Gap Analysis is a technique companies use to compare their current performance with potential performance. For example, their current practices compared to an international standard such as ISO9001, AS9001, ISO14001, ISO13485 or customer requirements. A well-executed gap analysis can help you improve quality, business efficiency and fulfil the customer needs by allowing you to pinpoint ‘’gaps’’ within your company. It outlines what areas of your current Quality System needs improvement to meet the requirements. Therefore, you need to clearly define and analyze these ‘’gaps’’ so you can set-up an action plan to move the organization to a future state and fill the gaps in performance.
So where do you start? If you’re wondering this, I advise you to follow the next steps to move your company to a future state.
The first step to creating a successful gap analysis is to identify one or more employees to perform it. In this process, it is crucial to choose the right people to fulfill the tasks. Think of quality managers or other employees who have experience with quality management systems, auditing systems or the requirements of the standard/customers. The team must be familiar with the challenges and opportunities your company faces during this analysis. Also good communication skills are required to make sure the results are communicated properly throughout the organization. If your team has not been trained on the requirements, be sure to provide proper training before performing the gap analysis.
You may also want to consider having assistance from a consultant. You may decide to hire a consultant for several reasons. However, knowledge of the requirements is not the primary reason organizations tell us they have chosen to utilize consultants to upgrade their Quality System. The people in your organization have their own daily responsibilities. Therefore, additional work can have consequences for the quality that they deliver. Also, a fresh pair of outside eyes can have refreshing results. In this case, a consultant comes in handy, so that your employees can continue to focus on what they are really good at and use their valuable time productively. If the requirements are highly technical or require a specialist, we always recommend to find a professional with experience in that particular field.
1.3 Gap Analysis Checklist
A commonly used tool for the gap analysis is the gap analysis checklist. This is a checklist of the requirements in the standard, written in a question-based format. The implementation team will use this list to compare your current management system with the requirements of the standard. This will provide your team with the right information. They will know which documents to look for to compare your management system with the standard.
Next week we will discuss the following steps, and dive deeper into the important elements needed to successfully perform a gap analysis. Don’t forget to keep up-to-date with the latest quality and safety news and subscribe to our blog! Until next week!