Gap Analysis Template

Perform seamless gap analysis to help employees improve performance

Published November 16th, 2020

What is a Gap Analysis Template?

A gap analysis template is used to help identify gaps or deficiencies between the current and desired state, and document the action steps needed to achieve the goal. It aims to answer the questions: "What do we wish to achieve?"; "Where are we now?"; "Why are we not there yet?"; and "How will we address the gap?".

This article will briefly discuss:

Gap Analysis Template: Process Steps

The first step of a gap analysis is to try and understand the status quo. Using a gap analysis template can help cross-functional teams to easily get started with gap analyses. A gap analysis template, or a gap analysis checklist, generally includes the following steps:

  1. Analyze the current state.
    Describe the performance status at the moment. How is the employee performing today? Are the needs of the employee being met?
  2. Describe the desired state.
    Think about the future goal and illustrate what it should look like.
  3. Identify the gaps and risks.
    Gaps are the difference between where you are and where you want to be. Analyze the root cause of the current challenge and outline the conditions in achieving the desired outcome.
  4. Outline a detailed action plan.
    Determine the exact steps in order of priority to close the gaps. The action plan should identify the solutions, the reasons why they are appropriate, and the necessary target dates of completion.

What is a Gap Analysis Report?

A gap analysis report is a comprehensive document that specifically explains each gap analysis process steps in detail. Usually completed using a gap analysis form, a gap analysis report states the objectives, describe the methodology, share relevant information to provide context, present the gaps or challenges, discuss communication and action plans, and include recommendations for future use. Here is an example of a Gap Analysis PDF done in the context of supply chain management.

Gap Analysis Example

While a gap analysis is commonly associated with sales and marketing, human resources, and business management, gap analyses can also be applied across a variety of functions and industries like manufacturing, project management, and energy conservation. Below is an example of a gap analysis in healthcare as reported by WHO:

  • Objective: to direct the largest portion of resources to surveillance and laboratory capacity building
  • Current State: representativeness of virus sharing is suboptimala majority of viruses submitted for annual vaccine strain selections come from a small subset of countries
  • Desired State: optimal virus and information sharing capacity
  • Gap Description: half (49.5%) of all countries have relied on the global shipping fund project to share influenza viruses because shipping specimens to centers where advanced characterization can be performed is very expensive
  • Action Plan: carefully consider the specific needs of each region and country before selection for partnership contribution, especially because some countries with the greatest need have limited capacity to absorb and effectively use resources

Gap Analysis Tool

Paper-based gap analysis is inefficient and time-consuming as it requires duplicate work and can increase the risk of losing gap analysis reports. Lost gap analysis reports can hinder employees and managers from addressing gaps on schedule.

iAuditor by SafetyCulture, a cloud-based template builder, can digitize and streamline your gap analysis workflows. Here’s how you can do a gap analysis with iAuditor and a gap analysis template:

  • Save time by performing paperless gap analysis assessments online using a mobile device.
  • Create a gap analysis dashboard using iAuditor to easily track and view completion of employee commitments and their target dates.
  • Define a workflow that sends auto-generated gap analysis reports to key recipients (e.g., managers and external evaluators) and saves all data in iAuditor’s secure cloud storage.
  • Schedule periodic gap analyses to ensure continuity of plans.
  • Facilitate digital sign-offs to verify agreements between employee and evaluator.

We have prepared 3 of the best digital gap analysis templates to help you get started. Download and customize these templates and begin a streamlined gap assessment.

Published November 16th, 2020

What is a Gap Analysis Template?

A gap analysis template is used to help identify gaps or deficiencies between the current and desired state, and document the action steps needed to achieve the goal. It aims to answer the questions: "What do we wish to achieve?"; "Where are we now?"; "Why are we not there yet?"; and "How will we address the gap?".

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This article will briefly discuss:

Gap Analysis Template: Process Steps

The first step of a gap analysis is to try and understand the status quo. Using a gap analysis template can help cross-functional teams to easily get started with gap analyses. A gap analysis template, or a gap analysis checklist, generally includes the following steps:

  1. Analyze the current state.
    Describe the performance status at the moment. How is the employee performing today? Are the needs of the employee being met?
  2. Describe the desired state.
    Think about the future goal and illustrate what it should look like.
  3. Identify the gaps and risks.
    Gaps are the difference between where you are and where you want to be. Analyze the root cause of the current challenge and outline the conditions in achieving the desired outcome.
  4. Outline a detailed action plan.
    Determine the exact steps in order of priority to close the gaps. The action plan should identify the solutions, the reasons why they are appropriate, and the necessary target dates of completion.

What is a Gap Analysis Report?

A gap analysis report is a comprehensive document that specifically explains each gap analysis process steps in detail. Usually completed using a gap analysis form, a gap analysis report states the objectives, describe the methodology, share relevant information to provide context, present the gaps or challenges, discuss communication and action plans, and include recommendations for future use. Here is an example of a Gap Analysis PDF done in the context of supply chain management.

Gap Analysis Example

While a gap analysis is commonly associated with sales and marketing, human resources, and business management, gap analyses can also be applied across a variety of functions and industries like manufacturing, project management, and energy conservation. Below is an example of a gap analysis in healthcare as reported by WHO:

  • Objective: to direct the largest portion of resources to surveillance and laboratory capacity building
  • Current State: representativeness of virus sharing is suboptimala majority of viruses submitted for annual vaccine strain selections come from a small subset of countries
  • Desired State: optimal virus and information sharing capacity
  • Gap Description: half (49.5%) of all countries have relied on the global shipping fund project to share influenza viruses because shipping specimens to centers where advanced characterization can be performed is very expensive
  • Action Plan: carefully consider the specific needs of each region and country before selection for partnership contribution, especially because some countries with the greatest need have limited capacity to absorb and effectively use resources

Gap Analysis Tool

Paper-based gap analysis is inefficient and time-consuming as it requires duplicate work and can increase the risk of losing gap analysis reports. Lost gap analysis reports can hinder employees and managers from addressing gaps on schedule.

iAuditor by SafetyCulture, a cloud-based template builder, can digitize and streamline your gap analysis workflows. Here’s how you can do a gap analysis with iAuditor and a gap analysis template:

  • Save time by performing paperless gap analysis assessments online using a mobile device.
  • Create a gap analysis dashboard using iAuditor to easily track and view completion of employee commitments and their target dates.
  • Define a workflow that sends auto-generated gap analysis reports to key recipients (e.g., managers and external evaluators) and saves all data in iAuditor’s secure cloud storage.
  • Schedule periodic gap analyses to ensure continuity of plans.
  • Facilitate digital sign-offs to verify agreements between employee and evaluator.

We have prepared 3 of the best digital gap analysis templates to help you get started. Download and customize these templates and begin a streamlined gap assessment.

Author

Jona Tarlengco

SafetyCulture staff writer

Jona has been part of SafetyCulture for more than 2 years contributing her experience in writing quality and well-researched content. She usually writes a topic about risks, safety, and quality.