Process Gap Analysis

  WHAT

It’s the quantitative and qualitative comparison of a process’s current performance (i.e., present state) with its potential performance (i.e., future or desired state) (Orendorff, 2017). As the business processes of an organization are central to delivering value (in the form of services/products) to its customers and stakeholders, focusing on closing process gaps essentially optimizes the organization’s business performance and efficiency (Tregear, 2016). 

Our Process Gap Analysis model follows these steps:

  1. Identify current process gaps and categorize by impact area.
  2. Combine to eliminate duplicates and move forward with only unique gaps.
  3. Rate how big an impact closing the gaps will have on your desired state.
  4. Prioritize the top-rated gaps against your key goals.
  5. Develop a specific action plan to close the gaps.

  WHO

The Process Gap Analysis is conducted by project managers, continuous improvement facilitators, and operational leaders.

  WHY

Companies today are burdened by siloed, difficult-to-use business systems that complicate processes and hamper operations. According to market research firm IDC, companies lose 20 to 30 percent in revenue every year due to inefficiencies (Candito, 2016). Through a gap analysis, organizations identify the problems that their processes should overcome and prioritize them so that the gaps that most negatively impact meeting business needs can be addressed first (Ball, 2018). 

Measuring the gaps between current state and expectations helps businesses focus their resources to reach identified strategic goals leading to improved performance and higher profits. A well-conducted gap analysis identifies problems/shortcomings in the current processes and examines possible solutions to those. This gives businesses hard data on which to base their decisions along with a guiding roadmap (Orendorff, 2017).

  HOW

1) NOODLE & TAG the gaps between your current process and its desired state.

2) COMBINE to eliminate duplicates and move forward with unique gaps.

3) RATE how big an impact closing the gaps will have on our desired state.

4) PRIORITIZE the top-rated gaps against your process goals by designating management attention to each (It’s possible to alternatively prioritize the ‘low hanging fruit’ in order to gain quick wins).

5) ACTIONS: Develop specific action plans to close the gaps.

Note: If the gaps are complex, we recommend identifying solutions to close those in the Identify and Prioritize Continuous Improvement Initiatives model.

  RESULTS

  • A clear understanding of process gaps and their impact on performance
  • A comprehensive list of possible actions to close the gaps
  • A shared understanding of prioritized gaps and what it takes to reach the desired state

  BENEFITS & IMPACT

This exercise will enable:

Quality – Develop focused action plans to close gaps and improve processes that help you meet your process goals.

Efficiency – Uncover a wide variety of gaps, efficiently assess their impact on performance, and focus solution efforts on high priority gaps. 

Engagement – Engage a diverse group of stakeholders synchronously or asynchronously for a holistic and shared understanding of your process gaps.

Agility – Focus resources on the most impactful improvements. Reuse the model to conduct gaps analysis in any process within your organization.

  REFERENCES

Ball, J. (2018). Gap Analysis. ProjectManagement.com. https://www.projectmanagement.com/wikis/233055/Gap-Analysis

Candito, N. (2016). How Inefficient Processes Are Hurting Your Company. Entrepreneur. https://www.entrepreneur.com/article/286084

Orendorff, A. (2017). Gap Analysis: A Template for Connecting Potential with Performance. Shopify. https://www.shopify.com/enterprise/gap-analysis

Tregear, R. (2016). Define, Measure & Close Process Performance Gaps at Your Organization. Leonardo Consulting. http://blog.leonardo.com.au/define-measure-close-process-performance-gaps-at-your-organization