Subject matter expert (SME): Role, skills, when to hire

Subject matter experts (SMEs) have specialized knowledge in a specific area. In project management, you can use SMEs for estimation processes or when you need a highly qualified opinion. Learn what SMEs do, the skills they need, and when to bring one onto your team.

With access to endless knowledge on the internet, it seems the modern world is full of generalists. But there are still individuals who choose to focus all their attention on a single field, developing a deep understanding of a single topic. Many of these people become subject matter experts (SMEs).

In project management, subject matter experts can help you make informed judgments to estimate costs, resources, and even the timeline for large-scale initiatives. We'll break down exactly what a subject matter expert is, the skills they need, how to become one, and when it's time to bring them into your project.

What is a subject matter expert?

A subject matter expert (SME) is someone with deep, specialized knowledge in a specific area, typically developed through years of hands-on experience and education. Unlike a generalist, an SME focuses on mastering one unique aspect of their field and continuously expands their expertise over time.

For example, you can be a subject-matter expert in using the Agile methodology for software development. A software engineer who's worked in a variety of methodologies and never focused on a single one can be a skilled developer, but they would not be considered a subject-matter expert.

Teams and leaders use SMEs for guidance and advice during estimations, project planning, and whenever they need an expert opinion on a high-impact initiative.

How subject matter experts work

SMEs can be in-house employees whose roles center on a particular area, or consultants you bring in for one specific project, idea, or objective.

In general, you can use subject matter experts for:

• Estimations

• To develop training materials for a new staff training program

• Cost management, risk management, or product pricing decisions

• Industry-specific subjects, such as bringing in expert witnesses for a trial

Subject matter expert responsibilities

A skilled SME should work independently once you provide them with the necessary context and resources. To ensure they're on track, confirm they're fulfilling these key responsibilities:

• Request and review information regarding the problem or project they're responsible for.

• Analyze data, reports, and documentation until they have a full understanding of the details for this specific project.

• Translate information into an easier-to-understand format that can be shared with stakeholders and used for implementing their advice.

• Assume a particular role if the subject-matter expert was hired as a contractor to develop a new program, process, or position within the company.

• Get leadership buy-in based on their expertise and knowledge.

Subject matter experts in project management

In project management, SMEs help ensure projects are scoped accurately and completed successfully. Their contributions typically include:

• Estimation support: Helping determine realistic timelines, resource requirements, and costs

• Technical guidance: Validating project approaches and ensuring work meets industry standards

• Quality assurance: Reviewing milestones and key decisions to keep projects on track

Subject matter experts in training and development

Learning and development teams rely on SMEs to create effective training programs. When developing onboarding or upskilling initiatives, SMEs typically:

• Validate content accuracy: Ensure training materials are relevant and comprehensive

• Identify key topics: Prioritize the most important concepts for learners

• Provide real-world examples: Make learning more engaging and practical

• Translate complexity: Work with instructional designers to make concepts accessible

Skills you need to be a successful subject matter expert

While technical expertise is the foundation of any SME role, successful subject matter experts also need a range of soft skills to share their knowledge effectively. Here are the key skills that set great SMEs apart:

• Communication: SMEs must be able to explain complex concepts in simple terms. Clear communication ensures that your expertise translates into actionable insights.

• Active listening: Understanding your audience's needs is just as important as sharing knowledge. Great SMEs listen carefully to questions and concerns, then tailor their guidance accordingly.

• Collaboration: Subject matter experts rarely work in isolation. You'll need to partner with project managers, instructional designers, and other team members to apply your expertise effectively.

• Adaptability: Every project and team is different. Successful SMEs can adjust their approach based on the context and audience.

• Continuous learning: The best SMEs stay curious and committed to staying current in their field. Industries evolve, and your expertise should evolve with them.

• Problem-solving: SMEs are often called in when teams face challenges. Strong analytical skills help you diagnose issues and recommend effective solutions.

How to become a subject matter expert

Becoming a subject matter expert takes years of dedication and focus; there are no shortcuts. You need to immerse yourself in your subject matter until you develop the depth of knowledge required to be considered an expert.

The timeline varies by industry and role. For example, an SME providing medical advice will need more experience and schooling than one who develops strategies for a marketing team.

After you gain the necessary knowledge to be considered an expert, start sharing it with others. Sign up for conferences, speaking engagements, or consulting jobs, anywhere you will be seen as an authority. You can also build a presence on social media, YouTube, or LinkedIn to gain more exposure.

Example SME scenarios

Subject matter experts come in all formats for every industry. Here are a few examples to show the breadth and depth of possible SME roles:

• Social media experts: A social media SME has more specific knowledge than just understanding how to create a social strategy or engage an audience. Instead, this SME would target a specific aspect of social media, such as an Instagram strategy for small eCommerce business accounts.

• Project managers: Project management is a hugely varied role. But SME project managers are focused on specific industries and areas of work, such as billing in healthcare technology companies.

• Consultants: Consultants can be brought in to develop a new program. For example, if the human resources department is looking to launch a diversity and inclusion program, they might bring in an SME to guide them in best practices.

SME limitations

Subject matter experts can be invaluable, but they do have some limitations to consider:

• Limited institutional knowledge: External SMEs won't understand your organization's history, culture, or product nuances as well as internal experts. For high-impact projects, look to internal SMEs first.

• Tunnel vision: Because SMEs are laser-focused on their specialty, they may miss the bigger picture. Pair them with team members who ask broad questions and challenge assumptions.

Subject matter experts lend credibility to your work

You're already an expert in your product or service, but sometimes you need help from those who are experts in theirs. Using subject matter experts will help you uplevel your projects and give your work even more impact.

When you're bringing on an expert, you don't want to waste their time looking for documents and old data reports. Saving all relevant information in one central source of truth, like an Asana project, will help them (and you) get more expert work done. Get started with Asana to keep your SMEs focused on what they do best.

Frequently asked questions about subject matter experts