What is a gap analysis?
A gap analysis answers three questions: where are we?, where do we need to be? and what must we do to get there? Scoring each area on the same maturity scale makes the gaps comparable, and weighting them by importance tells you which to close first, which is what turns an assessment into a plan.
The maturity scale
| Level | Name | Typical evidence |
|---|---|---|
| 0 | None | Not in place |
| 1 | Initial | Done ad hoc, depends on individuals |
| 2 | Developing | Partly in place, not consistent |
| 3 | Defined | Documented and applied consistently |
| 4 | Managed | Measured, reviewed and controlled |
| 5 | Optimised | Continually improved, benchmarked |
Gap analysis example
A services division prepares for ISO 9001:2015 certification and assesses eleven areas against a target of "managed" (4). Its readiness is 52%, with an average level of 2.1. The two highest priorities (9) are risks and opportunities and internal audit, both at level 1 with high importance: there is no risk-based thinking in the processes and no audit programme. Competence, external providers and corrective action follow with a priority of 6. Each gap gets an action, owner and date, from a risk register per process to training four internal auditors.
Tips
- Score on evidence, not opinion, and write the evidence down.
- Set realistic targets: not every area needs to be world class.
- Re-assess every few months to show progress.
- Close competence gaps with a skills matrix, and track the actions in an action plan.
How to use this Gap Analysis tool
- Name the assessment. Name what you are assessing against, for example ISO 9001:2015 readiness.
- List the areas. Add each area or requirement, such as the clauses of a standard or the capabilities you need.
- Score current and target. Click an area to set its current and target maturity (0–5) and its importance.
- Record evidence. Describe the current state so the score can be checked later.
- Plan actions. For each gap, write the action, owner and due date, starting with the highest priority.
- Export. Export the chart and the gap register to PDF or Excel.
Frequently asked questions
What is a gap analysis?
A gap analysis compares where you are today (current state) with where you need to be (target state), area by area, and plans the actions to close the gaps. It is widely used before a certification (ISO 9001, ISO 13485, ISO 14001), after a regulatory change, or when setting improvement priorities.
How is maturity scored?
This tool uses a 0–5 scale: 0 none, 1 initial (ad hoc), 2 developing (partly in place), 3 defined (documented and applied), 4 managed (measured and controlled), 5 optimised (continually improved). Define what each level means for your areas so that assessors score consistently.
How are gaps prioritised?
Priority = gap (target − current) × importance (1 to 3), from 0 to 15. Large gaps in important areas come first. The chart shows the priority next to each area so the action plan can start at the top.
How do I do an ISO 9001 gap analysis?
Use the clauses of the standard (4 to 10) as the areas, score the current state against each requirement with evidence, set the target (usually "defined" or "managed" for certification), and plan actions with owners and dates. The example in this tool does exactly that.
What is the difference between a gap analysis and an audit?
An audit checks conformity and records findings; a gap analysis measures how far you are from a target and plans how to get there. A gap analysis is often done before the first certification audit.
What does readiness mean?
Readiness is the share of the target maturity already reached across all areas: the sum of current levels (capped at the target) divided by the sum of targets.