Gap analysis is a straightforward yet powerful tool that helps project managers improve performance and achieve their objectives. It examines the difference between a current state and a desired future state, identifying what needs to change to bridge that gap.
This approach also helps clarify and prioritize project needs by highlighting deficiencies or shortcomings that must be addressed.
The core principle is simple: define where you are today, determine where you want to be, and identify the gap between the two.
Process:
- Define the current state
Ask: Where are you now?- Use checklists to identify, categorize, and prioritize key elements.
- Define the desired future state
Ask: Where do you want to be?- Use the same checklists to ensure consistency in comparison.
- Analyze the gap
Compare the current and future states to determine the differences.- Identify opportunities to close the gap
- Use techniques such as brainstorming to develop strategies
- Implement and adjust
Put the identified changes into action and refine as needed based on results.