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When conducting a gap analysis, there are four main procedures to follow. They can be summed up in the following way.
- Identify Current State
The first step is to figure out where you are right now. As a result, be explicit about what is and is not being described. This will keep your analysis focused and avoid scope creep. The next step is to gather contextual data. This entails gathering qualitative data, such as your team's processes and methodologies.
Quantitative data, or anything that can be counted and quantified, is also crucial. That includes everything you're doing right now. Yes, there is a lot of data to collect, but the more you collect, the clearer your picture of your current situation becomes.
- Identify Where You Want to Go
The goal of a gap analysis is to determine where you want to go and whether you're on track to get there. This is the intended outcome, a stretch goal, or a future target. To get there, you must first understand your current situation and determine a reasonable timeframe for achieving the goal you've set for yourself.
But first, you must identify the moment in the future that you want to reach. Consider where you want to go, what isn't happening that should, what could be occurring that hasn't happened before or has changed, and what needs to happen to get there.
- Identify the Gaps
You know where you are and where you want to go; the gap between those two points is the gap you must cross to get to your destination. When you're trying to figure out why there's a gap, this is the place to be. To do so, you must be really specific about the gap. Investigate more to learn why the chasm occurred. Ask yourself questions that are relevant to your business and honestly answer them.
- Bridge the Gap
You've done your homework, and now it's time to take action. You know why there's a chasm, so now you have to figure out how to close it. You can accomplish this by following the principles of basing all improvements on the data you acquired when you identified the gap. Also, evaluate the cost of implementation for any solution you propose; you may not have the necessary capital or capacity. Last but not least, determine when the deficit will be filled. It will be missed or ignored if you don't have a deadline.
Don't forget to follow up after you've completed all of your tasks. That is, conduct a gap analysis to track the progress you've made. You'll be doomed to repeat them if you don't. It's also crucial not to try to fill too many voids at once. Any organization that is overworked will eventually break. Taking on, and preparing for the PMP Certification can also be helpful whilst going through the gap analysis process.