Unit 2

Setting up the Interview - The subject-matter expert must agree to an interview and with time constraints and busy schedules, this can be a challenge. A commitment of one to two hours for an interview may be a lot to ask; be flexible in setting up a time and location for the interview. You may have to break it up into smaller timeframes or meet during their lunch hour. Provide full disclosure on the purpose of your project to show the interviewee you are an ethical, reasonable person. If possible, answer as many of the interviewee's questions in advance as possible, such as the type of information that you are seeking, where your work will be published, and when they will be needed to review your work. Send an invite to them though email from outlook and schedule the meeting time once agreed upon and have a reminder set for both of you. In the invite, include a description of what will be discussed, any materials that should be present and what is to be expected.

When contacting the SME by email, use the Email Contact template

Instructions on filling out the email contact template:

• Include your first and last name with contact information at the top followed by date and the SME’s full name and contact information for a business-like feel. (if this is an in house relationship, then you may skip this step)
• Start the email professionally with Dear and their name and a colon and then a space
• Start with your need and their ability to meet your need within the context of the project
• Describe their importance and role in gathering knowledge
• State clearly what knowledge you are requesting and some sample questions
• Suggest some times but let them know you are flexible
• Sign with sincerely and after a space, your name and title with contact information above

Keep in mind - Managing SMEs requires professionalism and empathy along with good communication tools and skills. Getting the information you need often depends on handling: remember, they are rarely evaluated on their SME effectiveness. The assignment is often in addition to their real job.  

• Never salt a request at the end of an email for something else. 
• When sending the SME request, give the email a subject related to your request, such as "SME request for 48hr turn-around." 
• Set a reasonable turnaround time when requesting information over email
• Consider sending invitation to a meeting either face-to-face, video/web conferencing or over the phone.
• When assigning tasks, break down small tasks and not all at once.