Working with Subject-Matter Experts (SMEs): Scope of Work Document

The following document accompanies the subject matter of Designers & Working with Subject-Matter Experts (SMEs).

When working with a SME, expect to spend equal time on each of these three tasks: building your relationship, creating the project vision and scheduling. Building the connection is important as it lays that initial ground work, so you don't find yourself in a stiff and detached project environment.

After the ice is broken, ask a few standard questions to get a feel for how your SME thinks. Do you have a "rapid fire talker" who goes from idea to idea with very little context, or maybe a methodical thinker who takes considerable time to ponder his answers.

In setting up a Shared Vision, you will want to define a target-market or who the intended audience is. What is the final product, what topics shall it cover and what shall the length or intensity be set at?

Building the schedule involves determining the "ship date" (deadline) and your start date. Break down the project's strategy into tasks, listing all the major tasks and estimating the time required for each one of those tasks. Take your tasks and try to build a sequential calender of individual mile-stones and then consider how to keep a level of accountability. Staying organized is effective and assisting in reminders of coming deadlines.

Instructional Design Project Kickoff - Scope of Work 

Instructional Designer:

SME:

Kickoff call date and time:

Contact details:

Phase 1: Establishing the Relationship 

In this first part of the call, you want to establish your working relationship and apply the great information 

you’ve already researched about your SME. This portion of the call might take 10-20 minutes depending 

on total call length.

1. What drew you to this field?

2. What’s most important to you about how you teach this topic?

3. If there’s one thing your message should leave in people’s minds, what is it?

Notes about SME speech patterns, interests, etc.:

Phase 2: Setting up a Shared Vision

In this second part of the call, you want to establish the scope and vision for your project. This portion of 

the call might take 10-20 minutes depending on total call length.

1. Who is the audience?

2. What does the audience need?

3. Will the final product be a manual, an elearning course, a video course, a training guide, something    

    else?

4. What topics will it cover? 

5. How long will it be? 

Notes about the project specifications:

Housekeeping details:

1. Communication method (phone, video chat, email, text, in person, etc.)?

2. How do you like to give feedback to me, and how do you like to receive feedback from me?

3. SME availability and yours (are you fully devoted to this project, both juggling this and others, etc.)

4. Big events on your calendars (Is there anything coming up in your schedule or personal life that might  

    impact the project? If so, how can we plan around it?)

5. An open understanding of budget if it’s a part of your project--getting a sense for what the availability is  

    even if you aren’t finalizing.

Phase 3: Building a Schedule

In this final part of the call, you want to establish the schedule you’ll keep. This portion of the call might 

take 10-20 minutes depending on total call length.

Project completion date:

Project start date:

Project task list:

Project milestone list:

Sequenced schedule:

Accountability notes: