In short
Gap analysis asks three plain questions: where are we now, where do we want to be, and what's missing in between? The answer to the third one becomes your project's to-do list.
Comparing current state against desired future state to identify exactly what's missing — the structured foundation for defining what a project actually needs to deliver.
Think of it like this
Training for a 10K run
Today you run 10 km in 70 minutes. You want 55 minutes by December. The gap is 15 minutes. Now you plan what closes it: interval training, better shoes, sleeping earlier. Without measuring now and target, 'get faster' is just a wish.
Watch it happen
Gap analysis for an order tracking service
1/5List the capabilities the future state needs. Then check each against today.
The big ideas
What you need to know
Current state
Describe what exists today, with numbers where possible: tools, process steps, skills, performance.
Future state
Describe the target, tied to business goals: 'Customers track orders themselves; support calls fall by a third'.
The gap
What's missing: a process, a system feature, a skill, data or a policy. Be specific about each one.
Actions to close it
For each gap, write what will close it, who owns it and how you'll know it's closed.
Save yourself the pain
Common mistakes
Oops
Only listing technology gaps.
Do this instead
Check people, process, data and policy too. A new system fails if staff aren't trained or rules don't change.
Oops
Describing the future state vaguely, like 'world-class service'.
Do this instead
Use measurable targets so the gap can be sized and progress tracked.
Your mission
Gap analysis in a sheet
Quick check
A company buys a new CRM but sales staff keep using spreadsheets. Which gap was probably missed?
Go deeper
- 1Run a gap analysis comparing a hypothetical current process to a desired improved state.
- 2Learn to categorize gaps by type: people, process, technology.
- 3Practice prioritizing which gaps matter most to close first.
More topics at this stop
Business Process Modeling Basics
BPMN (Business Process Model & Notation)
Process Flowcharts
As-Is vs To-Be Process Mapping
Swimlane Diagrams
Process Improvement Techniques (Lean, Six Sigma Overview)
Root Cause Analysis (5 Whys, Fishbone)
Value Stream Mapping
Stuck on this topic? Ask an Insider
Get 1:1 guidance from people who've walked this exact path — on the InsideEdge app.
