Hi everyone! I've been pretty lucky to manage case study approvals with our POCs over email, but I'm looking at getting a little more formal and sending over something at the beginning of the process to set expectations around timelines, where we can/will use logos, quotes, stories, etc. Can anyone share how they are doing this today and any templates or examples? Thank you!
I know Katlin Hess is really good with processes and things like this, I wonder if she has anything in place?
Here's a draft for a Case Study Approval and Process Agreement document that you can send to customers at the beginning of the case study process. It outlines the expectations around timelines, use of logos, quotes, stories, and the approval process: --- **[Your Company Name] Case Study Agreement** Dear [Customer's Name], Thank you for agreeing to collaborate with us on a case study. We are excited to showcase your success and the impact of our partnership. To ensure a smooth and transparent process, please review the following information about the case study creation process, including expectations, timelines, and approvals. ### **1. Scope of Case Study** The case study will highlight:
[Customer's Name] challenges before using our solution
How [Your Company Name]'s product/service was implemented
The measurable outcomes and benefits achieved
Key quotes and insights from your team
The final case study will include your company logo, quotes from key team members (as discussed during interviews), and any relevant metrics or data. Please let us know if there are any limitations to the types of information that can be shared. ### **2. Case Study Process and Timeline** **Step 1: Initial Interview & Information Gathering**
**Who:** [Customer's Name] designated team member(s) and [Your Company Name] representative.
**What:** A 30-60 minute interview to discuss your experience, challenges, and the results of using our solution.
**When:** Scheduled for [insert proposed date or timeframe], with flexibility for customer availability.
**Step 2: Draft Creation**
**Who:** [Your Company Name] will draft the case study based on the information from the interview and any supporting materials provided.
**When:** Draft will be provided within [5-7] business days after the interview.
**Step 3: Customer Review & Edits**
**Who:** [Customer's Name] will review the draft, suggest edits, and approve any logos, quotes, and metrics.
**When:** We kindly ask for feedback within [5-10] business days. Any revisions will be made promptly to ensure accuracy.
**Step 4: Final Approval**
**Who:** [Customer's Name] gives final approval on the case study content and any associated elements (logo, quotes, data).
**When:** Approval is required within [3-5] business days after revisions, unless otherwise specified.
**Step 5: Publishing and Distribution**
Once approved, the case study will be published on [Your Company Name]’s website and shared across relevant channels, including social media, newsletters, and presentations. We will notify you of all final uses and give credit to your company for its contribution.
### **3. Logo and Branding Use**
Your company’s logo will be prominently featured in the case study.
We will ensure that your logo is used in accordance with your brand guidelines, which you are welcome to share with us.
You will have full approval over the logo placement and usage before publication.
### **4. Approval of Quotes and Metrics**
Any quotes attributed to your team or data provided (such as results, percentages, or other metrics) will be approved by your team before publication.
No information will be shared publicly without your written consent.
### **5. Confidentiality**
We understand that some information may be confidential. Please indicate any content, data, or details that should remain private, and we will ensure that they are not included in the case study or other materials.
### **6. Case Study Lifespan**
The case study will remain active on our website for [e.g., one year] unless otherwise requested by your team. After that, we will review it together for any updates or to refresh the content.
### **Next Steps** Please reply to this email with your confirmation to proceed with the outlined steps. If you have any questions or specific requests regarding the case study content or timeline, feel free to let us know. We look forward to collaborating with you to create a powerful story that showcases your success! Best regards, [Your Name] [Your Title] [Your Company Name] [Contact Information] --- ### **Key Points to Remember:**
**Timeline Flexibility**: Ensure that the timeline has some flexibility to accommodate any delays in feedback.
**Clear Approval Process**: Always seek written approval for logos, quotes, and case study drafts to avoid future conflicts.
**Confidentiality**: Highlight your commitment to protecting their sensitive information.
This document sets clear expectations and provides a professional framework for the case study process, ensuring that both parties are aligned.
Lauren Turner this is amazing - thank you!
You’re welcome! If you’re looking for more parts of a formal case study program, I just released a comprehensive playbook! https://www.customercentrx.com/category/all-products
Lauren can I add the template to our resources? I can add a link to your website as well. LET ME KNOW
Wow! I don't have anything like this, but I LOVE it! Thanks for sharing Lauren Turner! I currently send something before we get started as I'm "pitching" but I love the formality this brings.
oooh I like this too! Thank you!
Katlin Hess Wow, thanks for sharing! What a short and sweet way to sell the opportunity. Do you have a different approach with shy IT folks not interested in exposure for the company or themselves?
