How to work with a Subject Matter Expert - Part III

This is the third post of a series. Read the first post here.

When your SME submits their first draft, get ready to jump into action.

Review the first draft critically

• When reviewing a draft, your goal is to ensure the material is easy to read and understand.
• Focus on the 3 C's of editing:
• Clarity: Is the message easy to understand?
• Concision: Is the message to the point, using the fewest number of words? 
• Correctness: Are verb tenses, sentence structures, punctuation and grammar used properly?
• If you are editing an electronic Microsoft Word document, use the Track Changes function to allow the SME see the changes you made, or would like them to make.

Important: Remember to ask the SME to view your edits to ensure his or her intended meaning is not altered.

Maintain your high standards, but be gentle 

Your SME’s initial draft will require changes and corrections – you can count on it. Stay positive even if the SME submits what appears to be a messy first draft: even the Mona Lisa started out as a simple sketch, which is to say that many beautiful things start out ugly. Every document improves with a little editing.

Be aware that negative feedback can be hard to accept. (By the way, it can be just as hard to give.)

One tried-and-true method of requesting corrections and revisions is the “sandwich” approach. Begin with a positive comment about the work, then mention something that needs improvement, and finish with a second positive comment.

For example: “Frannie, I found your introduction engaging and easy to read. In the second paragraph, I highlighted a few errors using Track Changes, and I was wondering if you would double-check the calculations in the table. Overall, I think you included all the major topics. Good job.”

Some people swear by the sandwich method. Some others disagree, believing that the intention of this strategy is to calm or protect the giver of feedback more than the receiver, and that receivers prefer to hear bad news straight up, with no funny business. How you handle giving feedback is up to you; just be aware that people receive news differently. It might not be a bad idea to ask your SME their preference, especially if you intend to carry on a long-term professional relationship with them.

We'll review the final phase of the series in the next post.

Happy learning,
Fran