Anyone who has designed or developed eLearning knows this truth: the number one threat to your timeline isn’t development complexity or technology, it’s the SME review process. And most of the time, it’s not because SMEs are uncooperative or disengaged. It’s because the review process itself hasn’t been designed with the same care as the learning experience.
When SME reviews go sideways, projects stall, frustration builds, and rework piles up. When they’re done well, development moves faster, trust increases, and learning teams gain credibility with the business. The difference is a strong SME review process.
Why SME Reviews Break Down So Often
SME review issues tend to show up early and compound quickly. Some of the most common breakdowns include:
- SMEs being asked to review everything instead of specific items at a specific stage.
- Feedback coming from multiple stakeholders without clarity on who actually has decision-making authority.
- Review comments that mix factual corrections, personal preferences, and scope changes all in one pass.
- Another frequent issue is changes to items that were already reviewed and approved.
Objectives that were signed off suddenly get rewritten. Assessments that passed a prior review are questioned again. Color schemes or course layout is requested to be changed at the last stage of development. Navigation, course length, or interaction approaches re-enter the conversation weeks after sign off.
From the SME’s perspective, this may feel like thoughtful diligence. From the project’s perspective, it creates backward momentum, churn, delays, and confusion about what is still open for discussion and what is not.
Start at the Kickoff: Design the Review Process Early
Strong SME reviews begin at project kickoff. At the start of the project, it’s critical to define who will sign off on what and when. This includes decisions related to objectives, content accuracy, assessments, interactions, navigation, visuals, course length, and overall scope.
A simple sign-off matrix, reviewed and approved by the project sponsor, removes ambiguity before it can cause friction. It ensures everyone understands their role in the review process and prevents late-stage surprises. Projects that skip this step often spend the rest of the timeline revisiting decisions about the course over and over.
Clarifying the SME’s Role (and What It Is Not)
Subject matter experts play a critical role in learning projects. SMEs are responsible for ensuring accuracy, relevance, and real-world validity. They are not expected to redesign instruction, rewrite learning objectives, or solve engagement challenges unless that responsibility has been explicitly assigned.
When SMEs aren’t given clear boundaries, they often default to editing tone, restructuring content, or proposing new learning approaches mid-development. This is usually about wanting the end product to reflect their expertise, but it can cause frustration and problems for the learning team. Clear role definition protects the SME’s time and keeps the project focused.
Define Review Cycles That Match Real Decisions
One of the most effective ways to reduce SME frustration is to break reviews into intentional stages. Instead of asking SMEs to “review the course,” each phase should have a specific purpose. Phases might be defined as prototype review, design document review, first draft content review, narration script review, second draft functionality review, and final review, for example.
Each stage answers one question, not all of them at once. Are the objectives correct? Is the content accurate? Do the assessment questions reflect real decisions learners make on the job?
Formal sign-off at the end of each stage signals that decisions made here will be used moving forward. Any changes after that point may affect timeline or cost and the expectation that decisions are set should be stated clearly .
Ask SMEs to Review Specific Things and Track What Changes
Even when review stages are clear, feedback can still spiral if it isn’t documented well. One simple but powerful practice is maintaining a running list of changes made after each SME review. This list doesn’t need to be complex. It can include:
- What feedback was received
- What changes were made
- What decisions were confirmed or closed
Sharing this summary with SMEs at each review reinforces progress and reduces the likelihood of reopening settled decisions. It also builds trust by showing that feedback is being taken seriously and acted on. When a later comment contradicts an earlier decision, the team can calmly reference the change log instead of relying on memory or opinion.
Why Formal Sign-Off Matters More Than You Think
Formal sign-off isn’t about bureaucracy. It’s about clarity. When SMEs formally approve a review stage, they’re not just approving content, they’re approving direction. This makes it easier to have productive conversations later if new requests emerge.
Clear language around sign-off helps everyone understand what is still open for discussion and what is not. It also provides a neutral way to address scope changes without damaging relationships.
Managing Feedback Without Damaging Relationships
Even with a strong process, feedback conversations can be sensitive. SMEs are often reviewing content between meetings, under time pressure, and alongside competing priorities. Clear instructions, respectful tone, and structured feedback requests go a long way. When feedback conflicts with earlier approvals, referencing prior change logs keeps conversations professional and productive. The goal is always alignment, not escalation.
When the SME Review Process Works
When SME reviews are well designed, everything changes. Development moves faster. Rework drops dramatically. SMEs feel respected and clear about their role. Learning teams are seen as organized, strategic partners. Most importantly, the learning experience improves because decisions are intentional, timely, and aligned with business needs.
SME Reviews Are a Design Problem
If your SME reviews consistently derail timelines, the answer isn’t pushing harder or sending more reminders. It’s designing a better process. Clear kickoff alignment, defined review stages, documented decisions, tracked changes, and formal sign-off turn SME reviews from a bottleneck into a strength. Just like learning experiences, review processes deserve thoughtful design.
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