SME speech bubble banner header

What tasks could I be involved in as a SME?

The specific roles and responsibilities of an SME will vary depending on the team's goals and the SME's area of expertise. However, some tasks may include:
 
• Supporting stakeholder management and communication
• Helping to map processes
• Creation of standard operating procedures
• Training development, design and delivery
• Data gathering
 

What is a stakeholder and why are they so important?

A stakeholder is any person or group of people who has an interest in or is affected by a project. Stakeholders can be internal or external to the organisation, and they can have a positive or negative impact on the project.
Stakeholders are important to projects because they can provide valuable input, resources, and support. They can also help to identify and mitigate risks, and they can ensure that the project meets the needs of all stakeholders.
 
Here are some of the benefits of managing stakeholders effectively:
  • Increased probability of success. Projects with good stakeholder management are more likely to be successful because stakeholders are more likely to support the project and help identify and resolve potential problems.
  • Improved quality. Stakeholders can provide valuable input on the project's requirements and goals, which can help to improve the quality of the project's deliverables.
  • Reduced risk. Stakeholders can help to identify and mitigate risks to the project. They can also provide support and resources to help the project team overcome challenges.
  • Increased satisfaction. By managing stakeholders effectively, project managers can help to ensure that all stakeholders are satisfied with the project's outcome.

Tips for managing stakeholders

Here are some tips for managing stakeholders effectively: 
  • Identify all stakeholders. Identify all of the stakeholders who have an interest in or are affected by the project. This can be done by brainstorming a list of potential stakeholders and then validating the list with the project team and other stakeholders.
  • Assess stakeholder needs and expectations. Once the stakeholders have been identified, it is important to assess their needs and expectations. This can be done through surveys, interviews, and focus groups.
  • Develop a stakeholder management plan. The stakeholder management plan should identify the stakeholders, their needs and expectations, and the communication and engagement strategies that will be used to manage them.
  • Communicate and engage with stakeholders regularly. It is important to communicate and engage with stakeholders regularly throughout the project. This will help to keep them informed of the project's progress, address their concerns, and build relationships.
  • Manage stakeholder expectations. It is important to manage stakeholder expectations by being realistic about the project's scope and timeline. It is also important to communicate any changes to the project plan to stakeholders as soon as possible.

Understanding Change Impact Assessments

As a subject matter expert (SME) on board a project, you'll quickly learn about Change Impact Assessments (CIAs). But what exactly are they, and why should you care?

Imagine this: You're implementing a new software system. It sounds exciting, but it will undoubtedly affect people and processes. A CIA helps you predict and understand these impacts before they happen. This proactive approach allows you to:

  • Identify who and what will be affected: This includes individuals, teams, departments, and even systems. By knowing who's impacted, you can tailor support and communication effectively.
  • Anticipate potential risks and challenges: Whether it's resistance to change, training needs, or disruptions to workflow, a CIA helps you identify potential bumps in the road and develop mitigation strategies.
  • Plan for a smoother transition: With a clear understanding of the impact, you can create targeted training programs, communication plans, and support mechanisms to ease the transition for everyone involved.
  • Increase the chances of success: By proactively addressing potential issues, you're setting your project up for a smoother and more successful implementation.

Think of a CIA as a roadmap for navigating change. It helps you see the potential detours and roadblocks ahead, so you can prepare and ensure everyone reaches their destination smoothly.

Remember, as an SME, your insights are crucial for a comprehensive CIA. Share your deep understanding of the current state, potential impacts, and mitigation strategies. By working together, you can make the change a positive experience for everyone involved.

Bonus Tip: Don't be afraid to ask questions! If anything about the CIA process is unclear, seek clarification from the project lead or one of the change team. Understanding the bigger picture will empower you to contribute even more effectively.

Video - Change Impact Assessments

Understanding and Creating One-Pagers

Imagine it: A single, powerful page that captures the essence of your project, sparks the reader's interest, and drives action. That's the magic of a one-pager, especially when it comes to building consensus and securing buy-in. But for subject matter experts like you, it's crucial to understand its core components:

1. Compelling Case for Change (The Why):

Think of this as the emotional hook. Why should anyone care about this project? Clearly articulate the problem:

  • What challenges are we facing?
  • What opportunities are we missing?
  • How does this impact stakeholders (including you)?

Then, paint a picture of the desired future state:

  • What problems will be solved?
  • What opportunities will be realised?
  • How will stakeholders benefit (including you)?

Use data, stories, and visuals to make the case real and relatable. This is where your deep understanding of the subject matter shines!

2. What Good Looks Like (The Outcomes):

Now, let's get specific. This section defines success:

  • What are the key objectives and metrics?
  • What concrete milestones will mark progress?
  • How will we measure impact on stakeholders (including you)?

Remember, SMART goals are key: Specific, Measurable, Achievable, Relevant, and Time-bound. This is where your expertise in evaluating outcomes plays a crucial role.

Remember:

  • A one-pager is not a mini-report. Focus on impact, not details.
  • Clarity is king: Use concise language and avoid jargon.

By understanding these core elements and leveraging your subject matter expertise, you can transform a one-pager from a simple document to a powerful tool for driving project success.

What is process mapping?

Process mapping is a technique for visually representing the steps in a process. It can be used to document existing processes, identify areas for improvement, and design new processes. Process maps are typically created using flowcharts, which are diagrams that show the steps in a process in order, along with the decisions, inputs and outputs at each step.
 
Here are some of the benefits of process mapping:
  • Improved understanding of processes: Process maps can help people to better understand how processes work, including the steps involved, the decisions that need to be made, and the inputs and outputs at each step.
  • Identification of areas for improvement: Process maps can help to identify areas where processes can be improved, such as by eliminating unnecessary steps, reducing duplication of effort, and streamlining workflows.
  • Communication of processes: Process maps can be used to communicate processes to others in a clear and concise way. This can be helpful for training new employees, onboarding new partners, and documenting processes for future reference.
  • Process improvement: Process maps can be used to support process improvement initiatives. By visually representing processes, it is easier to identify areas for improvement and to track the progress of improvement initiatives.

How to create a process map

To create a process map, you will typically need to follow these steps:
  1. Define the scope of the process map. What process do you want to map? What are the start and end points of the process?
  2. Identify the steps in the process. What are the individual tasks that need to be completed to complete the process?
  3. Identify the inputs and outputs at each step. What information or materials are needed to complete each step? What information or materials are produced as a result of each step?
  4. Identify the decisions that need to be made at each step. What criteria are used to make each decision? What are the possible outcomes of each decision?
  5. Identify the people who are involved in each step. Who is responsible for completing each task?
  6. Create a flowchart to visually represent the process. The flowchart should show the steps in the process in order, along with the decisions and inputs and outputs at each step.
Once you have created a process map, you can use it to identify areas for improvement, communicate the process to others, and support process improvement initiatives.

Tools for process mapping

Microsoft Visio is a powerful and flexible tool for process mapping, offering a wide range of features that make it ideal for teams of all sizes.
 
Flexibility:
  • Visio offers a variety of templates and shapes for creating process maps.
  • Users can also create their own custom shapes and templates to meet their specific needs.
  • Visio supports a variety of linking and formatting options, allowing users to create visually appealing and informative process maps.
Collaboration:
  • Visio allows multiple users to collaborate on the same process map in real-time.
  • Users can also add comments and suggestions to process maps, making it easy to track feedback and changes.
  • Visio can be integrated with other Microsoft Office products, such as SharePoint and Teams, making it easy to share and manage process maps with team members.
Integration:
  • Visio can be integrated with a variety of third-party applications.
  • This integration allows users to automatically import and export data between Visio and other applications, streamlining the process of creating and maintaining process maps.
Ease of use:
  • Visio has a user-friendly interface that makes it easy to create and edit process maps.
  • Visio also offers a variety of tutorials and help resources to help users get started.
Overall, Microsoft Visio is a powerful and versatile tool for process mapping that can be used to improve efficiency and communication within a team or organisation.

How to access Visio

You can access Visio via Office 365 through the My Glasgow Staff Portal.

  • Click on Office 365
  • Then click on Apps on the left hand side
  • Under the category "Productivity" you should find Visio

The web version of Office 365 has some limitations. If you need more features, you can request a license for the desktop version. Please talk to your project lead to see if you can submit an IT request.

Saving your work on Visio

Visio doesn't have the ability to automatically save your work. That's why it's crucial to save your Visio drawings regularly to ensure your hard work doesn't get lost.

If you're collaborating with others on the same Visio document, don't worry about seeing changes instantly. Visio will seamlessly integrate the latest edits when you're ready. Just keep an eye on the bottom left corner of the screen for any pending updates, and click the "Update" button to incorporate them into your version. Then, don't forget to save again to finalise your changes.

What are Standard Operating Procedures (SOPs)?

Standard operating procedures (SOPs) are written instructions that describe the step-by-step process for completing a task or operation. SOPs are important because they help to ensure that tasks are completed consistently and efficiently.
 
Here are some of the benefits of using SOPs:
  • Consistency: SOPs help to ensure that tasks are completed consistently, regardless of who is performing the task. This can be especially important for tasks that are complex or require a high level of accuracy.
  • Efficiency: SOPs can help to improve efficiency by streamlining processes and eliminating unnecessary steps.
  • Error reduction: SOPs can help to reduce errors by providing clear instructions and steps to follow.
  • Safety: SOPs can help to improve safety by identifying and mitigating risks.
  • Compliance: SOPs can help organisations to comply with industry regulations.

Tips for writing SOPs

SOPs should be written in clear and concise language, and they should be easy to understand. They should also be updated regularly to reflect changes in processes.
 
Here are some tips for writing effective SOPs:
  • Identify the purpose of the SOP. What task or operation are you describing?
  • Identify the audience for the SOP. Who will be using the SOP?
  • List the steps involved in the task or operation.
  • Describe each step in detail.
  • Include any necessary diagrams or illustrations.
  • Review and revise the SOP with others.
  • Update the SOP regularly as needed.

What is training development and design?

Training design is the process of creating training programs that are effective and engaging. It involves identifying the learning objectives, developing the training content, and selecting the appropriate delivery methods.
 
When designing training, there are a number of factors to consider, including:
  • The audience: Who is the training for? What are their needs and learning styles?
  • The learning objectives: What do you want the learners to be able to do by the end of the training?
  • The content: What information do the learners need to know in order to achieve the learning objectives?
  • The delivery methods: How will the training be delivered? Will it be in-person, online, or a blended approach?
  • The timeline: How much time is available to develop and deliver the training?
Once you have considered these factors, you can begin to develop your training program. Here are some tips for designing effective training:
  • Start with the learning objectives. What do you want the learners to be able to do by the end of the training? Once you have identified the learning objectives, you can develop content and activities that will help the learners achieve them.
  • Use a variety of delivery methods. People learn in different ways, so it is important to use a variety of delivery methods in your training program. This could include lectures, discussions, simulations, and hands-on activities.
  • Make the training engaging and interactive. Learners are more likely to retain information if they are engaged and actively involved in the learning process. Use activities and exercises that require learners to think critically and apply what they are learning.
  • Provide feedback and opportunities for practice. Learners need feedback on their performance in order to improve. Provide opportunities for learners to practice what they are learning and receive feedback from you or their peers.
  • Evaluate the training. It is important to evaluate the training to determine whether it is effective and achieving the learning objectives. This can be done through surveys, interviews, and performance assessments.

Tools and Resources

Mural - Planning and collaboration