Gap analysis template

Business templates

Use this gap analysis template to compare a current situation with a desired one, record what is missing, and plan practical actions. It suits job seekers, students, small businesses, committees, landlords and tenants. Download an editable Word document with sections for scope, findings, action owners, due dates and review notes.

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What's in the template

Gap Analysis Template

Purpose and scope

Use this worksheet to compare the current position with the desired position, identify gaps, and assign practical actions.

Person, business or committee	[name]
Project, process or area	[scope]
Prepared by	[name and role]
Date prepared	[date]
People consulted	[names or roles]
Review date	[date]

Keep the scope clear. Record what is included and what falls outside this review.

Current and desired state

Describe what happens now, then write what should happen. Record the difference and any evidence still needed.

Area to assess	Current state	Desired state	Gap or evidence needed	Priority
[example: Customer records]	[example: Details are kept in separate spreadsheets]	[example: The team uses one agreed record]	[example: No shared process or named record owner]	[example: High]
[area]	[what happens now]	[what should happen]	[difference or evidence to check]	[priority]

Actions

Turn each gap into a practical action. Give each action a clear owner and a due date.

Action	Gap addressed	Owner	Due date	Resources or rand estimate	Status	Evidence of completion
[example: Agree a shared record format]	[example: Records are kept in separate files]	[example: Office coordinator]	[example: date]	[example: staff time]	[example: Not started]	[example: approved format]
[action]	[gap]	[person responsible]	[date]	[resources or estimated rand cost]	[status]	[proof of completion]

Assumptions and dependencies

Assumptions to check	[assumption]
People, information or resources needed	[dependency]
Risks or unresolved questions	[risk or question]

Review and sign-off

[review finding or change]
[action completed or still open]
[next review point]

Prepared by: [name and role]

Reviewed by: [name and role]

Approved by: [name and role]

How to fill it in

Set the scope Complete the purpose and scope fields. Name the project or process, who is involved, and what this review covers.
Describe the current state Use the first comparison column for what happens now. Add details someone else can check, such as a record, process or missing step.
Define the desired state Describe the outcome you want in the next column. Make it clear enough that people can recognise when it has been reached.
Record each gap Compare the current and desired states. Note the difference, evidence still needed and a useful priority.
Plan the actions Add a practical action for each gap in the action table. Name an owner, due date, needed resources, status and completion evidence.
Review and sign off Record assumptions, dependencies and open questions. Update the review notes, then ask the relevant people to review and sign.

Tips before you send it

Mark information that still needs checking; do not treat missing evidence as proof that no gap exists.
Keep unrelated areas in separate rows so each action clearly addresses a gap.
Write a desired state that can be checked, such as a shared register with a named owner.
Give each action one owner and a due date; a group name alone can leave follow-up unclear.
Separate a rand estimate from an approved budget. An estimate does not mean the spending is approved.

Questions & answers

What belongs in the current state column?

Record what happens now, using observable details such as a paper register, shared spreadsheet or missing process. Add evidence that another person can check.

Can I use it for a personal goal?

Yes. Compare your present position with a practical outcome. Examples include preparing a CV or organising matric study records. Keep private information out of shared copies.

What if the desired state is not agreed?

Record the open question in the assumptions or review section. Ask the people affected to agree an outcome before assigning actions.

How should I choose an owner?

Name the person responsible for moving each action forward. List contributors in the action notes, but keep one accountable owner.

Should I include costs?

Add a rand estimate when an action needs money, then note the basis for the estimate. Leave it blank if no cost applies.

When should I review the analysis?

Set a review point that fits the work. Update the current state, completed actions and remaining gaps when circumstances change.