Gap Analysis simplified

Gap Analysis made simple

A Gap Analysis is often for the purpose of a Business Case. It is the study of a process or state within an organisation that you want to identify issues with, in order to make improvement.  The analysis starts with identifying the current state and the future state, which then makes obvious the areas where the issues lie – the gaps.

SWOT is the traditional method of state analysis, however Gap Analysis offers a more direct and conceptual view to the operational issue – it is therefore more flexible. The best way to record the analysis, is through an Excel spreadsheet.

Current state (As is)

Analysis of the elements within the current state, using workshops or interviews. This can be a wide perspective (whole business) or drilled down (a particular HR procedure). It is key to be specific and factual, so as to act as a good tool to present weaknesses.

For tips on writing a Business Case: https://www.mindtools.com/pages/article/newPPM_62.htm

Future state (To be)

This is the state in which you visualize the business or process to be at in the future. It can be very specific or generic in what you want to eventually achieve.

You should detail these idealized attributes against the corresponding the attributes of the current state.

Some great template examples to get you started: https://www.sampletemplates.com/business-templates/gap-analysis-template.html

Gap issues

Achieving the above then makes it easier to see the areas for improvement - the Gaps. Identify whether a gap exists, then detail all the elements which make up the gap state, keeping it consistent to the current and future state elements identified.

Factors responsible for the gap

This is then where you detail the factors, which are responsible or the gap elements – taking a deeper look into why they are there. This list has to be as specific and relevant as possible.

Remedies/Action plan

Finally, you list the all the remedies to these factors, making sure they are consistent to the current and ideal future state. They must be action orientated and can be as detailed as you like them to be.

Gap analysis is a very effective tool for organizations going through change and is particularly important for new businesses. It offers insight for managing and allocating resources efficiently.


Helen Barnshaw
Digital PM & Business Analyst