Some case studies feel like game-changers, while others fall flat. The difference usually comes down to execution. Boards don’t just want another polished success story—they want something that feels concrete, relevant, and believable. A few key factors can make the difference between a skimmed-over example and one that truly builds confidence:
The clarity factor. A case study should read like a clear, easy-to-follow story—not an internal report. Boards want to quickly grasp the challenge, the approach, and the results without wading through jargon or fluff.
The length factor. Too short, and a case study feels shallow—like just another testimonial in disguise. Too long, and boards won’t finish reading. The sweet spot is usually one to two pages (or a short, well-produced video), with enough detail to show substance without overwhelming.
The detail factor. The strongest case studies don’t just say “we improved communication.” They show it—with timelines, numbers, and direct quotes. Details create credibility.
The authenticity factor. Real voices matter. Whenever possible, weave in quotes from board members (any role, not just officers) to show genuine perspective. Even better, capture those insights on video. A short testimonial clip is great, but when you structure an interview to tell the fuller story of a challenge and solution, it carries even more weight.
The relevance factor. Case studies carry the most weight when they feature communities similar in size, budget, or challenges to your prospect’s. Boards are constantly asking themselves, “Will this work for us?” The closer the match, the easier it is for them to picture your solution fitting their needs.
The relatability factor. Beyond relevance, the best case studies speak directly to a board’s pain points. A story about financial transparency resonates with a board struggling in that area; one about speeding up maintenance response time connects with a community frustrated by delays. The more case studies you develop, the more likely you are to have a story that matches the specific concern of the board in front of you.
The placement factor. Unlike testimonials, case studies deserve their own space. Boards often look for them intentionally, so having a dedicated “Case Studies” page in your navigation is smart. But they also gain power when strategically inserted into proposals, highlighted in presentations, or linked from service pages where the story aligns.
When you line up these factors—clarity, length, detail, authenticity, relevance, relatability, and placement—you turn case studies into more than just success stories. They become proof that your process works in real communities, giving boards the confidence they need to move forward with you.
In the final module, we’ll pull everything together to show how reviews, testimonials, and case studies work collectively as a trust-building system.