Ever wish SME reviews didn’t drag on forever? We map a simple route for turning expert knowledge into learner performance—without meetings that sprawl or feedback that never lands. We’re talking clear roles, crisp outcomes, and a steady cadence that keeps momentum high and stress low.
Grab the one-page route card at the end: destination, three must-do tasks, two artifacts, a short cadence, and an alpha–beta–gold review plan. If the framework helps you ship faster and teach better, subscribe, share with a colleague, and leave a quick review—then tell us which mile marker helped you most.
🔗 Episode Links:
Please check out the resources mentioned in the episode. Enjoy!
The SME Connection Infographic
Working with Subject Matter Experts: The Ultimate Guide
📑 References:
Pappas, C. (2023, November 24). Working with subject matter Experts: The Ultimate guide. eLearning Industry. https://elearningindustry.com/working-subject-matter-experts-ultimate-guide
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Episode Transcript
Hello, and welcome to the Designing with
Love Podcast.
I am your host, JackiePelegrin, where my goal is to
bring you information, tips, andtricks as an instructional
designer.
Hello, instructional designersand educators.
Welcome to episode 71 of theDesigning with Love Podcast.
(00:22):
In this episode, we'reunpacking how to build strong,
respectful partnerships withsubject matter experts so your
projects move smoothly and yourlearning outcomes shine.
Here's our route for today'sdrive.
Set the foundation, scout theterrain, set cruise control,
turn expertise into practice,and move reviews quickly.
(00:46):
Then a quick example, potholeroundup, and a route card you
can use on your next project.
So grab your notebook, a cup ofcoffee, and settle in as we
explore this topic together.
Alright, first stop on ourroute.
Let's lay the roadbed.
Who owns what and where we'reheaded?
(01:07):
Mile marker one, laying theroadbed, roles, outcomes, and
scope.
This is where we agree onresponsibilities and define
success so the project has aclear destination.
Here's something you could sayto your subject matter expert.
As the instructional designer,I'll own the learning design and
(01:27):
the project timeline.
As our subject matter expert,you'll own the technical
accuracy and feasibility.
Together, we'll make thedecisions that help learners
perform on the job.
Tip one, set the destination.
Name the learner, the job tasksthey must do, and how you'll
recognize success.
(01:48):
This could be accuracy, time,and satisfaction.
Why is this important?
Clear outcomes prevent reworkand keep tools from steering the
project.
Tip two, keep the scope light.
Start with the most commonsituations, save rare edge cases
for later releases or coaching.
(02:09):
Why is this important?
Narrow focus speeds deliveryand builds early wins.
With our destination set androles clear, it's time to scout
the terrain so we gather theright details fast.
Mile marker two, scout theterrain.
Prepare like a journalist.
Now we collect just enough realworld input to design with
(02:33):
confidence.
Tip one, send a short prenote.
Share who the learners are,your draft goal, and topics
you'll cover.
Ask for two or three realartifacts, such as a checklist,
a screenshot, or a sample.
Why is this important?
Prepping the subject matterexpert focuses the conversation
(02:55):
and reduces meetings.
Tip two, use a simple questionfunnel.
Here you could ask, what arethe key steps?
What decisions matter most?
Where do beginners slip?
And how do we spot it early?
Why is this important?
Funnels turn expertise intoteachable steps and decision
(03:16):
points.
Now that the map is marked,let's set cruise control with a
simple meeting rhythm and clearcommunication.
Mile marker three, cruisecontrol, cadence and
communication.
Small steady check-ins keepmomentum without burning time.
Tip one, keep it light andsteady.
(03:39):
Hold a twenty to twenty fiveminute weekly check-in until the
first draft is approved.
Why is this important?
Predictable touch pointsprevent last minute scrambles.
Tip two, end with three things.
State decisions made, ownersand due dates.
Then, send a three-line recap,which includes the goal, what's
(04:01):
due, and an open question.
Why is this important?
Written clarity avoids emailspirals and lost decisions.
Cadence locked in.
Next, we turn the map intopavement by translating
expertise into on the jobperformance.
Mile marker four, from map toroad, translate expertise into
(04:24):
performance.
We design practice that mirrorsreal work so learners can act,
not just recall.
Tip one, build around one realtask.
Create a single clear scenariothat looks and sounds like the
job.
Why is this important?
Realistic practice transfers tothe workplace faster.
(04:45):
Tip two, give turn by turndirections.
Offer a tiny decision guide,such as if X happens, do Y,
otherwise do Z, and use commonmistakes as practice choices.
Why is this important?
Decision cues and authenticerrors strengthen judgment.
Tip three, add complexitylater.
(05:09):
Master the basics first, thensave common cases for a
follow-up.
Why is this important?
Layering complexity preventsoverload and boosts confidence.
Once the road is paved, we needcheckpoints so reviews move
quickly without surprises.
Mile marker five, toll boostsand checkpoints, reviews that
(05:32):
move.
Clear criteria and short reviewwindows keep the project on
schedule.
Tip one, share a one-pagereview checklist.
Include accuracy, clarity, riskor compliance, learner fit, and
policy alignment.
Why is this important?
Criteria turn vague feedbackinto actionable edits.
(05:53):
Tip two, time box the reviewwith a friendly default.
Here you could say, if I don'thear back by Friday at 5 PM,
I'll mark this as approved so wekeep momentum.
Please reply if we shouldadjust anything.
Why is this important?
Deadlines prevent stallouts andkeep accountability kind.
(06:14):
Tip three, use three smallpasses.
Alpha equals structure, betaequals content and clarity, and
gold equals final polish.
Why is this important?
Focused passes shorten cyclesand reduce rework.
Let's pull into a scenicoverlook and see how this plays
(06:36):
out in the wild with a real lifeexample.
Scenic overlook, the compliancecrunch.
Here's the short version of howthis route works in practice.
A team needed training fast.
Instead of starting with a bigmanual, we did the following.
Step one, set a simpledestination.
Who, what they must do, and howwe'll recognize success.
(07:00):
Why this worked?
Everyone was aligned fast.
Step two, collected two realexamples and one short
checklist.
Why this worked?
We designed with reality, notassumptions.
Step three, built one realisticscenario with a tiny decision
guide.
Why this worked?
(07:20):
Learners practice what they'lldo on the job.
Step four, reviewed with a onepage checklist in two quick
rounds.
Why this worked?
We shipped on time with feweredits.
The result learners finishedfaster, made fewer mistakes, and
felt more confident.
From that view, a few potholesstand out.
(07:42):
Here's a fast roundup so youcan steer around them.
Rest stop, quick potholeroundup.
These are the common bumps thatslow teams down.
Bump one, make it engagingwithout a clear destination.
Why it hurts?
You can't measure success.
Bump two, treating the subjectmatter expert like a content
(08:05):
dump.
Why it hurts?
You'll get slides, notperformance.
Bump three, teaching rare edgecases first.
Why it hurts.
Beginners stall before theystart.
Bump four, endless reviews withno criteria or deadline.
Why it hurts?
Projects drift and trust drops.
(08:25):
Bump five.
Letting tools steer instead ofoutcomes.
Why it hurts?
Shiny objects replace results.
So are you ready to drive thison your next project?
Here's your route card to keepin the glove compartment.
Next turn, your route card.
Here's a one page guide you canuse before your very next
(08:48):
kickoff.
Destination.
Who?
What they must do and howyou'll recognize success.
Why this matters?
Anchors every decision to ameasurable outcome.
Three must do tasks, theeveryday moves that matter most.
Why this matters?
Prioritizes impact over nice tohave content.
(09:08):
Two artifacts to request achecklist, a sample, or a
screenshot.
Why this matters?
Reality checks your designearly.
Cadence.
One short weekly check-in witha three line recap.
Why this matters?
Keeps momentum without meetingfatigue.
Review plan.
(09:29):
One page checklist along withalpha, beta, then gold.
Why this matters?
Faster approvals, fewersurprises.
If this helped you, pleaseshare the episode, leave a quick
rating, or send me a voicemessage on the podcast page.
Make sure to tell me which milemarker helped you most.
Before we wrap this section, Iwant to point you to a great
(09:53):
resource from Christopher Pappasover at the eLearning Industry.
He walks through five frequentchallenges we run into with
subject matter experts.
Everything from I already knowit all to resisting change to
fondness for very linearcontent.
And he pairs each one withconcrete tips.
Over the years, I've facedevery single one of these, and
(10:17):
I'm sure a few will soundfamiliar to you too.
Whether you've been designingfor decades or you're brand new
to the field, I've included thelink in today's show notes so
you can check it out after theepisode.
Also, if you would like to takeyour learning further, you can
reference the interactiveresource, which is linked in the
show notes.
As you head out, remember,strong partnerships get learners
(10:40):
to the destination withconfidence.
Destination reached.
Conclusion.
Strong learning starts withstrong partnerships.
When you set the destination,scout the terrain, and keep
steady cruise control, yoursubject matter experts feel
valued and your learners arriveconfident.
As I conclude this episode,here's an inspiring quote by
(11:03):
Helen Keller.
Alone we can do so little.
Together, we can do so much.
Thanks for designing with love.
I'll see you on the next drive.
Thank you for taking some timeto listen to this podcast
episode today.
Your support means the world tome.
If you'd like to help keep thepodcast going, you can share it
(11:25):
with a friend or colleague,leave a heartfelt review, or
offer a monetary contribution.
Every act of support, big orsmall, makes a difference, and
I'm truly thankful for you.
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