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Proficiency Check | Types of Subject-matter Experts & the Pros/Cons of Each

Published 3 months ago • 1 min read

Proficiency Check | Types of Subject-matter Experts & the Pros/Cons of Each

Whether they're new to the process or a long-time SME, it's our job to guide them through the project so they know what to expect when.
Let's discuss the SME types and how knowing these types supports your project's progress. (Seriously, figuring this out for me was 🤯)

Whether you're using ADDIE or another design process, our subject matter experts aren't necessarily aware of what instructional design is, how the process functions, what's expected of them, etc. And even if they think they're knowledgeable, level-setting with them before any project is best practices.

SME Types

To know how to best onboard and work with a SME, we have to first understand their role in the project, or what type of SME they are. Watch the below video (or click here) to hear more.

video preview​

So to recap...

Technical SME - the classic SME who has current, hands-on experience with the subject

Benefits

  • Provides accurate, in-depth, and up-to-date knowledge of the subject matter.
  • Offers real-world examples and best practices for authentic learning materials.
  • Ensures content credibility and alignment with industry standards.

Downsides

  • May struggle to simplify complex information for learners.
  • Can focus too much on granular details irrelevant to learning objectives.
  • Often busy with primary job responsibilities, leading to delays.

Functional SME - may not have direct experience with the subject, but know the systems and processes related to it

Benefits

  • Strong understanding of systems, workflows, and organizational context.
  • Bridges gaps between technical knowledge and practical application.
  • Likely to prioritize content that aligns with organizational goals.

Downsides

  • May lack deep expertise in the subject matter itself.
  • Relies on secondhand information, risking inaccuracies or oversights.
  • Can miss nuances critical for advanced learners or niche topics.

Sentinel SME - limited technical and/or process knowledge, but wants to put their name on the project

Benefits

  • Provides stakeholder buy-in and visibility for the project.
  • Useful for aligning the project with organizational priorities or politics.
  • Can facilitate access to other SMEs or resources.

Downsides

  • Limited knowledge can lead to unhelpful feedback or scope creep.
  • May prioritize their personal agenda over project outcomes.
  • Can disrupt timelines or quality by insisting on unnecessary changes

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Experience Points

With Mandy Brown, EMBA

Instructional design stories/tools, wellness strategies, and job hunting guidance to progress your journey! I’m Mandy Brown, an autistic nerd right outside of Austin. I empower individuals to find work they love, heal from burnout, and grow professionally—all while staying true to themselves. If that's your jam, join me and 300+ readers every Monday morning for radical self-care and gentle professionalism.

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