If you’ve ever been a subject matter expert (SME) on a team, you’ve likely been relied upon for your specialized knowledge. Your expertise and insights are vital to the team’s success. However, preparing your team to operate effectively in your absence, whether short term or permanent is equally important. Doing so can make a transition smoother while setting the team up for long-term success.
Being ‘intentionally absent’ as I like to call it is a deliberate approach to fostering team independence—it’s not the same as absenteeism or disengagement. Instead, it’s about empowering your team to develop resilience and achieve long-term success.
The Double-Edged Sword of Being an Subject Matter Expert
Being a subject matter expert (SME) brings immense value to your team. Your expertise often serves as a guiding light for solving complex problems and navigating challenges. When a problem arises, your input can accelerate resolution and provide clarity.
The downside with being a SME is when you are absent for a short amount of time, think something like parental leave or a vacation, or you are leaving that team. Whether you’re moving to a new role, project, or organization, your absence might create a knowledge gap that could disrupt the team’s operations. However, this transition doesn’t have to be chaotic. One tool you can use is by strategically stepping back, you can empower your team to operate effectively without leaning too heavily on any one person.
Why Intentional Absence Matters
- Encourages Problem-Solving When you’re not readily available to provide answers, your team can develop new approaches to tackling challenges and refining processes.
- Builds Confidence As the team solves problems independent, the team transforms into a culture of self-reliance, where team members trust their judgment and take initiative on things they might not have in the past.
- Prepares for Transition Whether your departure is planned or unexpected, an intentional absence ensures the team isn’t caught off guard. It’s a form of succession planning that makes your departure smoother for everyone.
- Fosters Knowledge Sharing Without relying solely on one individual, team members are more likely to document processes, share knowledge, and develop institutional memory. This makes the team more resilient and reduces the risk of single points of failure.
Steps to Empower Your Team Through Strategic Absence
- Gradually Step Back Don’t disappear overnight. Instead, start by redirecting questions to other team members or resources. For example:
- When asked a question, respond with, “What do you think?” or “Where can we find that information?”
- Assign responsibility for specific areas to team members and encourage them to become SMEs in those domains.
- Document Knowledge Collectively Create thorough documentation of processes, tools, and workflows. Encourage the team to collaborate on these materials. This might include:
- FAQs for common issues.
- Step-by-step guides for complex processes.
- Links to resources or tools the team can use.
- Encourage Peer Collaboration Promote a culture where other team members turn to each other for help. Pair experienced team members with newer ones to share knowledge and build relationships.
- Create a “Plan B” for Critical Areas Identify critical areas where expertise is most relied upon and create contingency plans.
- Give the Team Space to Struggle Growth often comes from facing challenges. Resist the urge to step in immediately when the team encounters difficulties. Allow them to experience and learn from the struggle, likely something that you did on your journey to becoming a SME. Take time to review work and provide feedback and direction to ensure team deliverable still met while balancing knowledge transfer.
Being intentionally absent isn’t about abandoning your team but empowering them to succeed without you. By stepping back strategically, you foster problem-solving, confidence, and resilience—qualities that will benefit your team long after you’ve moved on.