Tuesday 14 December 2021

How can project management be improved through gap analysis?

When planning a project, we can think about it, and once the plan starts to execute, it can be cumbersome if there is no way or tool to assess whether the implementation meets the project requirements. 


Understanding the gap between the actual implementation of the project and the expected plan gives us an idea of when the project is off track. having this information is critical to identifying problems and taking the necessary steps to correct them.

Gap analysis is an effective way to confirm that a project is performing as planned, and this simple tool helps assess and improve the level of completion of a project. therefore, a full understanding of gap analysis and how to use it will greatly facilitate the improvement of the project management process.


What is gap analysis?

Gap analysis is a formal study of the current progress of an enterprise or project and the direction of its planned future direction. research covers everything from business direction to business processes, from information technology to product management.

In the field of management, gap analysis is a means of comparing actual and expected results. it also analyzes factors that may affect the effectiveness of project execution, such as resource planning, capital investment and technology. the role of gap analysis is to identify gaps between resource allocation and integration and ideal situations with a view to identifying ways to improve them.

finding solutions requires identifying, documenting, and improving the gap between current performance and expected requirements. such benchmarks and methods and techniques for assessing progress have also led to gap analysis.


What are the objectives of the gap analysis?

The objective of gap analysis is to provide a measure of the time, human and material resources required to achieve the desired results. gap analysis can be applied in the following areas:

Gap analysis can be used to analyze the extent to which a product meets its target needs.
gap analysis can also help identify gaps in the market. you can compare the forecast profit with the expected profit and reveal the gap in planning.

gap analysis can also be used to analyze utilization gaps. the utilization gap refers to the gap between the total potential of the market and the current actual use. this requires analysis using large amounts of data, such as market usage and current usage. current usage assesses consumer use across the market. this data comes from in-depth marketing research, sometimes provided by government or industry research.

gap analysis can also be used for product gap analysis. product gap refers to the market's rejection of the product, regardless of the reason. this exclusion may be due to the lack of certain features required by the product offering, or to the lack of a specific user base as the target customer base for the company's mission or general policy.

How do i do a gap analysis?

in conducting the gap analysis, we need to ask a few questions: what is our current situation? what should we achieve? how do we achieve our goals? therefore, gap analysis is not just an isolated report, but a road map to improving production.

When doing a gap analysis, we need to do the following four steps:

The first step in identifying the current situation gap analysis is to understand the current reality. therefore, be clear about what is important to describe and what is not. this avoids blindly expanding the scope of the analysis and ensures that the analysis is focused. background information is then collected, i.e. qualitative information, such as the team's workflow and methods.

in addition, any quantitative information that can be calculated and measured is important. this contains information about everything the team is currently doing. at this stage, we need to gather as much information as possible because of the information collected.

Determining the direction

Of development the purpose of the gap analysis is to identify the direction of development and to determine whether the destination has been reached. future goals or expansion goals are ideal. to achieve our ideal state, we need to understand the current situation and set reasonable schedules to ensure that we can achieve our pre-set goals.

until then, we need to be clear about what our goals are for the future. we need to think about what future goals should look like, what should be accomplished but not yet accomplished, what should have been started but not yet started or changed, and what we need to accomplish in order to achieve future goals.

Identify gaps

Now that we know what's going on and what the goals are for the future, we need to bridge the gap between the two to achieve the goals we set. this is when you may want to figure out why there is such a gap. to figure this out, you need to be clear about what the gap looks like. in addition, there is a need to dig deep and identify the causes of gaps. to find the root cause, you need to ask specific questions about your business and answer them honestly.

for example, try asking the following question:

  • what key decision errors are causing today's situation?
  • what different approaches could we have taken?
  • what resources do we need to reach our goals?
  • do we need to set new goals to close the gap?

Close the gap

The preliminary preparations are ready, the next step is to take remedial action. we've seen why the gap is created, so we need to find a way to close it now. to do this, we can make full use of the information gathered in the process of identifying gaps to suggest improvements. in addition, the implementation costs of each proposed solution need to be considered, as we may not have sufficient capital or capacity to implement them. finally, a deadline was established to close the gap. failure to set deadlines may cause us to ignore or ignore this important task. and a project management software can help you move forward in an orderly manner.

After completing all of these steps, don't forget to follow up by using gap analysis to assess the effectiveness of improvements. if we don't, we're likely to do it again. also, don't try to address all the gaps at once. because the team is under too much pressure at the same time, the consequence is to fall apart.

Gap analysis tool

These gap analysis tools help the project manager identify gaps between the current state of the project and its future goals. these tools also help to identify the necessary tasks to close the gap.


The analysis is a useful tool for analyzing strengths, weaknesses, opportunities, and risks. Through quantitative and qualitative analysis by SWOT, we can identify the inherent and external risks of the project.

Another tool is the fish bone diagram, also known as the cause-and-effect diagram. this is a tool for visualizing the underlying causes of problems and helps us identify the root cause of the problem. during brainstorming, this tool will ensure the focus of the conversation.

PEST Analysis Another

Tool is PEST Analysis, a method of analyzing politics, economy, society, and technology. PEST analysis is suitable for projects that need to design effective environmental strategies based on the framework of macro-environmental factors.

Application of gap analysis in project management

The application of gap analysis in project management is obvious. as project managers, we often need to control the various activities in the project at the same time, and all activities may come up with a wide variety of different solutions. so how do we judge the best course of action to guide a project to success?

Project management means that we need to constantly work to bridge the gap between current situations and ideal goals, with limited time, money and resources.

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