Understanding the Question

When an interviewer asks, "Explain how you work with subject matter experts (SMEs) to gather the necessary information for your documentation," they are probing into several key areas of your expertise and interpersonal skills. This question is designed to uncover how you approach one of the most critical aspects of being a Technical Writer: your ability to effectively interact with SMEs to obtain the information that will form the backbone of your technical documentation. Understanding and navigating the complexities of this relationship is vital for creating accurate, clear, and useful documentation.

Interviewer's Goals

The interviewer is looking for evidence of several competencies when asking this question:

• Communication Skills: Your ability to communicate clearly and effectively with SMEs who may not always have the time or inclination to explain complex technical concepts in layman's terms.
• Interpersonal Skills: How you build and maintain professional relationships with SMEs, including showing respect for their time and expertise.
• Information Gathering Techniques: Your strategies for eliciting information from SMEs, including your preparation process and how you handle follow-up questions.
• Problem-Solving Skills: How you deal with challenges such as unresponsive SMEs or technical information that is difficult to understand.
• Project Management Skills: Your ability to manage your time and resources effectively, ensuring that the information gathering process does not delay the documentation timeline.

How to Approach Your Answer

When framing your answer, consider structuring it around specific strategies or methods you use to work with SMEs, including examples from your past experience. Highlight your proactive approach to planning meetings, your respect for the SMEs' time, and how you prepare to ensure that you get the information needed without requiring excessive follow-up. Also, discuss how you handle situations when SMEs are not available or the information is not readily understandable.

Example Responses Relevant to Technical Writer

Example 1:

"In my previous role as a Technical Writer, I developed a structured approach to working with SMEs that begins with thorough preparation. Before meeting with an SME, I review existing documentation and resources to understand the basics of the technology or process involved. This allows me to ask informed questions, making the most of the SME's time. I schedule brief, focused meetings and prepare a list of questions in advance, which I share with the SME to help them prepare. After our discussions, I follow up with a summary of key points and any additional questions that arise during the writing process. This approach not only helps in gathering accurate information efficiently but also builds a positive rapport with the SMEs, as they see their time is being valued and their input accurately reflected in the documentation."

Example 2:

"Collaborating with SMEs is crucial, so I employ a few strategies to ensure effective communication. Firstly, I familiarize myself with the subject as much as possible beforehand to ask relevant questions. During meetings, I use active listening and ask open-ended questions to encourage detailed explanations. Understanding that SMEs are often busy, I aim to make our interactions as efficient as possible by having a clear agenda and being flexible with their schedules. If challenges arise, such as an SME being unavailable, I seek alternative sources of information like existing documentation or other team members, ensuring the documentation process stays on track."

Tips for Success

• Be Specific: Provide concrete examples from your experience to demonstrate how you've successfully worked with SMEs in the past.
• Show Flexibility: Highlight your ability to adapt to different SMEs' preferences and schedules.
• Demonstrate Respect: Make it clear that you value the SMEs' time and expertise, which is crucial for building productive working relationships.
• Highlight Continuous Improvement: Mention any feedback you've received from SMEs and how you've incorporated that into improving your approach.
• Discuss Challenges: Don't shy away from mentioning challenges you've faced when working with SMEs and how you've overcome them. This will show your problem-solving skills and resilience.

By carefully preparing your response to this question, you will demonstrate not only your technical competencies as a Technical Writer but also the crucial interpersonal skills that are essential for this role.