Collaboration in Course Creation: Managing Multiple Subject Matter Experts

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 SMEs spot gaps in logic, update outdated examples, and catch errors that even experienced instructional designers miss.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:

1. All SMEs have reviewed their assigned sections
2. Style guide has been applied consistently
3. No outdated examples or references
4. Every acronym is defined on first use
5. Learning objectives match the content
6. 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.

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.