Gap Analysis format, Gap Analysis sheet

Gap Analysis Template – Free Samples & Examples (Word & Excel)

A gap analysis template is a document may use as strategic visual tool to comparison between potential performance with actual performance. Apparently, most of the companies are using this diagnosing method to optimize resources for improve competence performance. The systematic use of this tool may help to make a standard level at an ideal potential performance.

Usually you can identify gap between the goals and existing situation. The identified gap, may help to visualize the potential objectives plan, well-organized resources and optimize processes.

Table of Contents

  1. Systematic use of the Gap analysis
  2. Gap Analysis Template for Excel – Samples | Examples | Formats
  3. Benefits of Gap analysis | Using gap analysis template
  4. How to perform a gap analysis?


Systematic use of the Gap analysis

Just doing a gap analysis to compare the two sides of situation is not enough effort. Even you can get more benefits from the methodical use of this analysis. This tool may give a conclusive result to analyze gaps in processes for the bay between actual and desire outcomes. The following points may illustrate potential use for the processes:

Understand your existing processes [Gap Analysis Step #1]

It is obvious that, to deep understand your processes you need to analyze each phase of process more effectively. The analysis process may help to determine the process elements. more, the process analysis will provide best results of an efficient level of inputs and outputs. The results may include the inputs of the materials, capacity utilization, processing costs, and outcomes from the results. Hence, finally you will get “the outputs” from your processes.

Instant Example (1):

You are manufacturing “Steel Pipes”, you identifying the actual process ideal levels. Currently you are using “Hand Cutter”, to cut the steel pipes into smaller pieces. (These are outcomes from the “cutting process”)

Use the results from process analysis for identify the existing outputs [Gap Analysis Step #2]

The existing outcomes from the process analysis may help to determine actual process outputs. Normally, there are several methods to identify existing outputs from the process. Typically, you may identify the number of product on specific time period through measurements of outcomes from the process.

Instant Example (2):

On the second stage of the gap analysis, you have to identify the existing outputs from the process. You may get the actual quantity as the results of processing the cycle of manufacturing. As example, you are cutting 500 Pcs. /day

Identify how many potential quantitative outputs you desire from the process results? [Gap Analysis Step #3]

There are also several methods that may help to understand, what may potential quantitative outputs from the process. At the stage of the identification of potential quantitative outputs from the process, you have to determine method for evaluating the process. The evaluation of process may include the achievable outputs, cost benefits, optimization of processes, utilization of resources etc. Now, you have the “potential quantitative outputs”.

Instant Example (3)

Now here at the stage you can identify what the approximately quantitative output can be as a goal. You can set the goal as desire outcomes as 700 Pcs. / Day.

Analyze of the gap of existing and desire outcomes [Gap Analysis Step #4]

This analysis process is very important in entire analysis method. Here you can identify the gap between the existing and desire outcomes. The results of the analysis may useful for the further improvement of processes.

Instant Example (4)

On after the result of analysis, you get the 200 pcs / day is “GAP” (700 Pcs. / Day-200 Pcs. / Day).


Identify the process to achieve the desire outputs [Gap Analysis Step #5]

You have to determine the what will be potential needs to achieve the desire outputs from the process. Is there needs an alternative or sub-system? Process enhancement, maximize utilization or resources, or need alternative resources? At the deep analysis will be get you best options to achieve your desire outputs.

Instant Example (5)

We here illustrate that process needs an alternative resource for enhance performance. Such as Use “Automatic cutting machine” to improve potential quantitative outputs.

Develop flexible processing system [Gap Analysis Step #6]

Probably, when you change any process in the manufacturing, the impact can be extremely serious on other processes. You have to understand that never make the condition such: “It hurts thirteen, to improve one”. Make your system more flexible, to easier for change or improve single process without impact on other processes.

Gap Analysis Template for Excel – Samples | Examples | Formats

Either you want to identify the status of entire business or gap of any particular part of the process, gap analysis may precision give a results appropriately. Once the gap analysis gives the results, you may determine where the business performing optimally or not, as well outline the underlying reasons. Hence, the business always expecting the standard platform that may help to conduct the gap analysis process smoothly. Here are some templates that you can use as reference to prepare your own standard format:

Gap Analysis Template for Excel

Gap Analysis excel sheet download
Gap Analysis Template for Excel


This is unique template designs in excel application to making an easier the gap analysis process. This may help to evaluate the process results to making an accurate decision for improvement. To achieve the target i.e. desired state, business can plan the standard diagram to illustrate the further analysis.

Skills gap analysis template (Word / Excel)

Skills gap analysis format
Skills gap analysis template


A skill gap analysis template is document to identify the competitive gap and job performance of an employee of group of peoples. This analysis may help to compare the actual and the require skills for particular task. As well as the business can determine the best decisions for improvements. Generally, most of the companies are using the skills gap analysis to identify the requirements of the employee’s skills for their jobs. Management can determine to review the results from the gap analysis for improve the performance for individual employee through training program.

Fit Gap analysis template

Fit Gap analysis format
Fit Gap analysis template


A fit gap analysis template may use to evaluating a process or part of the process, even functional area in the manufacturing process. The entire process may conduct to achieve the specific targets. It may include the process for identification of key elements that fit within the manufacturing process.

Gap analysis sample

Gap analysis template, Gap analysis format
Gap analysis sample


The gap analysis example is providing a specific platform to identify the variation, gap from the particular product process or any sub-functions. Normally, management can set out the ideal level for specific objective. These ideal level may help to understand the actual gap between two processes. It may can be problem solving, mistakes, measurement variations etc. The ultimate goal of this process may improving the quality of product.


Benefits of Gap analysis | Using gap analysis template

The biggest advantage of the gap analysis is that help to identify the actual situation of the objective. Identify results may use for the improve the entire process sequence, including documentation. As well, it can also drive individual improvements on recommend subjects on ideal levels. Such as, employee job skills, manager’s leadership skills, operator’s operational & control skills etc. The following points will more light on the benefits of gap analysis:

  • This visual tool may provide a structural framework to makes easier for many conditions, which are for identify gap between two performance or situations.
  • The best part of this analysis is that, you can use this tool for entire process or individual function. At any stage you will get reliable results for appropriate improvements.
  • Gap analysis will help a business to focus on its best efforts to take appropriate decisions.
  • The analysis will focus on results, which are require for set on priority. Apparently, it will be make an easier to evaluate and segregate the information.

Actually, the gap analysis is initial steps towards rectifying the mistakes in business. These efforts may help to identify the gulf in the processes. As results the business have to focus on its efforts to improve their strategic plan.

How to perform a gap analysis?

Each step of the gap analysis is simple but very useful for various analysis such as training, skills analysis, candidate gap analysis, process performance, etc. To performing this analysis, you have to identify current situation and ideal future situation to get potential results. Even more you have to prioritize the requirements to bridge the gap. The following steps for the performing a gap analysis:

  1. Describe the area: You have to identify the process, activity, resource or any location where you want to perform the analysis.
  2. Define the scope: Determine the scope for the analysis. To identify the existing situation, you have to define specific province to illustrate the plan for the gap analysis.
  3. Determine the goal: Here at this stage, you have to identify the desire outcomes from the process. Describe and document the desire state or outcomes.
  4. Compare: Identify and document the gap from the analysis of desire performance and current performance.
  5. Implement and review: Here in the step, you have to identify the process to achieve the desire performance. You can develop plan and implement to bridge the gap. The reviews of the entire process may help to make a easier for future improvements.

The performing a gap analysis in business is important, but basic structure & related documents are also equally important. You can use the reference gap analysis template may help you to design your own gap analysis.