The business process gap analysis process allows organizations to determine how to best achieve their business goals. It compares the current state with an ideal state or goals, which highlights shortcomings and opportunities for improvement.
Using the following 5 step steps we assist in visualizing the client’s business by mapping the processes in place by considering the roles, responsibilities, standards, and guidelines etc.
1. Choose a focus area
We need to know what to focus on during the analysis.
This could be finance, product quality, marketing etc. For example if it was marketing, a specific area could be social media marketing.
2. Establish targets and goals
Once the area requiring improvement has been established goals or targets need to be set that are realistic, time limited, achievable and align with the business strategy. These goals will help to define the future state in the 4th step.
3. Analyzing the current state
What’s most important at this stage is understanding the root of the problem, which is much easier to see once all the contributing factors have been identified. The gap analysis process ultimately can evaluate all areas of the business so the “big picture” is catered for.
4. Identify the future state
Once the big picture is clear and the stakeholders understand how the team or organization functions it is time to look into the future. Where would you like to be? What’s not happening that should be etc.? This is distilled into 2 distinct categories
- Strengths and Opportunities - Drivers that must be continued
- Weaknesses and Threats - Inhibitors that must be fixed to close the gap
5. Identify the gaps between the two states
Now that the Drivers and Inhibitors have been identified the next step is to decide which solutions will most effectively bridge the gap between the 2 states caused by the inhibitors identified that must be fixed.
Create and implement a plan to bridge the gap
Due to the fact that the changes that need to be implemented will affect different teams and departments it’s important to have a comprehensive plan in place.
The plan will have a clear strategy and actionable objectives to help actualize the transition process and ensure that all the stakeholders required are included in the plan.
The Plan then becomes a live document that should be reviewed twice yearly to ensure that any changes that may be required as the organization transforms are catered for. In essence the Plan is a "Organizational Journey Plan" that is always live and always followed.