Working with subject matter experts (SMEs) is one of the most defining aspects of an instructional design consultant’s success. It’s also one of the most misunderstood.
SMEs are rarely trained to work with instructional designers. Many have never partnered with one before. And many bring skepticism shaped by years of underwhelming corporate training experiences; training that missed the mark, disrupted work, or failed to improve performance in any meaningful way.
At the same time, instructional design consultants often enter these relationships eager to help. They come prepared with tools, frameworks, and ideas. And sometimes, the consultants share their ideas too quickly. When that happens, trust erodes before it ever has a chance to form.
Successful instructional design consulting isn’t about how fast you design, no matter how professional and interactive your final product is. It’s about how effectively you listen, diagnose, align, and guide; especially when collaborating with SMEs who are protective of their expertise, their teams, and their time.
The following five tips reflect what consistently separates strong instructional design consultants from those who struggle when working with SMEs.
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Tip 1: Slow Down – Listening Comes Before Solutions
What Is the Most Common Mistake Instructional Design Consultants Make with SMEs?
The most common mistake instructional design consultants make is sharing solutions too early.
This usually comes from a good place. Consultants want to be helpful. They want to demonstrate value. They want to reassure stakeholders that progress is being made.
But proposing solutions before fully understanding the business context creates two risks:
- It overwhelms the SME, especially if they’re already uncertain about what instructional designers do.
- It exposes gaps in understanding, signaling that the consultant may not yet grasp the real problem behind the request.
When SMEs hear solutions too soon, they often feel unheard, even if the ideas are strong.
What Should Consultants Do Instead?
Great instructional design consultants start with listening, and they listen actively.
If you speak during early conversations with SMEs, let it be:
- A clarifying question
- A reflective statement
- A prompt that invites deeper explanation
One effective tactic is to repeat the last few words an SME says, with an upward inflection:
- “High turnover?”
- “Delayed onboarding?”
- “Missed handoffs?”
This simple technique does two things:
- It signals that you’re paying close attention
- It invites elaboration without interruption
Silence, too, is data. What isn’t said often matters just as much as what is.
Tip 2: Understand SME Skepticism and Earn Trust Intentionally
Why Are Many SMEs Skeptical of Instructional Designers?
Many SMEs have limited exposure to instructional design and what exposure they do have is often shaped by poor training experiences.
From their perspective:
- Training has historically been disconnected from real work
- Corporate teams may not understand the realities of their roles
- Time spent in training hasn’t always translated into performance improvement
This creates a natural hesitation: Can someone who’s never done my job really design something useful for my team?
That skepticism is self-protection that comes through as resistance.
How Do Instructional Design Consultants Build Trust with SMEs?
Trust is built before development begins.
Consultants earn credibility not by diving into tools or content creation, but by:
- Reiterating what they’ve heard to confirm understanding
- Asking questions that surface root causes (needs analysis)
- Demonstrating awareness of business constraints and pressures
When SMEs feel heard and consulted (not extracted for information), they become collaborators.
At that point, something important happens: the SME shifts from being a gatekeeper to being an advocate.
And when development begins, the consultant now has:
- Clear direction
- Real-world nuance
- An SME who wants the solution to succeed
That combination dramatically improves outcomes.
Tip 3: Watch for Early Signals That the Relationship Is Working
How Can You Tell When an SME Partnership Is Going Well?
Successful SME relationships show themselves early, often in subtle ways.
Positive signals include:
- SMEs proactively sharing context or updates
- Colleagues referencing the project without being prompted
- SMEs looping you into process changes that affect the work
- Questions about how to communicate progress to leaders or teams
When SMEs believe in the work, they want others to believe in it too.
In contrast, when an SME disengages, the signs are just as clear:
- Minimal feedback
- No additional context beyond what’s required
- A “just get it done” mentality
In these cases, the consultant may still deliver something, but it’s unlikely to be impactful.
SMEs who invest in the solution do so because they see its relevance to lived work experiences. That investment is a key indicator of success.
Tip 4: Set Boundaries by Framing Business Impact, Not Personal Capacity
How Should Instructional Design Consultants Set Boundaries with SMEs?
Setting boundaries is essential, but framing the boundaries correctly matters.
The fastest way to erode trust is to position boundaries around personal workload:
- “I don’t have time for that.”
- “That’s too much work for me.”
Instead, effective consultants anchor boundaries in business impact and tradeoffs.
For example:
- Additional review cycles may delay launch
- New requirements may force deprioritization of other initiatives
- Expanded scope may require timeline or resource adjustments
Clear project structure helps make these tradeoffs visible.
A typical framework might include:
- Analysis: 1–2 weeks depending on interviews and data
- Design: Learning experience, journey mapping, templates, and approval
- Development: Deliverable-based milestones with defined review windows
When SMEs request changes, such as adding scenario-based training to a completed deliverable, the conversation shifts from “yes or no” to shared problem solving:
“Here’s how this change affects the timeline. What’s most important to protect: scope, timing, or launch?”
This reframes the dynamic from “Consultant vs. Client” to “Consultant and Client vs. the Problem.”
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Tip 5: Respond to Prescribed Solutions With Curiosity, Not Resistance
What Should Consultants Do When SMEs Dictate the Solution?
In many instructional design consulting engagements, the SME is not just a content expert, they are also the client.
They may own the budget, sponsor the initiative, approve the final deliverable, or be directly accountable for the business outcome. When that’s the case, their influence carries additional weight, and the consultant’s role requires even more care.
This dynamic often shows up most clearly when SMEs dictate the solution:
- “We need a 60-minute course.”
- “Just turn this into a slide deck.”
- “We’ve always done it this way.”
The instinct to push back can be strong, but resistance rarely builds alignment. Rather than overriding the SME’s authority, consult with them well.
Effective instructional design consultants respond with:
- Curiosity instead of correction
- Questions instead of counterproposals
- Business framing instead of instructional theory
For example:
- “What problem are you hoping this format will solve?”
- “What would success look like if this worked exactly as intended?”
- “How have you seen this approach perform in the past?”
This allows the SME-client to stay in control while opening space to examine assumptions together.
Reframing the Consultant’s Value
When SMEs are also clients, the instructional design consultant’s value is not in saying “no.” It’s in making tradeoffs visible.
Often, prescribed solutions are proxies for deeper concerns:
- Ensuring attendance
- Demonstrating compliance
- Addressing visible pain points quickly
When data is available, even imperfect data like smile sheets, acknowledge it. Then redirect the conversation toward business outcomes:
- What should improve if this works?
- How will leaders know it made a difference?
This shifts the conversation from authority vs. expertise to shared accountability for outcomes.
In the end, even when SMEs dictate the solution, instructional design consultants still play a critical role: ensuring that what gets built has the best possible chance of working.
How Data Should Be Used When Working With SMEs
Data should never be used to “win” an argument.
The role of data in instructional design consulting is to:
- Reinforce credibility
- Support shared decision-making
- Help SMEs shine
Instinct and experience matter. Many existing processes exist for valid reasons. But tying decisions back to performance, efficiency, or business impact ensures solutions are defensible and adaptable as the business evolves.
The Habit That Strengthens Every SME Relationship
Active listening is the foundation, but it isn’t enough on its own.
Strong consultants pair listening with:
- Clear documentation
- Regular status updates
- Explicit follow-through
Even strong relationships break down without clarity. Written communication ensures alignment, reduces assumptions, and builds confidence over time.
A Key Mindset Shift For Instructional Designer Consultants
Instructional design consultants must hold two truths at once:
- You are the expert in learning and development
- Your client is the expert in their business
Confusing these roles undermines collaboration.
Consulting requires openness to feedback, to business nuance, and to evolving approaches as technology and work change. The goal isn’t learning for learning’s sake. It’s enabling the business to perform better.
One Piece of Advice Before Your First SME Meeting
Listen for what is being said and for what isn’t.
Ask questions. Gather context. Notice silence.
Because sometimes, silence is an answer.
How We Can Help
At TrainingPros, we match organizations with experienced consultants who lead with strategy, then help you identify the tools and methods that actually support your business goals. Whether you are rethinking onboarding, scaling leadership development, or trying to make sense of your learning platform, we can help you shift from reactive to results-driven.
TrainingPros has been named a Top 20 Staffing Company internationally by Training Industry, and recognized as a Smartchoice® Preferred Provider by Brandon Hall Group for 2025. We’re also proud to be named a Champion of Learning by the Association for Talent Development (ATD)—an international honor that reflects our dedication to excellence in corporate learning. These accolades underscore TrainingPros’ unwavering commitment to delivering high-quality, tailored training solutions.
If your projects need instructional design consultants, eLearning developers, or other learning & development consultants for your custom content projects, reach out to one of our industry-expert relationship managers today.
When you have more projects than people™, let TrainingPros find the right consultant to start your project with confidence. Schedule a consultation today.
Frequently Asked Questions
What is the most common mistake instructional design consultants make with SMEs?
Sharing solutions too early. Proposing formats or deliverables before fully understanding the business problem can overwhelm SMEs and signal incomplete understanding. Listening and diagnosing should come first.
How do instructional design consultants build trust with SMEs?
By confirming understanding, asking thoughtful root-cause questions, and showing awareness of business constraints. Trust forms when SMEs feel heard and consulted rather than extracted for information.
How can you tell if an SME partnership is going well?
Early positive signs include proactive context sharing, timely feedback, and inclusion in related conversations. Disengagement, minimal responses, or “just finish it” language often indicate misalignment.
How should instructional design consultants set boundaries with SMEs?
Frame boundaries around business impact, not personal workload. Discuss tradeoffs such as timeline shifts, scope changes, or resource limits to keep the focus on shared priorities.
What should consultants do when SMEs dictate the solution?
Respond with curiosity, not resistance. Ask questions about intended outcomes and past results to explore assumptions while maintaining SME authority and collaborative alignment.
