Getting the best from your SMEs in content creation

Every great piece of learning content starts with knowledge. And no one knows your organisation’s world better than your Subject Matter Experts (SMEs).

They’re the ones with the technical know-how, process insights and real-world context that make learning feel authentic. But as every L&D professional knows, getting that knowledge out of their heads and into engaging learning can be one of the toughest parts of content creation.

SMEs are often time-poor, unsure how to prioritise, or nervous about losing control over their message. That’s why collaboration, not delegation, is the key to success.

In our recent webinar on the future of learning content, SMEs and AI, L&D leaders shared how the SME relationship is evolving, from “order-givers” who request courses to strategic partners who co-create, validate, and champion learning across their business areas.

Here’s how to build those stronger partnerships to create smoother projects, richer learning experiences and better results for your learners.

1. Start with shared understanding

Before you dive into content, take time to align on the why. What’s the real problem you’re solving, and what does success look like?

Without that shared foundation, projects can drift into detail overload, a common pain point many teams raised during the webinar. SMEs often feel “everything’s important,” so it’s the L&D team’s job to distil large decks or PDFs into clear, learner-focused essentials.

A clear project brief should cover:

• The business goal (“reduce compliance errors by 20%” rather than “create a compliance course”)
• The target audience, including what they already know and what needs to change
• What good looks like, success criteria and measurable outcomes

Bringing everyone into a short kickoff session helps SMEs feel involved from the start and gives them clarity on where their expertise fits in. It also reframes the project as a partnership, not a request.

2. Make it easy for SMEs to contribute

Your SMEs are experts in their fields, not necessarily in learning design. So make their part of the process as simple and structured as possible.

Many L&D teams are now upskilling SMEs in the basics of learning design, providing frameworks and templates that help them structure content effectively. Some even use AI-generated outlines or draft storyboards that SMEs can refine and validate, freeing up L&D time to focus on flow, engagement, and accuracy.

If they don’t have time to write, offer alternatives: record a quick voice note, join a short interview, or share examples through prompts like:

• “What’s a mistake you often see people make?”
• “What’s one piece of advice you wish you’d known earlier?”

Collaboration tools like Articulate Review or Rise 360 review links allow SMEs to see progress, comment in real time, and feel part of the creative journey without endless email threads.

The goal isn’t perfection. As one speaker put it: “Protect what only humans can do.” Let SMEs focus on stories, authenticity and validation, while L&D shapes it into learning that sticks.

3. Co-create, don’t delegate

True collaboration means working with your SMEs, not simply taking content from them.

In our webinar on SME collaboration, one key shift was the rise of SMEs as storytellers, sharing short, selfie-style videos or on-camera moments that bring learning to life. Learners engage more when content feels human and familiar, and SMEs can deliver that credible, emotional connection that no AI avatar can replicate.

Invite SMEs into creative stages like storyboarding or scenario design. Share prototypes in Vyond or Rise 360 early so they can visualise tone and pacing. This helps reduce late-stage rework and gives SMEs ownership over the final product.

When SMEs see their expertise reflected authentically, they become champions of the learning itself, not just contributors to it.

4. Respect their time and their expertise

SMEs are balancing competing priorities, so structure and clarity are vital. Create review windows with realistic turnaround times and defined responsibilities.

Instead of broad asks (“Let me know what you think”), guide their feedback:

• “Does this reflect your team’s real process?”
• “Are these examples accurate and relatable?”
• “Would this scenario resonate with your learners?”

This approach prevents projects from stalling and keeps SMEs engaged without overload.

It’s also worth identifying a few passionate experts as ongoing ‘SME champions’ — people who regularly appear across modules or campaigns. They build learner trust and provide a consistent, human voice for your organisation’s learning culture.

5. Strengthen collaboration through relationships

Behind every smooth project is a strong relationship. Take time to understand your SME’s world, their pressures, priorities, and communication style.

Treat them as long-term collaborators, not one-off contributors. A quick thank-you after a milestone or sharing positive learner feedback helps them see the impact of their work. Over time, this builds trust and a sense of shared purpose.

Turnover can be a concern, what if your SME leaves? But as our webinar panellists pointed out, their stories and insights remain valuable long after. Learners don’t need polish, they need authenticity.

By humanising content and celebrating SME voices, you create learning that connects emotionally and sticks.

Bringing it all together

At its best, SME collaboration is a partnership: they bring the expertise, you bring the storytelling and design thinking. When both work together effectively, learning becomes more relevant, credible, and impactful.

As our speakers summed up:

“Your SMEs hold the credibility, emotion, and real-world context that no AI or off-the-shelf course can replicate. The L&D team’s role isn’t to extract information, it’s to amplify human insight into learning that sticks.”

By setting clear expectations, making contributions easy, and nurturing long-term relationships, you’ll not only create better content, but you’ll build a community of SME champions who elevate learning across your business.

If you want to strengthen your content creation process, Omniplex Learning can help. Our bespoke content services and Articulate training courses help teams collaborate more effectively and bring expert knowledge to life through impactful design.

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Webinar: Unpacking the Future of Learning Content, SMEs and AI

Working with Subject Matter Experts | Access Learning