How to Write a Business Case (+ Template & Examples)

A business case is a document that outlines a proposed project or initiative, detailing the problem it aims to solve, its benefits and costs, and an implementation plan. A well-written business case can help secure support and funding for a project and ensure its success by providing a clear roadmap.

In this guide, we will explore a business case's key concepts and components, provide tips for writing and presenting a business case, and offer examples and templates to help you create your own.

What is a Business Case?

A business case is a written document that outlines a proposed project, initiative, or solution. It provides a clear and concise description of the problem the project aims to solve, the benefits of the solution and a plan for implementation.

Purpose of Business Cases

The purpose of a business case is to gain support and funding for a project and to provide a clear roadmap for implementation. It is a tool used to make informed decisions about projects and initiatives, and to ensure their success.

Components of a Business Case

A well-written business case should include the following components:

Problem Statement

A clear description of the problem the project aims to solve. The problem statement should be specific and concise and provide enough context for stakeholders to understand the need for the project.

Objectives and Requirements

The goals and specific requirements of the project. This section should clearly outline what the project hopes to achieve and what specific outcomes are expected.

Alternatives Analysis

An examination of different options for solving the problem and the pros and cons of each. This section should provide an overview of the different approaches that could be taken and the advantages and disadvantages of each.

Recommendations and Implementation Plan

A recommended solution and plan for implementation. This section should provide a clear and concise explanation of the recommended approach, including a timeline and specific steps for implementation.

Financial Analysis and Projections

An estimate of the costs and benefits of the project, including revenue and expenses, and a projection of the return on investment. This section should provide a detailed analysis of the financial impact of the project and should include a clear explanation of the methodology used to estimate costs and benefits.

Key Performance Indicators (KPIs)

Metrics used to measure the success of the project. This section should outline specific, measurable KPIs that can be used to track progress and determine if the project is meeting its objectives.

Risk Assessment

An evaluation of potential risks and a plan for managing them. This section should identify potential risks associated with the project, assess their likelihood and impact, and outline a plan for mitigating or avoiding those risks.

Stakeholder Analysis

An assessment of the interests and influence of stakeholders and their impact on the project. This section should identify key stakeholders and assess their level of influence, interests and objectives, and how they may impact the project.

How to Write a Business Case?

Writing a business case can seem overwhelming, but it can be a manageable task with a clear understanding of the components and a structured approach. Here are some tips for writing a successful business case:

Start With a Clear Understanding of the Problem

Begin by clearly defining the problem the project aims to solve. This will help you focus your efforts and ensure that the business case is relevant and compelling.

Identify the Objectives and Requirements

Outline the specific objectives and requirements of the project. This will help you focus your efforts and ensure that the solution meets the needs of stakeholders.

Conduct a Thorough Alternatives Analysis

Examine different options for solving the problem, and assess the pros and cons of each. This will help you determine the best approach and make a convincing argument for your recommendation.

Develop a Realistic Implementation Plan

Create a detailed plan for implementation that includes a timeline, specific steps, and a budget. This will help ensure that the project stays on track and is completed successfully.

Consider the Financial Impact

Conduct a thorough financial analysis and estimate the costs and benefits of the project. This will help you make a convincing argument for your recommendation and secure support from stakeholders.

Assess and Manage Risks

Identify potential risks associated with the project and develop a plan for mitigating or avoiding those risks. This will help you anticipate and manage potential challenges and ensure the success of the project.

Engage Stakeholders

Engage stakeholders throughout the process, seeking their input and feedback, and ensuring their interests and objectives are considered. This will help you build support for the project and ensure its success.

Business Case Examples

A business case example can provide a better understanding of how to write a business case and what it should contain. The following are several examples of business cases across different industries and situations:

• Technology Upgrade Business Case: In this case, a company is looking to upgrade its technology infrastructure. The business case should include the current technology limitations, the benefits of the new technology, the costs associated with the upgrade, and a timeline for implementation.
• New Product Launch Business Case: A company is looking to launch a new product, and the business case should include market research, a product description, target audience, costs, potential sales, and a plan for marketing and distribution.
• Merger and Acquisition Business Case: In this case, a company is proposing to merge with or acquire another company. The business case should include financial data for both companies, the reasons for the merger/acquisition, and a plan for integrating the two companies.
• Cost-saving Initiative Business Case: A company is proposing a cost-saving initiative, such as reducing the number of employees, to improve its bottom line. The business case should include the reasons for the initiative, a cost-benefit analysis, and a plan for implementation and monitoring.
• Green Initiative Business Case: A company is proposing a green initiative to improve its environmental impact, such as reducing carbon emissions. The business case should include the reasons for the initiative, the benefits to the environment and the company, a cost-benefit analysis, and a plan for implementation and monitoring.

These examples provide a general understanding of the types of information that should be included in a business case. The actual content of the business case will depend on the specific situation and the organization's goals.

Business Case Templates and Samples

A business case template can be a helpful tool for creating your own business case. The template should include the key components of a business case, including the problem statement, objectives and requirements, alternatives analysis, recommendations and implementation plan, financial analysis and projections, KPIs, risk assessment, and stakeholder analysis.

When using a business case template, it's important to customize it to your specific situation and ensure that all relevant information is included. The template should be used as a guide, not a rigid structure, and you should modify it as needed to best represent your project.

We understand the importance of having a well-structured business case to support informed decision-making, which is why we are offering a free business case template users to download and get started with.

• Business Case Excel template
• Business Case Google Sheets template

This template is designed to help you create a comprehensive and effective business case that covers all the key components, including an executive summary, problem statement, goals and objectives, alternatives, financial analysis, risk assessment, and conclusion. All you have to do is download the template, fill in the details, and you'll have a professional-looking business case in no time.

With this template, you can focus on the content of your business case and leave the formatting and structure to us.

Presenting a Business Case

Presenting a business case is an important step in securing support and approval for your project. Here are some tips for presenting a successful business case:

Be Clear and Concise

Be clear and concise in your presentation, focusing on the key information that stakeholders need to know. Avoid using technical jargon or industry-specific terminology; instead, use language that is easy to understand and accessible to all stakeholders.

Highlight the Benefits

Highlight the benefits of the project and the potential impact on the organization and stakeholders. Be specific and quantifiable, if possible, and provide clear evidence of the benefits.

Address Concerns and Objections

Anticipate potential concerns and objections that stakeholders may have and be prepared to address them. Be proactive in addressing potential challenges and provide clear, concise answers that address stakeholder concerns.

Use Visual Aids

Use visual aids, such as slides, diagrams, and charts, to support your presentation and make your points more impactful. Keep visual aids focused and straightforward, and avoid overloading them with information.

Practice and Be Prepared

Practice your presentation and be prepared to answer questions and provide additional information as needed. Be confident and knowledgeable, and be willing to adapt your presentation as required based on stakeholder feedback.

Business Case Analysis

A business case analysis is a process of evaluating a business case and determining if it is viable and likely to achieve its intended goals. The analysis should consider all aspects of the business case, including the problem statement, objectives and requirements, alternatives analysis, recommendations and implementation plan, financial analysis and projections, KPIs, risk assessment, and stakeholder analysis.

The purpose of the business case analysis is to provide a comprehensive and objective assessment of the business case and to identify any potential risks or areas for improvement. The study should be based on data and evidence and consider the feasibility and viability of the project from a technical, financial, and organizational perspective.

Business Case Analysis Examples

A business case analysis is a critical step in the business case process as it helps evaluate a proposed initiative's feasibility and viability. The following are several examples of business case analysis:

• Cost-Benefit Analysis: A cost-benefit analysis is a common type of business case analysis that compares the costs of an initiative with the benefits it is expected to provide. The analysis should take into account both the direct and indirect costs and benefits.
• Break-Even Analysis: A break-even analysis is a type of financial analysis that calculates the point at which an initiative will start to generate a profit. This analysis is vital for initiatives that have significant upfront costs.
• Risk Analysis: A risk analysis evaluates the potential risks associated with an initiative and the impact they may have on the success of the initiative. The analysis should identify the likelihood of each risk occurring and the impact it may have.
• Feasibility Analysis: A feasibility analysis evaluates the technical, operational, and economic feasibility of an initiative. The analysis should consider the resources required, the timeline, and the impact on the organization.
• Market Analysis: A market analysis evaluates the demand for a product or service and the competition. The analysis should consider the target audience, market trends, and the strengths and weaknesses of the competition.

These examples provide a general understanding of the types of analysis that can be performed as part of a business case. The actual analysis performed will depend on the specific situation and the goals of the organization. The analysis results should be used to make informed decisions and evaluate the initiative's success.

Business Case Project Management

Project management is an essential aspect of a successful business case. Effective project management helps ensure that the project stays on track, that resources are used effectively, and that the project meets its intended goals and objectives.

Here are a few best practices for business case project management:

• Define clear project objectives and goals: Ensure that all stakeholders are aligned and understand what is expected.
• Establish a project team: Establish a team with the necessary skills, knowledge, and expertise to execute the project successfully.
• Develop a detailed project plan: Including a timeline, budget, and resource allocation plan. The project plan should be flexible and updated regularly to reflect changing circumstances.
• Monitor and control project progress: Ensure that it stays on track and meets its intended goals. Regularly review the project plan and make adjustments as needed.
• Communicate regularly with stakeholders: Ensure that they are informed and aware of project progress, and to address any concerns or objections they may have.
• Continuously evaluate and improve the project: Make changes as needed to ensure that it stays on track and achieves its intended goals.

Business Case Best Practices

A well-written and thorough business case is essential for making informed decisions and achieving organizational goals. The following are several best practices for creating a successful business case:

• Clearly Define Objectives: The initiative's objectives should be clearly defined and aligned with the organization's goals. This will ensure that the initiative is focused and that the results are meaningful.
• Gather Relevant Data: The business case should be based on accurate and relevant data. This includes financial data, market data, and data on the current situation.
• Use a Structured Format: A structured format, such as the business case template, will help to ensure that all necessary information is included and that the business case is organized and easy to understand.
• Consider Alternatives: The business case should consider alternative solutions to the problem or opportunity being addressed. This will help to ensure that the best solution is selected.
• Include a Risk Assessment: A risk assessment should be included in the business case to identify and evaluate the potential risks associated with the initiative. This will help to ensure that the risks are managed effectively.
• Involve Stakeholders: Stakeholders should be involved in the business case process to ensure that all perspectives are considered and that the initiative is supported.
• Continuously Monitor Progress: The business case should include a plan for monitoring the initiative's progress. This will help to ensure that the initiative stays on track and that any necessary adjustments can be made.
• Update Regularly: The business case should be updated regularly to reflect changes in the situation or the initiative. This will help to ensure that the business case remains relevant and valuable.

By following these best practices, organizations can create effective business cases that support informed decision-making and achieve their goals.

Experience Confluence: The Ultimate Team Workspace

Transform the way your team collaborates with Confluence, a remote-friendly workspace designed to bring knowledge and collaboration together. Say goodbye to scattered information and disjointed communication, and embrace a platform that empowers your team to accomplish more, together.

Key Features and Benefits:

• Centralized Knowledge: Access your team’s collective wisdom with ease.
• Collaborative Workspace: Foster engagement with flexible project tools.
• Seamless Communication: Connect your entire organization effortlessly.
• Preserve Ideas: Capture insights without losing them in chats or notifications.
• Comprehensive Platform: Manage all content in one organized location.
• Open Teamwork: Empower employees to contribute, share, and grow.
• Superior Integrations: Sync with tools like Slack, Jira, Trello, and more.

Limited-Time Offer: Sign up for Confluence today and claim your forever-free plan, revolutionizing your team’s collaboration experience.

Conclusion

In conclusion, a well-prepared business case is essential for securing support and approval for your project. By following these best practices and guidelines, you can develop a strong and compelling business case to help you achieve your goals and succeed in your endeavors.

Key Terminology and Concepts

• Problem Statement: A clear description of the problem that the project aims to solve.
• Objectives and Requirements: The goals and specific requirements of the project.
• Alternatives Analysis: An examination of different options for solving the problem and the pros and cons of each.
• Recommendations and Implementation Plan: A recommended solution and plan for implementation.
• Financial Analysis and Projections: An estimate of the costs and benefits of the project, including revenue and expenses, and a projection of the return on investment.
• Key Performance Indicators (KPIs): Metrics used to measure the project's success.
• Risk Assessment: An evaluation of potential risks and a plan for managing them.
• Stakeholder Analysis: An assessment of the interests and influence of stakeholders and their impact on the project.