Building a great online course isn’t a solo job. Even the best instructor can’t know everything. That’s why successful course creators team up with subject matter experts - professionals who live and breathe the content every day. But bringing in multiple SMEs doesn’t automatically mean better content. It often means chaos: conflicting advice, missed deadlines, tone mismatches, and endless revisions. If you’ve ever spent weeks trying to align three experts who all want to teach differently, you know what I’m talking about.
Why SMEs Matter More Than You Think
Subject matter experts bring credibility, depth, and real-world relevance. A marketing course taught by someone who’s run campaigns for Fortune 500 companies will feel different than one taught by someone who read a textbook last year. The same goes for nursing, engineering, or tax law courses. SMEs spot gaps in logic, update outdated examples, and catch errors that even experienced instructional designers miss.
But here’s the catch: SMEs aren’t teachers. They’re specialists. They know their field inside out - but they don’t know how people learn. They’ll dump 50 pages of technical notes on you and say, "This is all you need." Meanwhile, your learners are struggling to understand the first paragraph.
That’s where your role as the course creator comes in. You’re not just organizing content. You’re translating expertise into learning.
How to Pick the Right SMEs
Not every expert is a good fit. You need more than credentials. Look for these traits:
- They can explain complex ideas simply - no jargon without context
- They’ve taught or trained others before, even informally
- They’re responsive and reliable - no ghosting after the first email
- They’re open to feedback, not defensive
A PhD with 20 publications won’t help if they can’t answer a question in under three sentences. On the other hand, a seasoned industry practitioner with no academic titles might be your best asset if they can break down a process step by step.
Start with one or two SMEs for your first course. Get the process right before scaling. Trying to manage five experts at once is how projects die.
Set Clear Roles Before You Start
Confusion starts when roles aren’t defined. Don’t assume everyone knows what’s expected. Write it down.
Here’s a simple framework:
- Content Owner: The main SME who owns the core structure and key concepts. They approve final content.
- Contributor: Provides specific sections, case studies, or examples. No approval power beyond their section.
- Reviewer: Checks for accuracy, updates, and compliance. Doesn’t rewrite - just flags errors.
- Instructional Designer: The course creator. Responsible for flow, pacing, activities, and learner experience.
Use this in your onboarding email. Send it before the first meeting. If someone says, "I want to rewrite the whole module," refer back to the role. It takes the pressure off you and puts it on the process.
Use a Centralized System - Not Email Chains
Email threads for course development? That’s a disaster waiting to happen. Files get lost. Comments disappear. Versions multiply. One client I worked with had 87 different versions of a single module because five SMEs kept sending "final" files over email.
Use a shared platform:
- Google Docs with comment threads for feedback
- Notion for structured content, version history, and task assignments
- ClickUp or Asana to track deadlines and approvals
Set up a single source of truth. Every SME should know exactly where to find the current draft, where to leave feedback, and who to tag when something’s unclear. No exceptions.
Build a Content Style Guide - Even If It’s Simple
One SME writes in casual, conversational tone. Another uses formal academic language. A third throws in acronyms without defining them. The result? A course that feels like it was stitched together by three different people.
Fix this with a one-page style guide. Include:
- Tone: Friendly? Professional? Technical?
- Terminology: Which terms to use (e.g., "user" vs. "learner")
- Formatting: How to write headings, lists, bold terms
- Examples: What kind of real-world examples to use
- What to avoid: Jargon, passive voice, unnecessary citations
Don’t make it long. Two pages max. Share it with everyone before they start writing. Refer to it every time someone says, "But this is how we’ve always done it."
Manage Feedback Like a Project Manager
SMEs love to give feedback. Too much feedback kills momentum.
Set boundaries:
- Only one round of major edits per person
- Feedback must be specific: "This example is outdated" not "I don’t like this"
- Use a template: "I suggest changing X because Y. Here’s an alternative: Z."
- Decide upfront: What’s non-negotiable (core concepts) vs. flexible (wording, examples)
Hold a 15-minute sync call after feedback comes in. Summarize what you’ll change, what you won’t, and why. This prevents endless back-and-forth.
And here’s the hard truth: you don’t have to use all the feedback. Your job isn’t to please every expert. It’s to build the best learning experience for your students.
Keep SMEs Engaged - They’re Volunteers Most of the Time
Most SMEs aren’t paid. They’re helping because they believe in the topic or want to build their reputation. Treat them like partners, not vendors.
- Give them credit: Name them in the course, link to their LinkedIn or website
- Share results: "Your case study was used in 2,000 courses last month"
- Ask for their input on future topics
- Send a thank-you note after launch
One course creator I know sends a personalized video message to each SME after the course goes live. It takes 10 minutes. It builds loyalty. And it means they’ll say yes next time.
When Conflict Happens - And It Will
Two SMEs disagree on how to explain a concept. One says use a flowchart. The other insists on a narrative story. Who wins?
Don’t let them argue. Don’t take sides. Ask: "Which version helps learners understand faster?" Then test it.
Use a quick pilot. Show both versions to five learners. Ask: "Which one made it clearer?" The data beats opinion every time.
If the conflict is about accuracy - not presentation - go with the most current, peer-reviewed source. Cite it. Say: "Based on the 2024 CDC guidelines, we’re using this approach." That shuts down most arguments.
Final Checklist Before Launch
Before you hit publish, run through this:
- All SMEs have reviewed their assigned sections
- Style guide has been applied consistently
- No outdated examples or references
- Every acronym is defined on first use
- Learning objectives match the content
- At least one test learner completed the course without help
Don’t skip the test learner step. Even if it’s just a friend or colleague. If they get stuck, so will your students.
What Comes Next
Once you’ve nailed managing two SMEs, you can scale. Add more experts. Build a library of content. Turn your course into a series. But don’t rush.
Great collaboration isn’t about having the most experts. It’s about having the right ones, working together clearly, and keeping the learner at the center. The best courses aren’t written by geniuses. They’re built by teams who know how to listen, organize, and simplify.
Start small. Set clear rules. Communicate often. And remember - your job isn’t to be the expert. It’s to make the expert’s knowledge accessible to everyone else.
How many subject matter experts should I work with on my first course?
Start with one or two. Managing more than that on your first course adds unnecessary complexity. Focus on building a smooth process with a small team before scaling. You’ll learn faster, make fewer mistakes, and deliver better content.
What if an SME doesn’t meet deadlines?
Set expectations upfront: "I need your draft by Friday so I can start design work next Monday." If they miss it once, send a polite reminder. If it happens again, ask if they’re still able to commit. If not, replace them. No one is indispensable. Your course timeline matters more than a single person’s availability.
Do I need to pay subject matter experts?
Not always. Many SMEs contribute for exposure, credibility, or to support the field. But if the course will generate revenue, consider offering a small honorarium, royalties, or free access to future courses. If you’re unsure, ask: "What would make this worth your time?" Their answer will tell you what they value.
How do I handle conflicting advice from SMEs?
Don’t choose based on who’s louder. Ask: "Which version helps learners understand faster?" Test both with real users. Use data, not opinion. If it’s about accuracy, defer to the most recent, peer-reviewed source. Cite it. That removes subjectivity.
Can I reuse SME content in future courses?
Only if you have written permission. Even if they volunteered, they own their original content. Get a simple agreement: "I grant you non-exclusive rights to use this material in this course and future versions of it." Keep it in writing. It protects both sides.
Next time you’re planning a course, think about who needs to be in the room - not just for their knowledge, but for how they work. The right collaborators turn good ideas into great learning experiences.
Comments
John Fox
Start with one SME. Seriously. I tried three once. Ended up with a 47-page doc no one could follow. Took me months to untangle it. Now I stick to one. Clean. Simple. Works.
Tasha Hernandez
Oh wow another guru telling us how to "manage" experts like they’re toddlers with clipboards. Meanwhile the real problem is that most course creators think they’re entitled to free labor from people who’ve spent 20 years in the field. You don’t get to dictate how someone shares their life’s work just because you made a Notion board.
Anuj Kumar
This is all a scam. SMEs are being used to build profitable courses while they get nothing. The real owners are the platforms. They know this. They let you think you’re in control. But you’re just a middleman in a machine that eats expertise.
Veera Mavalwala
I’ve been doing this for over a decade and I can tell you that the biggest mistake people make is thinking that just because someone is brilliant in their field they automatically know how to communicate it to others - which is why I always insist on a pre-screening interview where I ask them to explain quantum entanglement to my 72-year-old aunt who thinks WiFi is magic - if they can’t do that in under five minutes without using a single technical term then they’re not an SME they’re just a walking Wikipedia page with a PhD
sampa Karjee
The idea that you can "style guide" expertise is absurd. Knowledge isn’t a brand. You can’t sanitize the passion out of a subject by forcing everyone to use "learner" instead of "user." This is corporate indoctrination dressed as pedagogy. The real learning happens in the mess - not in your sanitized Notion template.
Patrick Sieber
Solid advice overall. I’ve seen too many courses collapse under email chaos. I use Notion + Asana combo religiously now. One source of truth. One deadline. One person responsible for each section. Keeps things clean. Also love the "one round of edits" rule - saves everyone’s sanity.
Kieran Danagher
You say "don’t use email" but then recommend Google Docs. Same thing. Someone still drops a comment in the wrong place, someone else replies to an old version, and suddenly you’ve got 14 versions floating around. I use Airtable with linked fields and version locking. No one can touch the master doc unless they’re tagged. Works like a charm.
OONAGH Ffrench
The most important thing no one mentions is that SMEs are often deeply invested in their work and feel personally attacked when their content is simplified. It’s not about process. It’s about respect. You’re not editing their knowledge. You’re translating their identity into something digestible. That’s why the thank-you note matters more than the style guide. People don’t leave because of deadlines. They leave because they felt used.