When Subject Matter Experts Lead Projects: Risks, Realities, and How AI Can Help
In today’s complex project environments, organizations often turn to their top Subject Matter Experts (SMEs) to lead critical initiatives. It makes sense—SMEs possess deep technical knowledge and understand the nuances of their field. But is technical expertise enough to guarantee project success? Increasingly, research and real-world experience suggest otherwise. This article explores the pitfalls of assigning SMEs as project managers, why project management is a distinct discipline, and how AI-driven tools can bridge the gap—making projects more successful and less stressful for everyone involved.
Why Technical Expertise Isn’t Always Enough
SMEs are invaluable for their insights in areas like IT, healthcare, finance, and compliance. However, managing a project requires a different set of skills. Project managers must balance scope, schedule, budget, quality, and stakeholder expectations—often across diverse teams and shifting priorities. Here’s where SMEs can struggle:
Limited Project Management Training: SMEs may not have formal experience in planning, scheduling, budgeting, or risk management. This can lead to missed deadlines, inefficient resource use, and budget overruns
Tunnel Vision: Deep technical focus can sometimes overshadow the bigger picture. Projects need leaders who can step back, prioritize, and keep the team aligned with strategic goals
Communication Barriers: Translating complex technical details into clear, actionable updates for non-technical stakeholders is a learned skill. When this is missing, alignment and buy-in suffer
Role Overload: Juggling SME and project management duties can quickly lead to burnout, especially as project complexity increases.
Common Pitfalls When SMEs Lead Projects
Overemphasis on Details: SMEs may get stuck in technical minutiae, delaying decisions that require broader consideration.
Bias in Estimating and Planning: Experts sometimes underestimate or overestimate effort, leading to unrealistic schedules or budgets
Knowledge Gaps After Project Close: If the SME moves on, critical knowledge may not be transferred, leaving teams unprepared for future challenges
Team Dynamics: SMEs in leadership roles can inadvertently create friction, especially if team members are reluctant to take direction from someone outside traditional management
Why Project Management Is a Distinct Skill Set
Project management is more than just technical know-how. It’s about integrating information from multiple domains, building cohesive teams, managing risks, and communicating with clarity and honesty—even when things go wrong
. Successful project managers are trusted by sponsors and stakeholders, and they know how to motivate teams, resolve conflicts, and keep projects moving forward.
As one project leader put it:
“To be the conductor of the orchestra, you don’t need to be able to play every instrument.”
The Role of AI: Support for Both SMEs and Project Managers
Artificial Intelligence is changing the game for project teams—especially when SMEs are asked to lead. Here’s how AI can help:
Automating Routine Tasks: AI-powered platforms handle scheduling, resource allocation, and progress tracking. This reduces the administrative burden on SMEs, freeing them to focus on their core expertise.
Predictive Analytics: AI analyzes real-time and historical data to forecast risks, delays, and resource conflicts. This helps teams move from reactive problem-solving to proactive risk management.
Clearer Communication: Natural Language Processing tools can translate technical jargon into stakeholder-friendly summaries, improving transparency and alignment.
Scenario Planning: AI enables “what-if” simulations, helping leaders evaluate the impact of changes before making decisions.
Reducing Burnout: By automating repetitive workflows and surfacing timely alerts, AI reduces cognitive overload and helps prevent burnout.
Best Practices: Making SME-Led Projects Work
Pair SMEs with Experienced Project Managers: When possible, let SMEs focus on technical leadership, while a trained project manager handles planning, coordination, and communication.
Leverage AI Tools: Use AI-driven project management platforms to automate routine work, provide predictive insights, and enhance reporting.
Promote Knowledge Transfer: Document key decisions and processes to ensure knowledge isn’t lost when the SME moves on.
Encourage Collaboration: Foster a team culture where technical and project management expertise are both valued and leveraged.
In Summary
Subject Matter Experts are critical to project success—but technical expertise alone doesn’t guarantee effective project leadership. By recognizing the unique challenges SMEs face as project managers, and by supporting them with AI-driven tools and best practices, organizations can achieve better outcomes, reduce risk, and build stronger, more resilient teams.