What Makes a Great Project SME?

By: Laurie Mitchell, TEGRIT

Subject matter experts (SMEs) are invaluable resources in organizations, known for their deep knowledge and experience in specific areas. Knowing what makes a great SME starts with knowing what they'll be tasked with, and this article provides key characteristics and traits to look for in your SMEs.

This is an excerpt from NCPERS Fall 2025 issue of PERSist.

Subject matter experts (SMEs) are invaluable resources in organizations, known for their deep knowledge and experience in specific areas. They often become SMEs through formal education, self-guided learning, and extensive experience. In the pension industry, SMEs may specialize in functions like DROP, divorces, or disability management. 
 
The go-to selection for a project SME is often the longest tenured employee. While some of these employees are great SMEs, for others, it might not be work they enjoy or where they excel. It can be beneficial to place early or mid-career staff in these roles. These individuals may not have perfect knowledge, but they are adaptable, understand the business, and know where to find information they lack. 
 
Knowing what makes a great SME starts with knowing what they'll be tasked with. Here are some of the primary activities the team will rely on your SME to deliver. 

• Explain the as-is process: SMEs need to understand and explain current processes and why they are done a certain way. This knowledge helps in making informed decisions about potential changes.
• Participate in requirements review and analysis: This involves attending numerous meetings to review and analyze project requirements.
• Design new processes and document procedures: SMEs help design new processes and document them for future reference.
• Review and approve system design documents: This task requires dedicated time for reading and providing meaningful feedback.
• Lead internal team through UAT: SMEs may lead the team through User Acceptance Testing, requiring good relationships with other staff members.
• Assist with staff and employer training: SMEs may also help train staff and employers on new processes and systems.

What are the key characteristics of a great project SME who can tackle these tasks? The team at TEGRIT has worked with many SMEs. In their experiences, these are the characteristics that will enhance your culture and advance your project. 
 
Curious: Great SMEs are curious and seek complete answers, not just quick answers. They check their biases at the door and treat new ideas fairly. 
 
Articulate: They have excellent listening skills and can communicate their understanding clearly, both verbally and in writing. The person with deep understanding who can also write a short, accurate summary email or clearly summarize a complex issue and solution out loud is a great asset to a project team. 
 
Collaborative: Collaborative SMEs are open to others' ideas, actively seek new information, and work well with a team towards a shared goal. That intense researcher who works best alone and produces great detailed reports may not be the best person to serve as a project SME. 
 
However, that researcher may be a resource for an SME to check in with to verify details or get new information. Be careful too of the person who fears that sharing their knowledge diminishes their organizational importance. Honest sharing of needed information is key.  
 
Critical Thinker: It's becoming increasingly difficult to ?nd analysts with strong critical thinking skills. Critical thinking is the ability to see beyond facts, to think at a more comprehensive level, and make sound decisions. Good critical thinkers can interpret, analyze, infer, explain and evaluate new information and situations without getting caught in analysis paralysis. 
 
Objective: Great SMEs rely on well-researched facts and good data to make decisions, using trusted sources to gain a deeper understanding. 
 
Realistic: They are realistic about what they can achieve within the timeline, don't overpromise, prioritize effectively, and ask for help when needed. 
 
Here are some of my TEGRIT colleagues' most valued traits of SMEs:

• Maria, principal business analyst: Being open to new ideas and willing to change. It helps if they're nice too!
• Bala, program manager: SMEs who can visualize how a requirement ?ts into the whole solution. This kind of Deep Smarts - people who can see the whole picture and yet zoom in on a speci?c problem others haven't been able to diagnose – is invaluable.
• Lisa, senior business analyst: I love the person who can live in the What If with me. That person who can envision something diferent/better. When an SME has vision and can think beyond right now, the outcome is often exponentially better.
• James, lead business analyst: Give me energy and enthusiasm for the new system and people willing to ?nd answers to new questions.
• Kyle, principal business analyst: I appreciate someone who can explain clearly why an existing process is handled the way it is. 
• Sankar, principal business analyst: My ideal SME can explain their current process clearly, is open and enthusiastic about the new solution, and is willing to be a change champion for others. 

 
For more reading on critical thinking, the Harvard Business Review has published A Short Guide to Building Your Team's Critical Thinking Skills (Matt Plummer, 10/19). It is available for purchase through their online store.