Gap analysis template

Are you looking for a way to evaluate where your own or your customer’s organization stands? 

With the right gap analysis template you get everyone on track to make the necessary improvements.

Pointerpro is the 2-in-1 software that combines assessment building with personalized PDF feedback report generation.

Example of a gap analysis template question and personalized feedback report

What is a gap analysis?

Mind the gap! As the term suggests, a gap analysis is an objective assessment of where an organization currently stands versus where it aspires to be. Typical gap analyses exist in the domain of business strategy, the evaluation of businesses’ services, or skills assessment

It’s a strategic planning tool often employed in business, project management, and various other contexts to identify areas for improvement and guide decision-making.

A solid gap analysis is based on the following:

Note: You can add various layers to your assessment and pre-defined action plan. For instance, you can define different categories that are part of the overall assessment and define advice or required actions per each category.

E.g., A marketing strategy assessment could consist of “brand strategy”, “digital strategy,” “content strategy.”

3 reasons to use Pointerpro as a gap analysis tool

3 reasons to use Pointerpro as a gap analysis tool

Number 1

Interactive user experience

With the Questionnaire Builder, you get to create an engaging feedback form. How? With numerous design and layout options, useful widgets, and countless question types.

Number 2

Refined, score-based analysis

Our custom scoring engine helps you quantify and categorize diverse answers. The result? An objective and nuanced gap analysis that helps you take action. 

Number 3

Automated feedback in PDF

Thanks to your setup in the Report Builder, employees get a detailed gap analysis and action plan in a PDF report: with personalized and objective feedback.

Interactive user experience
Numerous design options, useful widgets, and countless question types.
Refined, score-based analysis
The custom scoring engine helps you quantify answers for easier decision making.
Automated feedback in PDF
For each respondent! With personalized responses, useful information, and your brand design.

1.500+ businesses worldwide build assessments with Pointerpro

Gap analysis methods or models vs gap analysis tools

When talking about gap analysis templates, people tend to confuse methods (or models) with tools.

Gap analysis methods or models refer to the conceptual frameworks used to conduct a gap analysis. A simple maturity model, as explained above, is an example of such a framework. A well-known example of a gap analysis method/maturity model in the world of consultancy is the McKinsey 7S framework. This model assesses seven key elements of an organization (strategy, structure, systems, shared values, skills, style, and staff) to identify gaps and ensure alignment for effective performance.

Gap analysis tools range from basic tools to full-fledged tools. The most basic tool example would be a spreadsheet tool, like Excel. Excel is often used for basic gap analysis by creating spreadsheets to compare current and desired states, calculate discrepancies, and visualize data using charts or graphs. The most advanced – though user-friendly – tool example would be Pointerpro. It offers data collection through questionnaires (a Questionnaire Builder), a powerful assessment engine to set up custom scoring logic, and automated feedback report generation based on respondent answers (a Report Builder). This includes a limitless array of charts.

Here’s a simple explanation of custom scoring and why it’s important in assessments:

Gap analysis vs needs assessment: what’s the difference?

Needs assessments are often conflated with gap analyses. Though often complementary, they are not the same.

The essential difference between gap analysis and needs assessment lies in their primary focus and purpose. A gap analysis aims to compare the current state of affairs or performance with a desired future state or goal, identifying discrepancies or “gaps” between the two. It evaluates existing situations or processes relative to predefined standards or expectations, with the intention of developing strategies to bridge these gaps and improve overall performance.

In contrast, a needs assessment is centered on better understanding the specific needs to bridge identified gaps.

Gap analysis vs maturity assessment: what’s the difference?

Maturity assessments and gap analyses are also often conflated. And conceptually a maturity or gap analysis template is indeed highly similar. Both can be based based on the same maturity model, with the same predefined maturity levels.

The subtle difference is that a gap analysis concentrates on identifying gaps between current and desired states, while according to its definition, a maturity assessment seems to be focused on simply determining the organization’s maturity level.

However, the power of any assessment lies in the follow-up action it inspires. So, as far as Pointerpro is concerned, you can consider a gap analysis and a maturity assessment to be the same thing.

Here’s a short video of our colleague Stacy, explaining “maturity models:”

Gap analysis example questions

Here are 30 gap analysis example questions divided into 3 categories

10 strategic gap analysis example questions

These gap analysis template questions can serve as a starting point for conducting a strategic gap analysis, helping organizations identify areas where improvements or interventions are needed to bridge the gap between their current state and desired future state.

Strategy gap analysis plays a pivotal role in ensuring the alignment between an organization’s current and desired state. By systematically comparing existing strategies, processes, and performance against predefined goals and benchmarks, strategy gap analysis reveals critical discrepancies and areas for improvement.

10 service gap analysis example questions

These service gap analysis template questions can serve as a starting point for conducting a comprehensive service gap analysis, helping organizations identify areas for improvement in service delivery and customer satisfaction.

10 skills gap analysis example questions

These skills gap analysis template questions can help organizations identify gaps in employee skills and competencies, prioritize training and development initiatives, and ensure alignment between workforce capabilities and organizational objectives.

More standardized gap analysis templates

Several standardized gap analysis frameworks exist, each tailored to specific industries, processes, or objectives. Some of the most commonly used standardized gap analysis templates or frameworks include:

What Pointerpro clients are saying

Gap analysis report: Best practices

A well-crafted gap analysis report is a cornerstone for organizational improvement and strategic decision-making. It not only distills complex findings and insights into a clear and actionable format but also provides a roadmap for addressing identified gaps and achieving desired outcomes.

A good report not only communicates the current state of affairs and areas for improvement but also provides stakeholders with the necessary context, analysis, and recommendations to drive meaningful change.

By synthesizing data, analysis, and recommendations into a coherent narrative, a good report empowers leaders to make informed decisions, allocate resources effectively, and prioritize initiatives that will have the greatest impact on organizational success.

Here are some best practices for creating a comprehensive and effective gap analysis report in a PDF document:

Create your first gap analysis today

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