Navigating Subject Matter Expert Relationships with a Coaching Mindset

L&D professionals often find themselves coordinating and collaborating with different individuals during a project. Whether it’s collaborating with an SME to ensure content is updated to date and accurate, handing off a project to someone else to proceed with development, or seeking feedback from others within an organization before a launch date, these tasks are much easier to navigate when you have good working relationships with those involved. Depending on the complexities of the project or time and budgetary constraints imposed on the project, navigating some of these relationships can be more challenging than others for L&D professionals. In this blog, we’ll provide strategies for ways L&D professionals can apply a coaching mindset to help support their working relationships with SMEs and others within their organization.

What is a coaching mindset?

A coaching mindset when working with others means adopting a supportive, guiding, and collaborative approach that empowers individuals to meet the project’s goals. A coaching mindset prioritizes building trust, fostering open communication, and encouraging continuous learning and development. It emphasizes the importance of understanding individual strengths and challenges and tailoring feedback to suit each person’s unique needs and roles related to the project.

By promoting self-awareness and accountability, a coaching mindset helps individuals take ownership of their respective roles and contributions to projects. The following are three things L&D professionals can do to navigate relationships with SMEs.

Set clear expectations

We should never make assumptions that everyone has a shared understanding of what is expected of them during a project. Setting clear expectations and defining roles are important when working with a subject matter expert because they provide a foundation for project success. When expectations are communicated, both the L&D professionals and the SME understand what is required, leading to a more organized and efficient workflow. Clear expectations include providing specificity of project deliverables and timelines, and discussing the level of detail and quality expected. Well-defined expectations minimize misunderstandings and foster accountability, as the SME knows exactly what is expected of them and can plan their work accordingly.

Role clarity is equally important as it delineates the boundaries and responsibilities of each team member, preventing overlap and potential conflicts. When an SME has a clear understanding of their role, they can better prioritize tasks and collaborate more effectively with other team members. It helps to guide an SME through the level of detail that may be required for them as they provide recommendations and insights on a project. This clarity also helps in managing the SME’s time and resources efficiently.

Ensure accountability

Ensuring accountability when working with an SME begins with establishing clear and measurable goals. These goals also help with holding individuals accountable for meeting expectations. To make goals measurable, you should make them specific, time-bound, and aligned with the overall project objectives. Regular progress reviews and status meetings can help you keep track of the SME’s contributions and address any potential issues early on. During these check-ins, it’s important to discuss what has been accomplished, what remains to be done, and any challenges that may be hindering progress. Documenting these discussions and setting actionable next steps helps create a transparent record of accountability.

Fostering a culture of open communication and feedback is vital for accountability. Encourage the SME to provide regular updates on their progress and any obstacles they encounter. Sometimes disconnects can occur when using external SMEs on a project. Placing an intentional focus on two-way communication ensures that the SME feels supported and is more likely to stay engaged and committed to their responsibilities. If issues arise, address them promptly and constructively, focusing on solutions rather than blame. This helps to support sustainable relationships with SMEs for future projects.

Foster open communication

Open communication is vital when working with SMEs because it facilitates the free flow of information, builds trust, and ensures that everyone is aligned with the project goals. Regular and transparent communication allows SMEs to express their insights, concerns, and suggestions, which can be critical for the project’s success. It helps in identifying potential issues early on, enabling prompt resolution and avoiding unnecessary delays. Open communication also encourages a collaborative environment where SMEs feel valued and heard. By maintaining an open dialogue, L&D professionals can better understand the SME’s perspective and leverage their expertise more effectively.

Provide context

While providing context is important when working with others on any project, it is especially important when working with SMEs, because it helps them understand the bigger picture of a project. Sometimes, SMEs are consulted to ensure the accuracy of content. Other times, they are asked to take complex tasks and content and explain them in a way that can be easily understood by others who may not have that level of expertise.

When SMEs have a clear understanding of the project’s goals, scope, and desired outcomes, they can tailor their expertise to better align with these aims. This contextual awareness enables SMEs to provide more relevant insights. Context helps SMEs anticipate potential challenges and proactively suggest solutions, as they have a comprehensive understanding of the project’s environment and constraints.

A coaching approach focuses on guiding and supporting SMEs rather than simply managing them. This mindset fosters a positive and collaborative relationship, where SMEs feel encouraged to share their knowledge and take ownership of their contributions. Coaching involves active listening and providing constructive feedback. By adopting this approach, L&D professionals can help SMEs overcome challenges and meet their deliverables. This not only improves the SME’s performance but also contributes to the overall success of the project. In essence, a coaching mindset, coupled with open communication, creates a supportive environment that maximizes the SME’s contributions and enhances the project’s outcomes.