Gap Analysis

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Continuous Improvement Toolkit

Gap Analysis

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Gap Analysis*

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Compares two things, what is with what should be.

Often helps comparing two different states of something: • E.g.: The current state with the future state.

Once the gap is identified, an action plan can be developed to bridge the gap.

- Gap Analysis

Required State

The Gap

Continuous Improvement

Current State


Used when comparing the actual performance of a company against the potential or desired performance.

Used when working with any project management approach: • To analyze progress at any stage.

• Most useful at the beginning of a project when developing the project charter.

- Gap Analysis


Process Improvement:

Used when comparing an existing process to a process performed elsewhere.

Helps to determine if the process needs to be simplified, streamlined or redesigned. • You need to compare both processes

step-by-step and note the differences.

• You need then to bridge the gap and reach your goals.

- Gap Analysis


To Conduct a Gap Analysis:

Identify what you need to achieve.

Understand the current situation: • Who has the knowledge that you need?

• Is the information documented somewhere?

• Is there is a need to conduct brainstorming sessions?

• Do you need to use other data collection tools (e.g. focus groups).

Identify the desired outcome: • Is there is a need to conduct benchmarking studies?

Identify and document the gap.

Identify how to bridge the gap.

- Gap Analysis


Performance Indicators:

Gap analysis is conducted to address the unsatisfactory performance of a process.

It is common to use performance indicators to compare the current performance against targeted performance.

You may use these indicators at any point in the project life cycle.

- Gap Analysis


Example – The Food Takes Too Long to be Served

- Gap Analysis

Identify objectives Current situation Desired outcome The gap

1- Reduce food preparation time without affecting quality.

1- The food takes on average 14 minutes to be served.

1- The food should be served within 11 minutes of ordering.

1- Three minutes.

• • •

Actions / requirements

Leadership & Management

Gap Analysis