by Positive Potentials LLC

You're invited to begin a self-assessment for your team, company, even your family from here. Sometimes the most difficult step to take is the first one.

How to write a simple gap analysis (aka “needs assessment.”)

What is a gap analysis? (Source: SearchSMB.com)

In information technology, gap analysis is the study of the differences between two different information systems or applications, often for the purpose of determining how to get from one state to a new state. A gap is sometimes spoken of as "the space between where we are and where we want to be." Gap analysis is undertaken as a means of bridging that space. Among the various methodologies used to perform gap analysis is IDEF (for Integrated Definition ), a group of methods used to create a model of a system, analyze the model, create a model of a desired version of the system, and to aid in the transition from one to the other.

IDEF methods are used to create graphical representations of various systems, analyze the model, create a model of a desired version of the system, and to aid in the transition from one to the other. IDEF is sometimes used along with gap analysis.

Items to consider when you create a gap analysis.

Samples available at: http://www.p2pays.org/iso/samplegap.asp

Step 1—List the daily and weekly processes you use the most.

              Make a secondary list of occasional processes like special orders, for example.

Step 2—Write out the procedure for each one. Have employees refer to and post at their work station. Consider laminated sheets because they stay neat.

When you have vendors/contractors/providers, be sure to train them on your procedures. In vendor policies and procedures, offer an orientation so they know your expectations and can ask you questions.

Require them to submit orders and paperwork in the format that make it easy to track inventory, sales and categories. If you have a preferred software, for example an industry estimating program, that you use, consider obtaining a license for the vendor to use in order to send you the compatible formats you require. This small step can save you up to 50% in lost data, time to process and efficiency.

This step saves on stress and year-end accounting issues in preparation for taxes, too.

Step 3—Identify where there is a gap or something is too complicated for others to follow. (It doesn't work if it's in your head!) A way to test this is to have someone explain the process back to you verbally and in writing. This will take the assumptions out of it.

Step 4—Identify any redundancies that are not related to back up business systems. Some redundancies are essential for retaining and preserving data. Consider backup generators, batteries and off-site data storage in different locations.

Step 5—List at least two options you could exercise for each condition identified above.

—Michelle Cubas