Unleashing the Power of Subject Matter Experts in Project Delivery

Many project managers work closely with individuals who are technical specialists within their field and who bring crucial knowledge and expertise to projects, to ensure there is a successful outcome. In today's article we will look at the interaction between the PM and the SME (or Functional expert), to better understand just how these roles operate in tandem.

But to start with let's look at the option of taking the SME pathway, as a PM.

For some PMs, there is often a consideration of whether transitioning to a specialist PM role from an experienced PM would be an effective way to progress in their career. Or if taking on an SME role early on in a PM career can act as a career differentiator. Either of these options are open to most PM professionals. And it is fair to say that moving to a specialist role can be both lucrative and career enhancing, depending on the sector and specialism of expertise that is chosen.

Being an expert in the subject can be an advantage. If time is short and the project needs another pair of hands, you can muck in and help out the team. This gives you a more flexible resource pool. Typically, the subject matter expert project manager won’t know all the jobs in the team, but coming from a similar background to at least some of the team members will mean they can throw themselves into the ‘doing’ as well as the ‘managing’ if the project deadlines require it.

Subject matter expert project managers can also understand issues more quickly. They understand the language that the team is talking and can interpret it into a clear appreciation of the problem. Their management skills mean they can translate the issues into easy-to- understand language for project sponsors who need to make a decision.

They also have the benefit of being able to understand and appreciate the team’s workload and estimates produced by the team. Having done the job before, they will know how long tasks are likely to take, what can be done in parallel and how this impacts the project schedule.

However it is important to remember that being a Project management is a skill in itself, and many career project managers have honed that over years. On projects that require input from multiple teams it is impossible to be a domain expert in all areas. The value of the expert project manager is their ability to put together information from diverse areas and build a cohesive team, applying their coordination and planning skills to get the job done.

There is no risk of letting one area dominate the project so an expert project manager can help keep the team balanced and focused. When you haven’t worked in a particular domain you are not confined by the language of that discipline, so it is easy to communicate with stakeholders across departments without falling into the trap of jargon.

There is also no risk of getting too hands on and failing to keep a big picture view of the entire project. If you haven’t done the job of someone on the team, you can’t step in and do it for them, or alongside them. You therefore have to plan resources more effectively to avoid situations where resources are crunched.

However if developing into a subject matter expert is something that you would like to consider, download my 5 top tips on how PMs can effectively transition to a subject matter expert, to find out more about this pathway.

How to Leverage the Project Manager / Subject Matter Expert Relationship for Project Success

However, let’s get back to the relationship between a PM and the SME within a project environment!

Working alongside a knowledgeable SME can be a game-changer for any project manager and the PMs relationship with the SME can be the difference between success and failure of the project.

Below we look at their crucial roles and responsibilities, the significance of their collaboration in project management, and some best practices to maximize this invaluable partnership.

🔍 Understanding the Roles and Responsibilities

Subject matter experts are the backbone of credible project management. Their primary duty is to provide project managers with their extensive knowledge, empowering them to make informed decisions. Whether it's through consultation, knowledge sharing, or knowledge transfer to internal team members, SMEs ensure that project deliverables align with stakeholder expectations, legislation, policies, standards, and best practices.

🤝 The Importance of Working with SMEs

Collaborating with subject matter experts brings numerous advantages to the table. By leveraging their expertise, project managers gain access to reliable and up-to-date information, enabling them to develop well-informed strategies and plans. SMEs act as trusted advisors, guiding project managers through complex challenges and ensuring that the project's foundations are solid. Their contribution ensures the alignment of project objectives with industry standards and regulatory requirements, instilling confidence among stakeholders and minimizing risks.

💼 Best Practices for Project Managers

To make the most of the symbiotic relationship with SMEs, project managers should follow a few best practices:

1️⃣ Early Involvement: Engage SMEs from the project's inception to tap into their expertise throughout the entire lifecycle.

2️⃣ Clear Communication: Establish open lines of communication to facilitate seamless knowledge sharing and ensure a shared understanding of project goals and expectations.

3️⃣ Active Collaboration: Foster a collaborative environment where project managers and SMEs work together to brainstorm ideas, address challenges, and find innovative solutions.

4️⃣ Mutual Respect: Acknowledge and appreciate the expertise of SMEs, valuing their insights and contributions as integral to project success.

5️⃣ Continuous Learning: Encourage ongoing professional development for both project managers and SMEs to stay ahead of industry trends and advancements.

📌 The partnership between project managers and subject matter experts is a recipe for success. Their collaboration ensures that projects are built on a solid foundation of knowledge, experience, and industry standards. So, embrace the opportunity to work alongside an SME, and together, create remarkable achievements for your clients and sponsors!

Is being a subject matter expert something that you have previously considered? Have you ever had an issue working with SMEs? Or have you wished that you had more domain experience or knowledge working as a PM? Let me know your thoughts on this, in the comments below.

Wishing you a rewarding and enlightened career journey,