Free Gap Analysis Excel Template
What's in the gap analysis template
The workbook has two tabs. Gap Analysis is a 60-row log: one row per focus area, with domain, current state and target state (both scored 1-10), a priority weight you set, and an owner and status for tracking.
Gap and weighted priority score calculate automatically as you fill in the scores - gap is simply target minus current, and weighted priority multiplies that gap by how much you say it matters, so a small but urgent gap can outrank a large but low-priority one.
Domain Rollup averages current state, target state and gap by domain, and totals the weighted priority score per domain using a single formula - no pivot table or manual summing required.
Numeric scoring vs static gap analysis templates
Most free gap analysis templates - including the ones from ProjectManager.com and HubSpot - give you current state, desired state and a gap column, but leave the gap as a free-text description with no scoring and no way to see which gaps actually matter most.
This template scores current and target state numerically, calculates the gap as a number, and lets you weight each focus area's priority - so you get a ranked list of what to fix first instead of a flat table you still have to interpret by eye.
How the weighted priority score works
Weighted priority score = Gap x Priority weight. Set a higher weight (as a percent) on focus areas that matter most to your business, and their score rises even if the raw numeric gap is smaller than a lower-priority item's.
The Domain Rollup sheet uses SUMPRODUCT to total the weighted priority score for every row tagged to a domain, and SUMIFS/COUNTIFS to average the current state, target state and gap for that domain - both calculate live as you add or edit rows.
Who this template is for
Operations, quality, and strategy teams doing a current-state-to-target-state assessment across a process, a team's competencies, a compliance program, or a technology stack, who want a scored result instead of a description-only worksheet.
It's a working spreadsheet, not project-management software - if you also need task assignment, notifications and status boards beyond this file, that's a different category of tool.
How to use it
- On the Gap Analysis sheet, score each focus area's current and target state from 1 to 10 and set a priority weight.
- Gap and weighted priority score calculate automatically for every row.
- Check the Domain Rollup sheet for average scores and total weighted priority by domain.
Download the free Free Gap Analysis Excel Template
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Quality & Audit Pack
This template scores and weights any current-vs-target gap, but for a compliance or quality gap specifically, it stops at a number - there's no register behind it for the underlying documents or risks. The paid Quality & Audit Pack ($49) adds a 150-document Document Control Register with automatic next-review dates and REVIEW DUE flags, plus a 60-risk Quality Risk Register scored on the same current-state logic with a live 5x5 matrix. Both build in Excel and Google Sheets, tested to the cent.
See the full versionFrequently asked questions
How is the gap calculated?
Gap = Target state minus Current state, both scored 1 to 10. A negative gap means you're already ahead of target on that focus area.
What does the weighted priority score mean?
It's the gap multiplied by the priority weight you assign (0-100%). It lets a smaller gap you care a lot about outrank a bigger gap that matters less.
Can I use this in Google Sheets?
Yes. Upload the downloaded file to Google Drive, then open it and choose File > Save as Google Sheets. The gap, weighted priority and domain rollup formulas keep working.
Is there a limit on how many focus areas I can score?
The Gap Analysis sheet has 60 rows built in. Add more rows and copy the formulas down if you need more.
Does this replace a full strategic planning process?
No. It's a scoring and prioritization worksheet to structure your assessment - the analysis and follow-through still come from your team.
What's the usage license?
Personal use or use within one business. It's not meant to be resold or redistributed as a template product.