How Do I Write a Case Study
Welcome to Case studies 101! This valuable skill will help you to promote and refine your practice, by providing a framework for documenting and evaluating your work. The information presented below has been compiled by a cultural anthropologist with many years experience conducting program evaluations.
You will learn most of the information needed for a case study during your day-to-day interactions with a client. In fact, you likely have much of the content for your first case study in your head already. The challenge is to transfer the information from head to paper, and this usually requires some translation!
A case study is a conscious, deliberate documentation of context (who is the client and what did the client want to achieve), process (what were the steps taken to get to the desired result), and outcomes (what happened), presented in a way that anyone could read and understand. A compelling case study combines two perspectives: the client and the coach. You need to be able to take the thoughts, impressions, and opinions of the participants in the process—including yourself—and tell a coherent, interesting story.
Writing your “case story”
When a journalist writes a story, s/he reads background materials, investigates leads, conducts interviews, and attends events in order to produce a balanced report on some newsworthy item. The final article has a consistent “objective” voice, includes differing perspectives, answers the reader’s questions, and identifies gaps in knowledge.
We’re using the analogy of a “story” to assist you in writing a case study because taking a journalistic approach may make the process more clear, the act of writing more enjoyable, and your end product a more engaging read. Thinking like a journalist may also help you look with fresh eyes at your relationship with your client. We outline below the steps you can take to write your “case story”.
Step One: Select Your Story
As anyone who has tried unsuccessfully to get media attention knows, not every story is deemed worthy of telling! You will likely have a number of clients whose story could be developed into a case study. Choose a winner by considering the following:
* timing: are elements of the story “hot” or newsworthy right now?
* relevance: does the story have widespread appeal? Or specific appeal to an important niche?
* interest: will the story engage the reader? Are there aspects that are unique or special?
* impact: does the story include important outcomes or lessons?
Step Two: Define the Key Players & Setting
This is the background to the story: the place where you’ll describe the participants in the coaching or system work. This could include a description of the people involved, the roles they fill, and the “system” that needs work (be it a team, a couple, a government department etc.) Don’t forget that you, as the coach, are both the journalist and a character in the story; don’t get these two roles and different “voices” confused in your writing. To maintain confidentiality, ensure that your characters and setting cannot be identified.
Key questions:
* what kind of work does the client do?
* why is this client a good choice for a case study?
* what is unique or special about this client?
* who are the participants in the process?
* why did the client choose you?
Key sources:
* the decision-maker(s) in the system
* the coach(es) involved
* background material on the organization, if any
Step Three: Identify the Crisis, Problem, Conflict or Opportunity
Every good story has a crisis! This section of the case story describes why you got involved. Remember that it may not be a “crisis” in the traditionally negative sense of the word that prompted your involvement, but an opportunity for growth, renewal or change.
Key questions:
* how was the appropriate approach to use with the problem determined?
* what were the client’s goals or motivations going into the coaching sessions or systems work?
* what challenges and opportunities were identified by the client and/or coach?
* what did the client and coach hope would be the outcomes?
Key sources:
* the decision-maker(s) in the system
* the coach(es) involved
Step Four: Describe What Took Place
This part of the “case story” clearly lays out the interactions and events that took place. The reader will be curious about what the client experienced, and will be looking for details. Be sure to explain the process clearly. When proprietary or profession-specific terms must be used, provide definitions.
Key questions:
* how long was the engagement with the client?
* what process was undertaken? Why?
* what format was chosen? Why?
* what exercises were done? Why?
* what location(s) was chosen? Why?
Key sources:
* the coach(es) involved
* the decision-maker(s) involved
Step Five: Resolution
This is the point in the story where you’ll discuss outcomes, results and impacts, and it is an excellent place to ensure the participants’ voices are heard. This can be accomplished effectively through direct quotations, which can be obtained through interviews or via evaluation forms. Make sure you have permission to use any direct quotations before you publish your case study.
Key questions:
* what were the outcomes of the coaching or system work?
* what outcomes were expected? Unexpected?
* what was the long-term impact?
* how did the outcomes correspond to the client’s goals?
* what gaps or opportunities for growth were revealed?
* what aspect of the process had the greatest impact?
Key sources:
* the coach(es) involved
* the decision-maker(s) involved
* other participants in the process
Step Six: What’s in the Sequel
System work is a process that encourages diversity in opinion and perspective, and is designed to bring forth a system voice that may have been previously unheard. No wonder there is often a need for further work or a “sequel” to the “story”. A case study is richer and more credible when it includes this kind of self-reflective thinking. Remember that the reflection can come from a number of different sources, not just the system worker or coach. This is also an excellent place to include direct quotations from participants.
Key questions:
* what could not be addressed during the coaching or system work?
* what are the recommendations for follow-up?
* what would it take for this follow-up to happen?
* what are the recommendations for systems work as a whole that became apparent through this specific work?
Key sources:
* the decision-maker(s) in the system
* the coach(es)
* other participants in the process
Important considerations
- Hone your research skills. Learn to document things as they occur, and take comprehensive notes. “Interview” your clients at different stages of the process. Create opportunities for feedback, like evaluation forms.
- Capture multiple perspectives. Invite those other than “the boss” to contribute their experiences and opinions.
- Ensure client confidentiality. No reader should be able to identify your client—either the organization or the specific participants—unless it is the wish of the client to be identified. It is best if you obtain written consent from the client to be part of a posted case study on our site.
- Establish your style and tone. Think journalistic: balanced, observant, credible and honest. Avoid jargon. Don’t talk down to your reader: keep the tone engaging and professional.
- Use direct quotations. Direct quotations are compelling to read, but make sure you don’t take them out of context and that you have permission to use them. Don’t identify the speaker by name, but provide some identifying information—like their role in the organization—so that there is some context for the quote.
- Establish an appropriate time frame. Relations with a client can appear to go on indefinitely. Choose to write up the case study when the work on a particular area or issue appears to be complete. If you conduct interviews four to six weeks after you wrap up the work, this allows some time for the client to reflect on outcomes and comment on lasting impacts. Longer than this, and memories may start to get a bit fuzzy.
- Watch your length. Keep your story to a page (double-sided if necessary).
- Find trusted editors. Every writer needs a good editor. Choose at least one editor from outside your profession, so that s/he can point out jargon and other instances where the writing would not be clear to the uninitiated.
- Get approval from the client for the final version and any direct quotations used. If you’re using quotes from evaluation forms, make sure that there is an opportunity for the participant to give approval for use. Let the client know how you will be using the case study, and how it will be distributed.
- Include a brief abstract. The abstract functions as a paragraph-long summary of the study. Include the type of case study (couple, organization, community etc.) and identify the ORSC tools used.