Gap analysis is comparing your existing management system against the requirements of a standard or a new edition and setting out the shortfalls clause by clause.
In standard revisions it is the first and most decisive step of the transition process. Transition plans prepared without a gap analysis usually allocate resources to the wrong areas.
What does the right output look like?
The output of a gap analysis is not an assessment report. The sentence “our system is generally compliant, some improvements are needed” does not count as a gap analysis.
A usable gap analysis contains the following columns:
- Relevant clause number
- What exists today
- What the new requirement says
- The gap between them
- Responsible person
- Target date
An item without an owner and a date is an item that is still open at the end of the transition period.
When should it be done?
Immediately after the new edition is published. Although transition periods are usually three years, the cycle from gap analysis to the transition audit takes 12–18 months in most organizations.
Organizations that start early can fit the transition into their scheduled surveillance audit calendar and avoid the additional audit cost.
Gap analysis is not a standard-specific method; it is carried out with the same logic in all management systems. In programmes such as the ISO 9001:2026 transition training and the ISO 14001 training, for example, this work is done hands-on by participants on their own systems. For other standards, browse the full list of our training topics.