How to conduct a simple gap analysis
A gap analysis is a systematic method used to identify the difference between an organization’s current state and its desired or ideal state.
It helps organizations understand what is missing or what needs improvement in order to achieve their goals. The process typically involves evaluating performance, processes, resources, or capabilities and identifying areas where improvements are needed.
Why is a gap analysis important?
No one wants to reinvent the wheel. Especially with a rule that is as large and through as the upcoming OSHA ERS standards!
It is important to conduct a gap analysis since many of the “new” standards are based on existing ones and many departments already meet many of the requirements or they just need to be updated a little.
Gap Analysis Flow
Define Objective/Goal –
Clearly articulate the goal or desired state – New OSHA ERS standards
Assess Current State
Document the current performance levels, processes, or systems. – What do we do now that meets the new requirements?
Assess existing resources (e.g., human, financial, technological). – what current tools do we use to meet existing regulations?
Identify the Gap
- Compare current state to the desired state – identify differences.
- Quantify the gap e.g., performance shortfalls, resource deficits.
- Prioritize the gaps based on business impact and urgency.
- Analyze root causes of the gap (e.g., lack of training, insufficient tools, poor processes).
Explore Potential Solutions
- Brainstorm solutions to bridge the gap.
- Consider options for process improvement, technology upgrades, or resource allocation.
- Assess feasibility of solutions – cost, time, impact.
- Evaluate potential risks or challenges associated with each solution.
Develop Action Plan
- Define specific actions needed to close the gap.
- Assign responsibilities and deadlines for each action.
- Determine resource requirements budget, personnel, tools.
- Set interim milestones for progress tracking.
Monitor and Evaluate Progress
- Implement monitoring mechanisms – regular reviews, performance tracking.
- Measure progress toward closing the gap
- Adjust the plan as needed based on performance feedback.
- Ensure continuous improvement through regular reviews and updates.
Communicate Findings and Outcomes
- Document and report the gap analysis results to key stakeholders. This is your ERP manual that must be fully transparent to all team members.
- Ensure transparency of the action plan and progress.
- Communicate lessons learned for future gap analyses.