If I could only give one piece of portfolio advice, it would be this: write case studies. Not project descriptions. Not bullet points. Actual case studies that tell the story of your work from problem to outcome.

I’ve seen case studies single-handedly move candidates from the “maybe” pile to the interview shortlist. They’re that effective.

Why Case Studies Work

A resume tells a hiring manager what you’ve done. A case study shows them how you think.

When a recruiter reads a well-written case study, they can picture you in the role. They can see your problem-solving approach, your communication skills, and your ability to deliver results. That’s far more compelling than a list of responsibilities.

The Framework: Situation, Approach, Result

Every strong case study follows a simple structure. You don’t need to reinvent the wheel here.

1. Situation (The Problem)

Set the scene. What was the business challenge? What was at stake? Why did this project matter?

Be specific. “The company needed to improve its marketing” is vague. “The company was spending $50,000 per month on digital advertising with a 0.8% conversion rate, well below the industry average of 2.5%” is compelling.

Include enough context for a reader outside your organisation to understand the challenge. But keep it brief, three to four sentences is usually enough.

2. Approach (What You Did)

This is where you explain your process. What decisions did you make? What tools or methods did you use? Who did you collaborate with?

Don’t just describe the final solution. Walk through your thinking. Hiring managers want to understand your approach to problem-solving, not just the output.

Key questions to answer:

• Why did you choose this approach over alternatives?
• What constraints did you work within (budget, timeline, team size)?
• What challenges came up during the project and how did you handle them?

3. Result (The Outcome)

Lead with numbers wherever possible. Revenue generated, costs reduced, time saved, satisfaction scores improved, users acquired. Quantified results are the most persuasive element of any case study.

If you can’t share exact numbers due to confidentiality, use percentages or ranges. “Reduced processing time by approximately 40%” is still powerful without revealing proprietary data.

Also include qualitative outcomes: client feedback, team recognition, ongoing impact.

A Worked Example

Let me walk through a quick example for a project manager:

Situation: “An Australian retail chain was rolling out a new inventory management system across 45 stores. The initial rollout of the first five stores had gone over budget by 30% and was three weeks behind schedule. I was brought in to manage the remaining deployment.”

Approach: “I restructured the rollout into regional batches of 8-10 stores, with a dedicated training team travelling ahead of the technical deployment team. I created a standardised checklist for each store and implemented daily standups with regional managers. When we hit integration issues with the legacy POS system in 12 stores, I negotiated a two-week timeline extension rather than cutting training time.”

Result: “Completed the remaining 40-store rollout on the revised timeline and 8% under budget. Staff adoption rates exceeded 90% within the first month, compared to 65% in the initial five stores. The client extended our contract for the Phase 2 enhancement rollout.”

That’s a story. That’s memorable. That’s what gets you interviews.

Formatting Tips

• Keep each case study to 300-500 words. Long enough to be substantive, short enough to be read.
• Use headers and bullet points for scannability. Hiring managers are busy.
• Include visuals where possible: screenshots, diagrams, before/after comparisons, charts showing results.
• Add a “My Role” callout if the project involved a team, making clear what your specific contribution was.

Getting Permission

If your work involves client projects or confidential data, you’ll need to be thoughtful about what you share. Options include:

• Anonymise the client and specific details while keeping the approach and results
• Ask for permission to create a case study (many clients will say yes)
• Focus on your process and methodology rather than specific deliverables
• Use personal projects or volunteer work where permissions aren’t an issue

How Many Do You Need?

Three strong case studies is a solid starting point. Five to eight gives you enough to tailor your portfolio to different opportunities. You don’t need twenty.

Quality over quantity, always. One detailed, well-written case study beats five thin descriptions every time.

Start with your most impressive project. Write it up this week. I promise it’s easier than you think once you start.