What is a Subject Matter Expert (SME)? Role, benefits & how L&D teams can leverage them in 2025

Introduction

From cybersecurity analysts to neonatal nurses, subject matter experts (SMEs) hold the deep, specialised knowledge your organisation relies on every day. Yet too often that expertise lives in silos—or worse, walks out the door when a key employee leaves. For L&D leaders, partnering effectively with SMEs is the shortcut to credible, relevant, and future-proof learning content.

In this post, we’ll define what a subject matter expert is, explore why SMEs are mission critical for learning success in 2025 and beyond, and give you a step-by-step playbook for integrating SMEs into your learning strategy.

TL; DR: Treat SMEs as strategic partners—not just reviewers—and you’ll unlock insider knowledge, accelerate course creation, and boost learner confidence.

1. What is a subject matter expert?

A subject matter expert is a person with authoritative knowledge and hands-on experience in a specific domain, process, or technology. SMEs often:

• Hold advanced certifications or years of field experience
• Are the “go-to” resource when complex questions arise
• Stay abreast of the latest standards, regulations, and best practices

In learning projects, SMEs ensure content accuracy, provide real-world context, and lend credibility to the programme.

2. Why SMEs matter to L&D in 2025

1. Rapid tech evolution: With AI, cloud, and cybersecurity changing quarterly, L&D needs frontline experts to keep materials current.
2. Compliance stakes: Regulatory fines are rising; SMEs guard against outdated or incorrect guidance.
3. Learner trust: Employees are more likely to engage when they know the content comes from someone who’s “been there, done that.”
4. Tacit knowledge capture: Retirements and turnover risk losing institutional know-how—SME-led content preserves it for the next generation.

Statistic: Gartner predicts that by 2026, 70% of organisations will formalise SME communities of practice to speed continuous upskilling.

3. Six ways L&D teams can leverage SMEs

1. Discovery interviews – Conduct structured SME interviews during needs analysis to surface pain points and realistic scenarios.
   Impact: Aligns learning objectives with actual job challenges.

2. Co-creation sprints – Pair instructional designers with SMEs in rapid design workshops (e.g., design thinking sessions).
   Impact: Cuts course development time by up to 30%.

3. Micro expert videos – Record 2–3 minute explainer clips of SMEs demonstrating tasks or sharing tips.
   Impact: Adds authenticity and keeps modules bite-sized.

4. Peer mentoring programmes – Match learners with SMEs for guided practice and feedback cycles.
   Impact: Reinforces learning transfer and builds internal talent pipelines.

5. Knowledge checks & scenario writing – Have SMEs craft realistic quiz questions and branching scenarios.
   Impact: Boosts assessment validity and learner confidence.

6. Continuous Q&A forums – Host “Ask the Expert” channels in Teams/Slack where SMEs answer post-training queries.
   Impact: Provides just-in-time support and keeps content alive.

4. Overcoming common SME collaboration challenges

• Limited availability
  Solution: Block sprint-style workshops instead of relying on ad hoc reviews.
  Pro tip: Use calendar polls and agenda snapshots to respect SME time.

• Content overload
  Solution: Guide SMEs with storyboard templates and word count limits.
  Pro tip: Remind them of “need to know” vs. “nice to know.”

• Lack of instructional design skills
  Solution: Provide quick reference guides on learning principles.
  Pro tip: Offer a 30-minute briefing before co-creation starts.

• Delayed feedback loops
  Solution: Automate review cycles with deadline reminders.
  Pro tip: Use collaborative authoring tools to track changes in real time.

5. How learning management systems streamline SME engagement

• Collaborative authoring – SMEs can edit drafts directly and leave inline comments.
  L&D win: Speeds up review cycles and avoids email back-and-forth.

• Video capture & auto transcription – Record expert demos, auto-generate captions, and make them searchable.
  L&D win: Creates accessible micro-expert videos in minutes.

• AI content suggestions – Auto-tag SME input and suggest related resources.
  L&D win: Keeps content organised and reduces manual curation.

• Expert communities – Provide dedicated spaces for ongoing Q&A and sharing.
  L&D win: Sustains learning momentum after launch.

Tip: If your LMS includes an “Expert Spotlight” (or similar recognition) feature, enable it.

6. Next steps

• Identify your SME champions: Map out the key experts across your departments and highlight those who are already sharing knowledge informally.
• Formalise collaboration workflows: Set up recurring touchpoints, sprint sessions, and Q&A forums to integrate SME input throughout the learning lifecycle.
• Empower SMEs with the right tools: Choose a platform like Thinqi that enables subject matter experts to upload content directly, contribute microlearning resources, and collaborate on curated learning playlists.
• Make it easy and rewarding: Use features like collaborative authoring, SME tagging, and “Expert Spotlight” recognition to streamline involvement and boost motivation.
• See it in action: Request a demo of Thinqi to explore how our LMS helps your experts work smarter—not harder—by turning their knowledge into accessible, impactful learning experiences.