Format In Making Case Study

There is a difference between learning how to create a case study and learning how to create a case study that is memorable. That persuades. That sings from the rooftops, “Just look at these results — you know you want to work with us!”

Unfortunately, many of the case studies I’ve read are boring, self-aggrandizing, and uninspiring. That’s because most organizations know they need case studies, but fall terribly short in execution. 

It’s kind of like that old saying, “It’s not just what you say, it’s how you say it.”

There is an art to creating a case study that will be the proverbial milkshake bringing all the prospects to the yard. So, today I’m going to teach you everything you need to know on how to create a case study that attracts the right buyer personas and helps you close deals.

(I'm also going to share my personal, free case study template with you that makes creating case studies a breeze!)

But First, What Is a Case Study?

Before we dive into the nuts and bolts of pulling together your case study, I want to give you a quick refresher on what a case study actually is.

I know, I know; You’re a pro. But in order to write a killer case study, you need to understand its purpose, as it will inform every decision you’ll make as you go through this process -- plus, it's never a bad thing to brush up. 

We all know that case studies are critical when it comes to nurturing prospects through the buyer’s journey. This is particularly true since potential customers are usually about 70 to 90 percent of the way through the buyer’s journey before they reach out to someone in sales -- and by that point, they’re still going to ingest about 11.4 pieces of content before they make their final purchasing decision.

That’s why your content strategy needs to cover more than just eBooks, blogs, and podcasts targeting the awareness and consideration stages. 

When done well, case studies can be invaluable inbound marketing tools during that critical decision stage, when prospects are evaluating who is going to help solve their problem -- and you want them to choose you.

Case studies are also indispensable during the sales process, once a brave prospect has decided yes, they crave the human connection only a sales rep can provide. So, every time you create a case study, ask yourself:

"Would my sales team consider this case study valuable and compelling enough to send to a prospect to help them close a deal?"

If the answer is no, then you need to go back to the drawing board.

Okay, with that out of the way, let’s get to work on how to create a case study…

Step 1: Pick Your Case Study Subject

In my experience, one of the most common reasons a client’s case study has gone off the rails is the foundation of their case study was flawed from the start. In other words, they chose the wrong subject to spotlight.

That’s why you need to vet the focus of your case study before you begin work on it.

Fortunately, there is some good news: When it comes to the scope of the work you choose to feature, size doesn’t matter.

One-off projects (infographics, branding), a short sprint campaign (promoting an event, new content offer), or a long-term, strategic endeavor that took months to complete (website redesign, software implementation)… they’re all viable candidates for your next case study.

But what do the most successful case study subjects have in common? Well, the easiest way to answer that is by telling you what to avoid.

  • The project should not still be in progress. You can’t write aspirational case studies, where there is “hope” or “intent” to bring about certain results. That would be like Michael Crichton ending Jurassic Park while the dinosaurs were still running around, eating people. “Don’t worry, I’m sure someone will get the power back on and save the day. The end.”
  • If your client is not happy with the work you produced, move on. This should be obvious, but given that we were once put in this exact situation (and our client’s client was more than happy to share how unhappy they were during our case study interview), I’m going to throw in this reminder. When it comes to your case study, you should not be the only one satisfied with what you delivered. Even if they are happy, however...
  • If you don’t have results to share, you don’t have a case study. It’s that simple. So, if you’re still in a pilot phase, waiting for results, hold off.

If any of this rings true for a project you’re considering for a case study, set it aside. It’s not case study material. The best case studies highlight completed work supported by measurable results that show how you solved a problem for a now-happy client.

Step 2: Gather Your Information

Once you’ve identified your case study subject, it’s time to roll up your sleeves and go on a fact-finding mission. There are a lot of questions you’ll need to answers before you start working on a draft and you’ll probably need to talk to a number of different people in order to get them.

For example:

  • Which of your personas will this case study target?
  • What problem did your client need solved?
  • Why were you chosen to help them solve it?
  • How did you approach the challenge?
  • What was the ultimate solution, and how long did it take to implement?
  • What benefits or results did your client see as a result of your work immediately?
  • What benefits or results did your client see as a result of your work over time?
  • Do you have a client testimonial?

The goal is to gather as much information as possible across the entire story:

First: Who is your client, and what is their problem or goal?

Next: How did you help them solve their problem?

Finally: Did everyone live happily ever after? Great! Prove it.

"Wait, How Do I Know All of the Questions I Need to Have Answered?"

I am so glad you asked!

To make your life a bit easier, I’ve pulled together this free case study template. It contains every single question you should ask when gathering information for your case study.

The questions are also grouped by where they fall within your “story," and I've included prompts if you feel stuck or need inspiration for certain questions.

One of my favorite things about this case study template is that you’ll be able to spot gaps in your story immediately. Are you light on results? Did you forget to ask for a testimonial? It’ll all be at your fingertips, in a single, well-organized document.

Step 3: Write Your Case Study

With your completed case study template, writing it should be a breeze. But like I said at the start of this, your case study will live and die by your ability to craft a narrative that is memorable.

There are two ways you accomplish this: tone down the fluff and be persuasive.

Minimize Your Editorializing

Whenever I’ve worked on a project I’m particularly proud of, I have a tendency to provide way too many superfluous details.

It’s just because I’m excited, but in the context of a case study, this kind of overeditorializing can make it look like you’re trying to fluff or pad your case study, because your results are flimsy.

Instead, streamline your narrative and your language.

Every detail you include should serve one purpose: to support the thesis of your case study. If it doesn’t, cut it out.

(No one cares if it was raining when you came up with that brilliant idea to drive website conversions, or that your shirt was blue when you thought up that ideal tagline for a new product.)

Also, avoid words or phrases that attempt to influence an opinion, such as unnecessary adverbs or adjectives.

For example, if you’re showcasing a branding project, don’t say the final logo was “beautifully designed.” That kind of statement should only be shared if it’s a testimonial from a client — the client's opinion of your work is the one that matters, not yours.

Put Your Persuasive Writing Skills to Work

Your case study should inspire people to take action. They should want to immediately pick up the phone and call you because they feel compelled to work with you, right?

That only works if you write in a way that is both inspirational and compelling.

Persuasive copy is powerful. Here’s how you do it:

  • Even though you’re telling a story about a specific client, include qualifiers about that them (industry, size) - or their situation (pain point, objective) - that allow a reader to feel like you’re speaking directly to them and the problem they’re trying to solve. They should be able to easily step into their shoes and say, "Hey, that sounds like me."
  • Comparisons, such as metaphors and analogies, can be your best friend in a case study, as they can help a reader accept a certain scenario as being true if it’s related to something they already understand. However, there is one caveat: Don’t use clichés. While they may exist for a reason, science says we are trained to ignore them.
  • Use power verbs. In fact, here are 109 of them, waiting for you to choose them. Power verbs have momentum. Power verbs imply results. Power verbs aren’t wimpy.
  • Don’t use passive voice. Use active voice. (What’s the difference, and why does it matter?)
  • Spotlight data, client quotes and testimonials to demonstrate the effectiveness of your work.

Finally, don’t forget to proofread!

Step 3: Design Your Case Study

Okay, so you have your case study draft in hand, filled with persuasive phrasing and glowing client testimonials. Now it is time to send it to design.

Of course, the end result at this step will probably depend a lot on your brand’s visual standards, but I still have a few tips for you.

If you’ve been blogging or creating content for any amount of time you — and your designers — probably already know the basics.

  • Whitespace is your friend.
  • Include visuals.
  • Break up walls of text with headings, subheadings, and bulleted lists.
  • Call out relevant data points and quotes you want readers to remember visually.
  • Include videos (if you’ve got ‘em).
  • Also, if you have a testimonial, include the person’s name, job title, and their photo. It shows you solve problems for actual people.

When it comes to case studies, design is just as important as the copy itself.

A well-written case study will only be persuasive if you create a piece that is visually appealing enough that a prospect will actually read it. If they don’t read your case study because of ugly, unfriendly design, all of your hard work will have been for nothing.

The format of how you present your case study is up to you, but keep in mind, they should be easy to find and read. Our success stories are on our navigation and they're ungated. (We don't any barriers between prospects and proof that what we do delivers results.)

However, if you decide to go a similar route of creating a case study that lives as a website page, create a PDF version that is easily printed, as well. It should be a document a sales rep can bring to a meeting and walk through in person, instead of having to say, “Oh, I’ll shoot you a link when I get back to the office.”

A Great Case Study Is Worth the Effort

Okay, I know what you’re thinking. “Man, Liz. This sounds like a ton of work.”

Well, yes. It is.

In the world of inbound marketing, it’s not enough to simply create content anymore. All of your competitors are now creating blogs, and case studies, and eBooks. In order to stand out today, you have to create quality content that clearly demonstrates you understand the problems of your buyer personas and how to solve them better than anyone else.

So, again, yes. This process is comprehensive, but only because I want to make sure that you are empowered to create case studies that make prospects want to call you instead of someone else.

Now, get to work!

Case studies are a great way to tell the world how valuable your products or services are. They go beyond simple testimonials by showing real-life examples of how you were able to satisfy your customer’s needs and help them accomplish their goals. With great case studies, you will be able to highlight your successes in a way that will make your ideal potential customer become your customer. The following are some tips on how to make your case studies a powerful asset in soliciting business.

1. Write About Someone Your Ideal Customer Can Relate To

Do you know who your ideal customer is? If it’s someone in the education industry, then make your case studies about your university customers. If it’s someone in the automobile industry, then make your case studies about auto parts and accessories manufacturers.

The goal is to ensure that once your ideal customer has read your case studies, they will feel:

  • You are comfortable in their industry.
  • You know their industry’s specific needs.
  • You know how to give their industry targeted results.

Think about it on a smaller level, such as when you’re reading a how-to blog post. Most of them are geared toward average readers. But when you come across a how-to post specifically designed for your needs (such as online marketing for the healthcare industry), then you are more likely to understand and apply the information. The same goes with case studies – people who read about results attained in their industry will feel like the same products / services will work for them as well.

2. Tell the Story from Start to Finish

People enjoy reading a story. A great case study will allow someone to really get to know the customer in the case study including:

  • Who is the sample customer and what do they do?
  • What were the customer’s goals?
  • What were the customer’s needs?
  • How did you satisfy those needs and help the customer meet their goals?

A final thing you could do is simply follow up with the customer in the case study and update your case study a few months down the road to show how your products / services are continuing to have long term benefits for the customer. This would give readers the opportunity to see that your goal is not only to help with immediate needs, but also to ensure long term results.

3. Provide Easy to Read Formatting

No one really likes to read one huge chunk of text, no matter how interesting and informative it might be. Be sure to use good content formatting elements like you would with articles, blog posts, and copywriting on your website including:

  • Headers
  • Images
  • Bulleted lists
  • Bolded & italicized text

In addition to providing great SEO value for your case studies page, these formatting elements will help your readers (especially those that like to skim) find the most important parts of your case study and get a great impression about what your business could do for them.

4. Include Real Numbers

Have you ever read case studies where a business states that they “doubled traffic” for the customer in their case study and wondered if that meant they went from 100 to 200 visits or 10,000 to 20,000 visits? Certain ways of displaying numbers can have an ambiguous meaning. You will want your case study to be as clear as day. So instead of just saying you doubled their traffic, show them real numbers and (if possible) real proof.

Of course, remember that not everyone is as familiar with the technology as you are, so be sure to highlight what they should be noticing.

This way, the reader can see where the customer began and where the customer ended up with your help. They can see real, tangible results. Plus having the picture proof can help the reader envision exactly what you might do for them, making the case study that much more powerful.

5. Talk Specific Strategy

So you doubled a website’s traffic or sales, right? How did you do it? This is where you sell your products or services simply by saying which ones you used and how they led to the desired result. You shouldn’t just say “our online marketing services led to these results.” Instead, you should say “it was a combination of a three-month dedicated social media campaign focusing on Facebook & YouTube and five months of link building that led to an increase in rankings plus brand exposure that led to these results.”

6. Try Different Formats

While people like stories, case studies do not have to be fit into story form every time. You could try different types of case studies, such as an interview format where you have your clients answer the same questions mentioned earlier about what they do, their needs, their goals, and how you met them. Quoting your customer in their own words will make the case study even more relatable to your ideal customer than you telling the story.

7. Appeal to Different Types of Learners

While some people enjoy reading, others may prefer audio, video, or visual representation of your case study. So consider taking your text-based case studies and re-purposing the content as:

  • A podcast
  • A YouTube video
  • Or even an infographic (such as the one below)

The bonus with YouTube videos and infographics is that they are easy to share. This means that your case study may go further than just your own site, leading to more of your potential customers finding out how they could benefit from your products or services.

8. Make Them Easy to Find

What’s the point of having great case studies if no one will ever read them? Be sure that your case studies are organized and easy to find. Some great examples of how to do this include the following:

Amazon Web Services

Microsoft’s Business Hub

Drupal

Have any case study best practice tips or examples of case studies you have enjoyed? Please share them in the comments!

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About the Author: Kristi Hines is a freelance writer, blogger, and social media enthusiast. Her blog Kikolani focuses on blog marketing, including social networking strategies and blogging tips.

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