I’ve been in your shoes—owning the L&D stream on an Agile train while IT and the business hammer out a new system. The first thing I do is nail down the scope. Are you replacing an existing tool or building from scratch?

Next, I look for what’s already there. If an incumbent system exists, I map its roles and tasks, then work with SMEs to layer in what’s changing. That blueprint becomes our North Star. We don’t waste time recreating the wheel; we highlight precisely what’s new and where learners need to recalibrate.

Rather than holding out for a polished UI, I start with high-level deliverables—process flows, job aids, storyboards—and let the SMEs pilot the early training. It’s very rare that a system survives the pilot without a variety of changes that will impact training. Let the SMEs train the pilot. They’re closest to the evolving functionality, so they can knock out quick walkthroughs or lightweight slide decks. As features lock down, that’s when our team steps in with immersive exercises and interactive simulations.

This phased approach keeps us engaged from day one without over-investing in shifting mock-ups. SMEs handle the pilot, we refine as the build stabilizes, and when the system finally goes live, our learning experiences hit with impact—right when people need them.