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Gap Analysis: What It Is And How To Implement

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Gap Analysis: What It Is And How To Implement

As new trends and dynamics emerge, companies must adapt to these changing standards. But, to understand what you are missing out on, you must conduct a gap analysis as soon as possible.

New developments are part of evolving work culture. However, what suits best for a smoother workflow needs to be acknowledged in time. But the major roadblock is that we have very little knowledge about the things we need to focus on. This article will walk you through the basics of gap analysis and the steps required to carry it out.

Let us delve in!

What Is Gap Analysis?

Gap analysis is the process through which an organization can assess and compare actual performance with the desired results. It provides a way to identify the missing opportunities, organizational practices, and technologies to help achieve the business goals.

Companies can have a clear idea of where they stand and how relevant they are in the current market. With the help of gap analysis, organizations can also track and assess individual performance and identify factors affecting productivity.

Overall, gap analysis helps you in identifying and bridging the gaps that are hampering organizational growth. This is a critical step that will assist leaders in designing an action plan and address any organizational weaknesses.

The Crucial Steps of Gap Analysis

The successful implementation of the gap analysis process requires following some crucial steps. The general steps will look something like this:

1. Identifying The Gaps

The first step is to highlight the gaps and drawbacks that the organization is facing. You can do that by conducting surveys and find out where you are lacking. This will give you a clear picture of the focus areas and hence plan the analysis accordingly.

2. Outline Organizational Goals and Targets

The second step is to outline the goals and targets you want to achieve in the long term. Make sure that the goals are attainable, rational, and specific. This will enable you to prioritize the major objectives and work towards properly achieving them.

3. Measure The Overall Performance

Measuring your current work performance will help you in assessing the gaps in the workforce. This will let you formulate precise data on the important factors affecting the overall result of the organization.

4. Analyze Performance Data

The next step is to effectively analyze the data and compile them based on your organizational needs. A good set of data should tell you which factors are contributing to the decline in performance. Regular analysis of such data will assist you in predicting and solving future complications before they occur.

5. Benchmark Your Desired Performance

Based on the compiled data, you will be able to pinpoint the areas of improvement. The data will also enable you to set a certain benchmark that the organization should reach. It aims to ensure that your current performance goals are versatile enough to compete with the market standards.

5 Ways to Implement the Gap Analysis Process

Although the gap analysis process is used for various segments of an organization, our primary focus will be on employee performance and how it can be improved over time.

1. Understand the Problems


One basic fundamental towards solving any issue is to understand the root cause of it. If you don’t understand the root cause, you’ll make many bad decisions and unnecessary action plans before you find a solution. You need to bridge the gap that is hampering the workforces’ overall performance.

However, with gap analysis, you can deal with the issues promptly. With the help of this process, you can:

  • Figure out the areas of concern

  • Identify missed opportunities

  • Understand the constraints related to unattainable goals

You need to make sure that the management backs you up during the process. For this process to be successful, the leadership team must be on the same page. In the long run, be precise about what you want to achieve while solving the problem.

2. Picture the Future


Your efforts in implementing the gap analysis process will require you to have long-term goals and the end goal. Acknowledging your current performance levels can be a strong prediction of what the future holds.

Imagine a scenario where your marketing team does their job exceptionally well. However, with daily changes and advancements, there will be certain gaps in skills and technology. That’s why it is crucial to keep regular tabs on what more you can do to innovate as a company. It will pinpoint the areas that you need to work on and shift the focus on improving them.

With gap analysis, you will be able to:

  • Progressively adapt to the changes

  • Work on developing a workforce that will be ready for the future

  • Gather data and work on taking the accurate action plan

This will enable a smooth transition of the organizational culture that will be future-ready. Moreover, it will provide a data-backed view of where your company will be in the future.

3. Document The Gap


The process will remain incomplete until you document all the drawbacks and the developments. You need to do a detailed and descriptive breakdown of the areas that need attention. This will help you in prioritizing when dealing with multiple gaps.

Moreover, good documentation will help you in:

  • Acquiring vital facts and information about a particular gap

  • Becoming innovative while dealing with any shortcoming

  • Evaluating the process and make improvements

The time period of the gap analysis, along with accurate documentation of the gap, is crucial. This will give you adequate time to understand the gap and carry out the right action plan.

4. Work On The Necessary Action Plan


After conducting a gap analysis, you will figure out the areas of improvement. But the process does not end there. You need to follow up with the problems and discuss the possible solutions.

To do that, you need to conduct a brainstorming session with the organization’s management and managers. Discuss the best possible solutions that will help improve the workforce’s performance in the long run. Keep in mind the budget and the overall cost that the organization has to cover. Moreover, try to implement it so that every employee understands and makes it easier for them to navigate the new changes.

This will make it easier for the management to fill in the performance gaps and accomplish the desired outcome.

5. Using The Right Techniques


Gap analysis can help you out in comparing your current state with your previous one. This enables you to find the shortcomings and work towards fixing them.

But it can’t be accomplished with just a few brainstorming sessions. Some certain methods and techniques will assist you in successfully implementing them. Some of the techniques that you can use are:

  • SWOT Analysis

  • Mckinsey 7s

  • Nadler-Tushman’s Congruence Model

Communicate as much as you can and solve any related queries. But before using them, you need to make sure that everyone has a clear grasp of them. Without prior knowledge, it will be confusing for the workforce, and you will not achieve the desired results.

Summing it Up!

The gap analysis process requires prompt action that will determine the future of the workplace. You need to be thorough with your strategies and carry them out to be beneficial to the organization in the long run. Just keep in mind to be transparent and keep everyone updated about all the developments.

Mrinmoy Rabha is a content writer and digital marketer at Vantage Circle. He is an avid follower of football and passionate about singing. For any related queries, contact