Published 28 Apr 2023
What is a Gap Analysis Report?
A gap analysis report is a comprehensive document that specifically explains the gaps or deficiencies between the current and desired state and the action steps needed to best achieve the organization’s goals. It answers 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?". A completed gap analysis report usually states the objectives, methodology, present the gaps or challenges, discuss communication and action plans, and recommendations for future use.
Gap Analysis Template
This general gap analysis template can be used to evaluate the employee's current performance and identify target goals. Use and customize this gap assessment tool to pinpoint areas for improvement and create action plans on how to achieve specified goals. Review the gap analysis report example in digital and PDF format to see how you can do the following:
- Easily assign corrective actions to the evaluated employee or other team members
- Set priority levels for actions and include target dates
- Use the SafetyCulture gap analysis dashboard to have an overview of action progress
- Schedule periodic gap analyses to ensure continuity of plans.
- Generate complete gap analysis reports and send to key recipients.
In this article
- Analysis Template: Process Steps
- Gap Analysis Report Example
- Gap Analysis Tool
- Featured Gap Analysis Templates
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:
- 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? - Describe the desired state.
Think about the future goal and illustrate what it should look like. - 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. - 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.
Gap Analysis Report 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 suboptimal—a 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
With all those factors in mind, use a gap analysis tool as a guide to finish each step. Here’s an example of a Gap Analysis Report:
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.
SafetyCulture (formerly iAuditor), a cloud-based template builder, can digitize and streamline your gap analysis workflows. Here’s how you can do a gap analysis with SafetyCulture and a gap analysis template:
- Save time by performing paperless gap analysis assessments online using a mobile device.
- Create a gap analysis dashboard using SafetyCulture 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 SafetyCulture’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.
Featured Gap Analysis Templates
Employee Skills Gap Analysis Templates
This Skills Gap Analysis Template can be used to help increase employee skills level and determine if an employee is fit for a specific position. Assess the current skill of the employee and set the target skill level.
Comprehensive Gap Assessment Template
This Comprehensive Gap Assessment Template helps determine what employees need to hit their target goals. Assess if employees are aware of the type of performance expected of them and document the factors that may influence the employee’s performance. Affix digital signatures to verify the 1:1 discussion.
SafetyCulture Content Specialist
Jona Tarlengco
