Improving your Digital Efficiency with Fit Gap Analysis

Your current system isn’t quite hitting the mark, you’re worried about your digital efficiency, is the system really capable of meeting your current needs? If the answer is no, it’s time for a new system then, right? Not so fast, it might be time for a fit gap analysis.

What is Fit Gap Analysis?

“Victorious warriors win first and then go to war, while defeated warriors go to war first and then seek to win.”

Sun Tzu

Okay, perhaps that’s a little dramatic, but make no mistake, it is more than appropriate for fit gap analysis. A fit gap analysis is a way of determining how a system, or proposed system, fits within an organisation. This is done by looking at the system requirements, then analysing the capabilities of the system, and finally identifying where it fits the requirements and where it leaves a gap.

Fit gap analysis’ can be used in many situations. These include deciding on a new system, attempting to improve a current system, or addressing viability between these two options. Ultimately, the goal of a fit gap analysis is to identify and recommend areas where digital efficiency could be improved.

How to do a Fit Gap Analysis

A fit gap analysis can be completed in four steps:

List the requirements

First, we need to identify what is required of the system. We can also begin to prioritise these requirements into functions that are vital and functions that would be advantageous but not necessary. One method of doing this is with the MoSCoW method: must include, should include, could include, and won’t include.

Identify the capability of the system

Next, we can analyse the system to identify what the current process looks like; what its capabilities and outputs are. This can be done in multiple ways depending on the circumstances. A few methods of gathering this data include stakeholder interviews, data analysis, and system key performance indicators (KPI’s).

Compare the requirements to the system

Now we’re into the meat of the fit gap analysis, comparing the requirements we’ve just outlined to the actual system capabilities. This will highlight where the gaps in the system are as well as showing where the system meets the requirements. Furthermore, this is where we will begin to think about possible recommendations to fill the gap, or at least manage it.


The recommendations of the fit gap analysis can vary depending on circumstance. Although a new solution may be the most effective method of eliminating a system gap this may not be viable. As a result, the recommendations may include methods to manage the gap with the available resources.

Get started by giving this template a go!

Table template of a Fit Gap analysis

What are the benefits of a Fit Gap Analysis?

A fit gap analysis is inherently flexible. It can be adjusted to suit your situation and needs. As noted earlier, this can be done by increasing or decreasing the level of detail, particularly with regards to quantifying the severity gaps, if necessary. They can be applied to a wide range of situations, from analysing a current system, to assessing its functionality, to identifying which new system would be the best fit for an organisations current and future needs. Fit gap analysis will inevitably set out a course of action for improved digital efficiency, both at a project and programme level.

However, perhaps the greatest benefit of a fit gap analysis is clarity. Providing an increase in digital efficiency thanks to the understanding of system capabilities, requirements, and gaps. This eliminates the risk of making choices in the dark by providing a method to gather data and inform decisions.


It’s hard not to be intrigued about what a fit gap analysis could do for your projects, but it’s difficult to know where and how to start. Luckily, you’ve got us! We’d be happy to open up a no strings conversation to help you on your way, all you need to do is reach out.


From the blog

  • How PMOs Can Drive Successful Strategy Execution: The Future of PMO

  • ERP Change Management Tips for Implementation Success

  • National Volunteer’s Week