Working with subject-matter experts (SMEs) can be a game-changer for your team. When you tap into their expertise, you don’t just make your project stronger, you also expand your own knowledge, build meaningful cross-functional relationships, and earn greater trust from stakeholders.
Of course, collaborating with experts isn’t always easy. They might have full schedules and completely different priorities from you and your team. If you’re working with an SME on a presentation they are giving, the lines of ownership might be hard to define. And when their expertise is deeply technical, you might even feel like you’re speaking different languages. But the opportunity to learn from an SME will only make your project more nuanced, bringing your team’s work from good to extraordinary.
So, how can you collaborate with an SME in a way that feels smooth, respectful, and productive for both parties?
Be flexible
SMEs are often pulled in a million directions, since everyone wants to tap their expertise. Getting time in their calendar might be a challenge, and when you do, meetings might shift due to changes in priorities. So, try to be understanding and flexible. Instead of asking for an hour discussion, maybe schedule a more digestible fifteen-minute project sync, framed with three questions to be answered. You also might try to get their feedback piecemeal. If you’re already in a meeting they’re attending, be ready to ask them a couple of questions on the fly. This way, you can have some information to start the project while waiting for a formal meeting.
Key question: “How can you design the collaboration so it’s easy for the SME to engage without adding disruption or stress?”
Come prepared
When you get time with an SME, especially an executive, you want to make every minute count. Always come prepared, having done your research so you can get to the point quickly and get the most value out of the conversation. Think about using AI to help you identify where to begin. Maybe prompt it with the outcomes you want from the meeting and use it to refine the right questions to ask. For example, if you’re meeting with an executive, you might prompt the AI with “What are the trends in X industry this month?” or “How are other companies describing this type of product feature?” Then, you can build conversation starters that get straight to the heart of the discussion. This approach ensures you walk away with the answers you need. As a bonus, showing this kind of preparation and respect builds a stronger connection with the SME.
Key question: “What can you learn or prepare in advance so that the time with the SME is focused, efficient, and high-value?”
Speak their language
Because your department or skillset might be very different from the SME’s, they may use a vocabulary that’s unfamiliar to you. Try to learn their language ahead of time by researching any acronyms or recurring topics you hear them mention. During your meeting, don’t hesitate to ask clarifying questions. For instance, if they say something you don’t understand, you might ask them to walk you through it step by step, as if you were new to the company. Then, repeat what you’ve heard back in your own words to confirm your understanding. Taking the time to learn their terminology not only strengthens your current project but also makes future collaborations with them (and other SMEs) smoother and more productive.
Key question: “What terms or acronyms do you often hear this SME use, and how will you research them?”
Clarify ownership early
One of the biggest friction points in collaborating with an SME is ownership. Who owns content? Who owns design? Who approves the final slides? That’s why it’s important to map out the project together and define roles and responsibilities, especially if you are building a presentation that they will deliver. Define the duties and make them visible in your collaboration software. Map out each project step, who owns it, and who depends on each deliverable. Working through this upfront means you avoid the ball getting dropped on a step.
Key question: “How can you set clear roles, responsibilities, and deadlines upfront so each participant knows exactly what they’re accountable for?”
Create mutual value
When SMEs feel the collaboration benefits them and not just you, they’re often more engaged and willing to contribute. Look for ways to make the partnership valuable on both sides. For example, you might say, “I know you’re presenting this to the board next quarter, and this slide deck could also support your keynote. My role is to shape the visual story so you can focus on delivery and message.” Or: “If you send me the key points, I’ll draft a version for you to review once, then I’ll polish it so you don’t have to spend extra time on formatting.” By clearly showing how your collaboration supports their goals, you’ll build trust and create a stronger working relationship that improves everyone’s work.
Key question: “How can you offer value to this SME?”
