Many projects, be it in a small business, in the academe, in any institution or organization start with hardly any solid foundation, which is actually still both acceptable and understandable. However, there are times when it’s stuck in limbo and doesn’t see the light of day because of one too many stumbling blocks such as clarity of scope, time constraints, challenges in cost and benefits that can’t be defined adequately in their early stages. When that happens, something needs to be done to properly address it. Let’s say you need a new product launch. The marketing team said so. Or it could be that the new product needs a demo video for everybody to see its potential. Maybe it’s a proposal for a new management software or tool. What does one do in such cases? For starters, you state your case. Is it doable? Of course. Is it simple? Definitely not.
In the corporate environment, we always experience changes and changes mean that many organizations face challenges in minimizing their general expenditures and maximizing their resources while managing the increase in digital material. Making use of available models at the very least help but when it comes to long-term management of the same materials, it is a costly and complex task. Realistically, it’s impossible to get this done without investing in updated resources, be it products, supplies or tools. A case helps in weighing such decisions and manages risks involved in the process. You state your case to your manager, to the business partners, to the board, to the stakeholders, or to whoever needs to hear it, that has a say in the direction to which a project is going. Regardless of whoever it is in the chain of command, you need to gather your tools and be prepared to justify why a certain task should be implemented. The business case sets focus on the reasoning for the undertaking of a project or task, since obviously, a reliable information or argument if you may, is needed for the approval and authorization of any project.
There’s a common misconception that a case report in business is a thick, corporate jargon-ridden manuscript that only experts and professional consultants can develop, in a language and style that is borderline incomprehensible, and also that its pages are made up of the best paper, printed, piled and left to collect dust on the executive office’s shelves. How very tragic. And a business case could be many things, but never tragic. A case report for an organization is created to have a documented justification for the progress of a project or whether or not it deserves to be carried out at all. With the basis on the expected cost of the task’s development and implementation most of the time, it seeks to foresee risks and backs the anticipated takeaway or what sort of benefits and how much, is going to be gained versus how much would possibly be lost. It also puts consideration and analysis on the overall change which could be a lot bigger than just the projected development expenses of the task. For many organizations, the idea of a case may count as either project brief or advanced project/business plan. Irrespective of whatever other names it exists under, the purpose remains, and that is to justify the initiation of a task.
The most important role of a simple business case is perhaps that it is a tool for better communication between everyone involved in an organization’s decision-making process, with a language that the intended audience finds easy to understand, providing information to support decision-making on the part of the one who developed the report. There is no existing black and white rule for the size of the report because it’s simply irrelevant. On the other hand, it does need to present all important details backing the job of the decision maker. Otherwise, it might not hold much weight for anybody analyzing or evaluating the case. In fact, it doesn’t really need to be a written document at all, if other parties won’t really put emphasis on formality. Presenting a case, just like in the real world, could be done verbally, with the same content and structure, however, for reference and record-keeping’s sake, it’s better to have it written down. Also, brevity makes for a nice trick to it.
The focus of a case report in business is the justification for any undertaking: an argument on why you think your managers should consider a certain task, expenditure or project. It is created to rally decision-makers into the merits of a specific course of action. Whenever a project needs further explanation about what needs to be done, the project plan describes the “how” and stating your case would map out the “why.” A reliable business case will be able to explain the issue, offer realistic options to address it and allow people in charge to decide for themselves which task will benefit the organization the most. It would also make room for changes to the amount of time the project needs assessment against its prior purpose, as well as its scope.
As what has been previously stated, a justification can be used within the organization exclusively for gaining approval for simple budget or funds, tasks, or particular projects, as well as loans. Regardless of the need, justifications usually have the same basic elements. There are no hard and fast rules for stating your case and documenting it as a report since flexibility is the key to put together a convincing case report. You can’t simply treat it as one of the government forms where checkboxes just need to be ticked as your answer about a hundred questions. It’s your ticket for a brilliant business philosophy:
Written last, the Executive Summary sets the essence of the case, in a condensed but organized format. Select the key points to make way for a clear picture but be consistent in making it concise. One or two pages should be long enough. Like most of the elements in a research paper, you have to include objectives, risks, important dates, costs and benefits, and of course, a proposed solution.
Provide an explanation of what warranted this case, why this case to come about. Ideally, the reason would revolve around one of the following:
Although it isn’t required to present some ideas on what actions are needed to make the proposed solutions possible, it is usually appropriate, if only for proving to everyone that what you are offering is realistic and that you’re not there to sell them dreams but a well-thought, reliable solution. It doesn’t necessarily have to be exhaustive and detailed to the point of losing your argument, unless you are required to do so, as the decision makers. You may also see excel report templates.
Write down all data that supports the case, such as analysis of cost benefits, sources and reference, charts, calculations, and other materials you need to include. You may also like sample weekly report templates.
Presenting a strong and tangible business case puts you in a great position as a knowledgeable member of an organization and a visionary for innovation. Such people are rarely forgotten by those who make the decisions and would increase your chances of a moving up to the career ladder. On the other hand, a weak case could ruin your career growth. Unfortunately, a lot of case reports, when rendered too weak are put on the back burner with possibly a lot of careers also getting cut short as a result. You may also like monthly report samples.
The stakes are just as high, from the general point of view of organizations, because a solid business case paves the way for carefully-thought and well-organized business decisions. When you think about the failure of some projects that actually made a good impression and strong potential, you also think about the poor decisions more than poor management. You may also like executive report templates.
Having a case documented is very important for any project manager since it is what makes up the justification for their tasks and it also serves as the benchmark by which a project should be defined, assessed and judged. The goal of a good business case would always put making the right, if not the best business decisions, avoiding horrible waste of resources along the way, and saving a lot of people in an organization from career-limiting moves or decisions.