Telling Better UX Stories: A Toolkit for Story-First Case Studies
Over the years, through countless portfolio revisions, mentor reviews, and feedback sessions, I noticed a pattern: the case studies that made the strongest impression weren’t just about showing deliverables; they told a story. A story about the problem, the people, the challenges, and the impact. After many iterations refining my own case studies, I developed a story-first approach: one that puts narrative structure, user-centered thinking, and clear outcomes at the heart of every project write-up. This post shares the tools and process I’ve created to help you craft stronger, story-driven case studies for your own UX portfolio.
Step 1: Capture Your Raw Material with the Story-First UX Case Study Prep Sheet
Before you even start writing your case study, use the Prep Sheet to gather the critical pieces of your story. This document guides you to capture:
- The problem you were solving
- Key user needs and business goals
- Major turning points and decisions
- User research findings
- Outcomes and reflections
Tip:
You can use this while you’re working on a project in real time or fill it out immediately after a project wraps up. The goal is to record important details before they get lost or blurred over time.
Step 2: Write Your First Draft with the Story-First UX Case Study Template
Now that you have your raw material, it’s time to start writing. The Template provides a clear outline that helps you:
- Frame your problem in a compelling way
- Walk the reader through your process as a story, not a to-do list
- Highlight pivotal moments, design decisions, and iterations
- Showcase outcomes and reflections
The template structure mirrors a narrative arc, guiding readers through the emotional and practical journey of the project.
Tip:
Don’t worry about perfection at this stage. Focus on getting the story down first; you’ll polish later.
Step 3: Self-Review Using the UX Case Study Writer’s Checklist
Go to checklist Google Sheet →
Once your draft is written, use the Writer’s Checklist to catch gaps or weak spots before anyone else reviews it. This checklist prompts you to ask:
- Is the problem clearly framed?
- Are users and outcomes meaningfully included?
- Is my story arc strong and emotionally engaging?
- Am I explaining my artifacts, not just showing them?
Tip:
Aim to confidently check every box on the list. If you can’t, revisit and revise before moving on.
Step 4: Get Early Feedback From the Story-First UX Case Study Reviewer (ChatGPT)
(Optional but highly recommended)
Before you send your case study to a mentor, you can run it through the Story-First UX Case Study Reviewer. This reviewer is a custom ChatGPT trained on the same story-first rubric your mentor will use in step 5.
The GPT will provide constructive, rubric-based feedback on areas where your case study could be stronger, including:
- Gaps in the story arc
- Missing emotional connection or stakes
- Weak framing of the problem or outcomes
- Opportunities to better tie artifacts into the narrative
Tip:
Use the GPT feedback to make a round of edits before handing your case study off for live mentor review.
It’s like having a practice run, and it’ll help you catch issues you might not notice yourself.
Step 5: Get External Feedback With the UX Case Study Rubric
Finally, have a mentor, peer, or reviewer score your case study using the UX Case Study Rubric. The rubric evaluates key storytelling and UX communication skills across categories like:
- Narrative Arc
- Problem Framing
- User-Centered Approach
- Outcomes and Impact
- Reflection and Growth
You’ll receive a final average score plus clear next steps for improvement based on your results. If you don’t have a mentor, you can book a session with me on ADPList!
Tip:
Even strong case studies can often be strengthened further. Treat rubric feedback as a map for your final round of polishing.