Tool 88: Gap Analysis

AKA

N/A

Classification

Changing/Implementing (CI)

Tool description

The gap analysis tool is an ideal method to determine resources and action plans required to close a performance gap. This gap is identified as an outcome of comparing current performance or status to desired performance or future status by means of benchmarking, market research, or other results data comparisons.

Typical application

• To analyze benchmarking gaps (differences).

• To provide input data for organizational change.

• To expedite data collection for the planning process.

• To identify requirements for reaching future goals.

Problem-solving phase

	Select and define problem or opportunity
	Identify and analyze causes or potential change
→	Develop and plan possible solutions or change
	Implement and evaluate solution or change
→	Measure and report solution or change results
	Recognize and reward team efforts

Typically used by

	Research/statistics
3	Creativity/innovation
	Engineering
2	Project management
	Manufacturing
	Marketing/sales
	Administration/documentation
	Servicing/support
	Customer/quality metrics
1	Change management

links to other tools

before

• Benchmarking

• Checklist

• Comparison Matrix

• Radar chart

• Deming PDSA Cycle

after

• Action plan

• Force field analysis (FFA)

• Barriers-and-aids analysis

• Milestones Chart

• Numerical prioritization

Notes and key points

• All differences should be evaluated and prioritized for the development of an action plan.

Step-by-step procedure

• STEP 1 Prepare a gap analysis worksheet as shown in the example Employee Training.

• STEP 2 Fill in column (1), reflecting the Present State of some actual performance state.

• STEP 3 Indicate the desired performance, the Future State in column (2).

• STEP 4 List all necessary Requirements in column (3) in order to move from column (1) to column (2).

• STEP 5 Under each listed requirement, identify all resources needed to effect the change.

Example of tool application

Employee Training

Human Resources—Training and Development Section		Date: xx/xx/xx
Present State (1)	Requirement (3)	Future State (2)
Lack of diversity training for the workforce.	Develop a diversity training program Conduct train-the-trainer sessions Pilot the program Verify resources required, budget staff, schedule, etc.	Conduct diversity training for all employees.
Average training per employee is 12 hours/year.	Perform training needs analysis Identify training program and materials Budget training Establish a balanced training schedule	Increase average training per employee to 24 hours/year.
Insufficient training staff—four trainers.	Hire three more trainers Place an ad for open positions Set up and perform interviews Make offer	Augment training staff to seven trainers.