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Nailing the Interview

· 5 min read

Let's talk about the interview. Unfortunately, I'm not talking about about that job interview, and I am not an expert at landing new jobs.

I'm talking about the subject matter expert (SME) interview. You know the one: you have a small window of time with someone you barely know to learn intricate details about a product you barely understand...and then you have to decide how much of that information belongs in your documentation. Put like that, it sounds like a nearly impossible task, doesnt it?

But it isn’t. Not if you approach it the right way.

Mindset​

Every good interview starts with mindset. Ask yourself "are you excited to learn something new?" When your intention is learning, not extracting, the task becomes far less daunting.

And while we’re talking about mindset, let’s shift our terminology. I want you to think of these sessions as conversations, not interviews. Nothing about this is one-sided. You don’t have to fire off questions and transcribe answers. If something sparks your curiosity, explore it. If something is unclear, pause and dig deeper.

Most SMEs are deeply invested in their work. I can promise you: their job becomes far more enjoyable when someone takes genuine interest in what they’ve built.

Preparation​

Preparation still matters. You are often the one initiating the conversation, and you may be responsible for keeping it productive and focused.

If possible:

  • Gain a general understanding of the topic beforehand
  • Define your purpose: What do you need to walk away with?
  • Identify your audience and the type of deliverable you’re creating

Many people will advise you to prepare a detailed agenda or a long list of questions. I’d like to gently push back on that.

In many cases, you don’t actually know where the conversation is going to go.

I’ve reviewed demos thinking I knew exactly what needed clarification, only to discover I had solved something the hard way, while the engineer had built a simpler approach entirely. If I had walked in with rigid, highly specific questions, I might have missed that insight. Instead of directing the conversation toward what you think you understand, prepare a few guiding questions and allow space for discovery.

A (Slightly Silly) Example

Let’s say you’ve been assigned to write a tutorial on how to create a cat. You research ahead of time. You find examples. You study what the final result should look like.

You could walk into the meeting with a detailed list:

  • What kind of cat are we creating?
  • What toolset is used?
  • At step 10, what technique do you recommend for the whiskers?

But notice what you’re assuming:

  • That this is a digital cat, not a real one
  • That it’s built with digital illustration tools
  • That the tutorial is for end users
  • That the goal is visual replication

What if it’s actually a genetics experiment? Or a marketing metaphor? Or a programming framework named CAT?

When we walk in with too many assumptions, we risk derailing ourselves the moment one is disproven. And for many technical individuals, especially in environments where neurodiversity is common, sudden shifts in direction can interrupt the flow of a productive conversation.

I’ve personally shifted to what I call a goal-driven interview style.

Instead of showing up with ten rigid questions, I:

  • Identify the goal of our conversation
  • Clarify the audience and deliverable
  • Address my assumptions upfront

From there, I rely on curiosity, listening skills, and improv to guide the rest.

It’s far more natural. And often far more insightful.

During the Interview​

While you're chatting with the SME, let the conversation flow, but remember, you are still responsible for staying on track, recording key details, managing time, and setting the tone.

Here are a few practical tips:

  • Ask to record the session. Screen captures are invaluable for software demos. Audio recordings can help in live conversations.
  • Keep your purpose visible. If the SME goes deep down a technical rabbit hole, you can gently say: “This is really interesting, but it may be deeper than this document requires. Could we follow up separately or can you share additional resources afterwards?”
  • Ask clarifying questions. Never pretend to understand something you don’t.
  • Be transparent about your familiarity level. This helps the SME gauge how much detail they need to go into.
  • Suggest a follow-up if needed. It’s better to schedule a second conversation than to guess.
  • Take notes! Writing things down improves retention and forces synthesis in real time.

Ending the Interview​

Don’t let the meeting end just because the calendar says it’s over.

Instead of, “Oh, our time is up,” try:

  • “Could you send me the documents you referenced?”
  • “What’s the best way to follow up if I have additional questions?”
  • “Thank you — this was incredibly helpful. I really value your perspective.”

End intentionally. Leave the door open. And let your SME know that you appreciate the time they put aside for you.

Final Thoughts​

Interviewing SMEs isn’t about extracting information under pressure.

It’s about building shared understanding.

When you approach it with curiosity, preparation, flexibility, and purpose, the nearly impossible task becomes what it always should have been:

A really good conversation.