synthesizing their information, adapting it for non-expert audiences, or managing deadlines.
• What’s the project's Goal? SMEs often appreciate seeing the bigger picture. Keep them informed about the desired outcomes and how their expertise will contribute.

When everyone knows their responsibilities, there’s less room for miscommunication and delays.

3. Simplify Information Gathering

Most SMEs have packed schedules, so you must make the information-gathering process as efficient as possible. Here are some ways to streamline the process:

• Come Prepared: Research their area of expertise beforehand. Prepare a list of specific questions to keep the conversation focused.
• Use Structured Formats: Instead of open-ended requests, use templates or outlines to guide the SME’s input. For example, please provide a list of bullet points or sections you’d like them to elaborate on.
• Maximize Technology: If face-to-face meetings aren’t an option, leverage tools like email, shared documents, or collaboration platforms like Notion or Trello.

The less effort the SMEs put into organizing their insights, the smoother things will progress.

4. Strike a Balance between Professional Respect and Flexibility

Working with an expert requires a delicate balance—you must respect their knowledge while remaining flexible to their needs.

• Acknowledge Their Expertise: Incorporate their suggestions and credit them wherever applicable. SMEs are more likely to stay engaged if they feel valued.
• Be Adaptive: If an SME suddenly has a packed schedule, tweak timelines or find alternative ways to gather insights, such as via recorded video responses.
• Set Realistic Expectations: Don’t expect someone with limited availability to meet multiple weekly deadlines. Identify critical deadlines and negotiate accordingly.

By respecting their time and expertise, you’ll cultivate a sense of trust that makes collaboration easier.

5. Translate Expertise into Accessible Content

One of the biggest challenges when working with an SME subject matter expert is bridging the gap between technical expertise and audience-friendly content.

• Ask for Analogies: Encourage the SME to explain complex concepts through relatable examples, comparisons, or analogies.
• Summarize for Feedback: After conversations, summarize key points and present the draft for approval. This allows the SME to confirm accuracy without needing to review the entire process.
• Prioritize the Audience: Explain the target audience and their value. Remind the SME that simplifying content for non-experts doesn’t diminish its value—it enhances accessibility.

By acting as the “translator” between the SME and the audience, you ensure that both sides are served effectively.

6. Maintain Open Lines of Communication

Collaboration doesn’t end after the first meeting. Keeping an open line of communication is essential for ongoing success.

• Provide Updates: Keep the SME informed about the project's progress and highlight any key milestones achieved thanks to their input.
• Encourage Questions or Concerns: Be approachable and ready to address any worries or suggestions they have.
• Seek Feedback Actively: Close the loop by obtaining their Feedback on the final product, reinforcing that their contributions were both critical and appreciated.

Clear communication fosters a sense of shared ownership over the project.

7. Celebrate Wins Together

When the project concludes, take a moment to celebrate the accomplishment with your SME! Whether it’s a simple email of thanks, a shootout in a meeting, or even incorporating their name on a published piece of content, showing gratitude goes a long way.

Building a sense of mutual achievement strengthens your professional relationship, opening the door for smoother collaborations.

Achieve Collaboration without the Headaches

Collaborating with an SME subject matter expert can feel challenging, but it doesn’t have to be an uphill battle. You can harness their expertise without the headaches by fostering mutual respect, streamlining processes, and maintaining clear communication.

Remember, SMEs are your secret weapon. With their input and your ability to transform their insights into accessible, impactful content, you create something neither of you could achieve alone.

Next time you have collaboration on the horizon; try these tips to turn potential frustration into seamless teamwork. If you’ve found this guide helpful, share it with others who might need help working with their SMEs!