Communication Resources
Writing a Case Response
A case
response requires the writer to identify a problem in a hypothetical situation
and recommend the best action to solve the problem. To respond effectively
to a case, the writer must determine the questions the reader wants answered,
analyze the problem, establish criteria for solving the problem, identify
alternative solutions, and offer specific suggestions for implementing the best
solution.
Case
responses are a special kind of academic writing that is intended to be
applicable to a wide variety of problem-solving situations that might be faced
in the "real" world and are a very effective learning tool which requires the
student to apply a broad array of theories, concepts, and techniques to analyze
and solve actual business problems.
Strong
thinking and decision making skills are required for successful case analysis,
as well as the ability to take the kind of risks that managers face on a
day-to-day basis. However, even the strongest analysis will be
unsuccessful if it is not clearly presented in the written case response.
The following guidelines are offered to assist the student with this task.
Goal of a Case Response
The primary goal
of a case response is to recommend the best solution for the business problem
presented in the case by applying case theory and personal experience/knowledge
to that problem.
Audience Analysis
The primary
audience is usually described in the case and requires the reader/writer to
role play from the point of view of a direct participant in the case
scenario. A successful case analysis will identify and meet the needs of
this audience.
In addition
to the primary audience, the needs and purposes of the secondary (real)
audience must be considered. The secondary audience is the course
instructor who "reads over the shoulder" of the hypothetical audience and looks
to see that the student writer is displaying analytical abilities and knowledge
of academic course concepts, vocabulary and readings.
Understanding
your audience is essential to successful writing. To analyze your
audience, your readers, consider the following factors:
- Educational background and
English-language ability
- Knowledge and experience levels
- Concerns and characteristics
- Attitudes towards your purpose
and information
Your
understanding of your audience's reading ability and their knowledge of and
familiarity with related concepts and terms will enable you to determine the
extent and kinds of information that you should include in your writing.
For example, if your audience is familiar with the subject matter and will
readily understand terms and concepts, then you will not need to explain or
define them. However, if your audience is not familiar with the subject
matter or is not fluent in the English language, it will be important for you
to explain the unfamiliar concepts and terms in a language, style, and tone
that they will understand.
For the
primary audience, determine his/her level of knowledge of and familiarity with
the information and consider what relevant information and underlying
assumptions are important for this reader to know and what will satisfy
his/her needs. When assessing the needs of the course instructor as
reader, look to the specific assignment instructions that accompany the
case. The instructor will often be very specific in what she/he does and
does not want to see as part of the case write-up.
Steps to Solve the Case Problem and Write the Case
Response
In preparing
to develop a solution for the case and write a case response, the writer
should:
1. Determine the question(s) the
readers want answered. Assess the readers and be sure to address the
needs of both the primary and secondary readers.
2. Analyze the problem. Do this by
reviewing the details of the case and the course materials relevant to the case.
Search for specific clues and information that relate to each questions you
have identified in #1 above. Determine possible solutions for the
problem.
3. Establish criteria for solving the
problem and evaluate alternative solutions based on these criteria. In your
analysis of the problem and based on your opinion and knowledge, which solution
will work and why? Which ones will not work and why?
4. Determine what information you need
to write the response and how you should organize it. When writing your draft,
you should identify the strategic issues and problems as well as analyze and
evaluate the possible solution.
5. Support your proposed solution by
providing supporting evidence and/or using examples to show the accounting concepts
or relationships. How you arrange your support depends upon the reader's
familiarity with your subject, their ability to follow your argument, and their
attitude toward the problem. Supporting evidence and/or examples
strengthen a case response by providing the readers with other ways of
understanding technical relationships, concepts, and terms; by confirming
information or explaining the content of the case; and by clarifying critical
information applicable to a particular course of action or the proposed
solution.
6. Make a recommendation or
recommendations to the readers that explain to him/her the significance of your
findings. In a case response, make your recommendation(s) where it will
have the greatest impact on the readers, either at the beginning or end of your
support section. In a memorandum format (for use within an organization),
you should place your recommendation(s) at the beginning since readers of memos
typically read the first few paragraphs, then scan the remaining sections for
the information in which they are interested. You can repeat your recommendation(s) at the end to reinforce your
argument. In a letter format (for use outside an organization), place
your recommendation(s) at the end. Readers of letters typically read for
understanding and/or clarification so present your findings, develop a course
of action, and then conclude the response with your recommendation(s).
Final Suggestions on Case Response Writing
In writing
your response, avoid the following errors:
- Inadequate role playing. Take on a role in the
case and write from that point of view.
Poorly organized data. Write concisely, coherently, and clearly when reporting information. - Failure to answer the question
fully. Be sure to address all parts of the assignment.
- Ineffective integration of
supporting materials/examples, outside readings and course content. Demonstrate your
knowledge and expertise by integrating information from all these sources
fully in your case response.
Failure to provide supporting evidence and/or examples to substantiate your proposed solution. - Use of irrelevant information
in supporting your solution. Distinguish between relevant and irrelevant
information, address the underlying assumptions in the choosing a course
of action, and avoid subjective interpretations that have no relationship
to the case and the problem.
- No conclusion or
recommendation(s). Be sure to recommend a course of action or
solution and explain how the recommendation(s) meet the needs of and are
beneficial to the reader(s).
As a writer,
you should be aware of the characteristics of the different types of audiences
(see Figure 1 for Audience Analysis) and how to satisfy the needs of each type
of reader. For example, lay persons read for learning and interest
whereas executives read to make decisions. When writing a case response,
you must consider how well the readers will understand the words, concepts, and
principles that you include in your response, but you must also decide what kinds
of information these readers will need to order to satisfy the purpose of the
case response. As you write your response, keep your audience in
mind. Then choose the amount and level of content that fulfills your
purpose yet satisfies your readers' needs.
References:
edition). The Business Writer's Handbook.
Forman, Janis and Kelly, Kathleen (1990). The Random House
Guide to Business Writing.
Pearshall, Thomas E. (1997). The Elements of Technical Writing.
Pensrose,
John M., Rasberry, Robert W. and Myers, Robert J.
(1991). Advanced Business Communications.
Rubens, Philip, general editor (1992). Science and Technical
Writing: A Manual of Style.
