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Documentation toolkit info card: case studies
A case study is a documentation and communication product that describes and summarises an example of a person, project or organisation.
A case study:
- Can be used on its own or as part of other materials – to make them more interesting by adding some real examples.
- Is useful to link theory and practice. For example, it can show how an NGO’s/CBO’s policies have been put into action.
- Is brief and concise, usually no more than two to three pages of text or two to three minutes of video or radio.
- Combines factual details with other information – such as quotations and stories – to give an insight into the subject.
- Can use information from a number of sources – including existing ones (such as quarterly reports) and new ones (such as interviews with community members).
Key questions
Key questions to ask before developing a case study are:
? Whether the people or organisations in your case study are aware of how it might be used, and what the consequences might be? If they request it, can you ensure their confidentiality?
? Is the subject matter of your case study a good enough example to illustrate your key messages? Will it convince others?
? Can you easily access the right type of information needed for your case study? If not, what practical steps will you need to take to get it?
Structure and content
Here is an example of a structure and content outline for a written case study about an NGO/CBO involved in HIV prevention. The outline shows what the product will contain and in what order. This also provides some key “dos and don’ts” about how to make a case study as effective as possible.
DO prepare clear questions for interviews to gather your information. Focus on “open” questions (which allow people to describe things) rather than “closed” questions (which only get “yes” or “no” answers).
(See Section 4.2: “Preparing an effective interview” for more information.)
DON’T publish information about people without asking their permission.
Respect requests to change or remove details.
1. Title of case study
(What is the case study about?)
DO use a title that catches people’s attention.
2. Introduction to case study
(What are the aim and themes? When was it written and who wrote it?)
DO use your introduction to emphasise your two to three key messages.
3. Introduction to NGO/CBO
(What is its name and mission? Where and who does it work with?)
4. Outline of HIV prevention projects
(What are the NGO’s/CBO’s key areas of work in HIV prevention?)
5. Key achievements
(What has the NGO/CBO done best? What results can it show?)
6. Key challenges
(What has the NGO/CBO found difficult? What has it not done well?)
DO be honest about challenges and weaknesses, but avoid using people’s names if negative issues are mentioned, unless you have their permission.
7. Lessons learned
(What would the NGO/CBO now do differently or the same?)
8. Conclusions/plans for the future
(What are the conclusions? What are the future directions?)
DO express your future plans in a positive way that shows a clear link with your past experiences.
DON’T draw conclusions if the information in the case study does not support them.
9. Support for the work
(Which donors and others supported the work?)
DO give credit to those who contributed – whether the support was financial, technical, political or “in kind”.
10. Contact details of the NGO/CBO
(How can someone get further information?)
DO encourage feedback from your audiences and ensure that they know how to contact you
Style
This page looks at the style of case studies – meaning how they are designed. It provides some ideas about how to make them as interesting and attractive as possible.
Keep your case study concise and avoid irrelevant information. Cut out text until it is as brief as possible.
Include photographs and/or drawings in your case study – to help the reader “picture” the situation being described.
Use a friendly style for your case study – including quotations and stories – unless it is for a very formal audience. Keep the language in your case study simple. Avoid abbreviations (e.g. FPA) and jargon.
Use visuals – such as drawings – to give “human interest” to your case study. For example, the International HIV/AIDS Alliance used a photograph with this case study in the policy report “Care, Involvement and Action: Mobilising and supporting community responses to HIV/AIDS care and support in developing countries”, July 2000
Source: Documenting and communicating HIV/AIDS work
This is an extract from Documenting and communicating HIV/AIDS work: a toolkit to support NGOs/CBOs, published by the International HIV/AIDS
Alliance in October 2001.
To view the whole toolkit follow this link.
To download this card and three others, complete with graphics, in pdf format (which requires Adobe Acrobat software to read it) follow this link (file size 481kb).