How to Identify Gaps Using Process Mapping: Step-by-Step Guide

Learning how to identify gaps using process mapping is one of the most powerful skills for fixing broken workflows. 

Explore with us the step by step method of finding gaps using process mapping. We also share best practices and the kind of gaps that can be identified. 

Understanding Process Maps & Gaps Analysis

Process mapping is a foundational tool used for business process management. 

It is a way of visually representing how a process works from start to finish. It shows every step, decision, and handoff in a workflow so anyone can understand what’s happening.

The main purpose of process mapping is to prioritize clarity, accuracy, consistency, and serve as a living tool for continuous process improvement.

Key Components of a Process Map

An effective process map includes several standard components that provide a complete understanding of the workflow:

• Inputs: What resources or information enter the process (e.g., customer order, raw materials).
• Outputs: The result of the process (e.g., delivered product, approved application).
• Activities/Tasks: The individual steps that move the process forward.
• Decision Points: Points where a choice is made, often shown as diamonds.
• Stakeholders: The people or teams responsible for carrying out each step.

Together these components ensure the map provides a full picture, not just the “what,” but also the “who,” “how,” and “why.”

Breaking Down Process Gaps

A process gap is a missing, broken, or inefficient part of a business workflow that prevents a process from achieving its intended results. 

It represents the difference between how a process is designed to function and how it actually performs in practice. 

These gaps often lead to operational inefficiencies, increased costs, missed deadlines, lower quality, or poor customer satisfaction.

Examples of Process Gaps:

• A handoff gap → when one team finishes a task but the next team doesn’t get the info they need.
• A communication gap → important updates aren’t shared, so errors happen.

When a process doesn’t work as intended, it can cause:

• Delays in delivery or decision-making
• Higher operational costs
• Inconsistent outcomes or poor product/service quality
• Reduced employee productivity
• Customer dissatisfaction or churn

When to Use Process Mapping for Gap Analysis?

When done right, process mapping can be a powerful tool for gap analysis. 

Gap analysis is the process of comparing the current state of operations with a desired future state to identify discrepancies.

Situations where process mapping adds value to gap analysis:

• Persistent performance issues: When facing delays, quality issues, or cost overruns, mapping the current process often reveals root causes.
• Process improvement initiatives: In methodologies like Lean, Six Sigma, or Kaizen, process maps highlight inefficiencies, redundancies, and non-value-added steps.
• Digital transformation or system changes: When implementing new technologies, process mapping ensures systems align with real business needs and exposes integration gaps.
• Regulatory compliance and audits: Maps help demonstrate whether processes meet internal policies and external standards.
• Training and onboarding: Visual process documents make it easier for new employees to understand their roles and responsibilities, reducing ramp-up time.
• Cross-functional coordination challenges: Swimlane diagrams are particularly effective in spotting communication breakdowns and process handoff issues between departments.

Types of Gaps You Can Identify Using Process Mapping 

By breaking down the steps in a process, businesses can detect a number of performance-limiting gaps using process maps. These include:

1. Performance Gaps:

Occur when the actual outcomes of a process, such as speed, quality, or cost, do not meet business goals or industry benchmarks.

By documenting metrics like task durations, error rates, and throughput, process maps make it easy to pinpoint bottlenecks, delays, and quality issues that lead to underperformance.

Common Indicators:

• Long cycle times
• High defect or error rates
• Frequent rework
• Missed performance targets

2. Process Gaps

They are structural flaws in a workflow. These may include missing steps, redundant activities, or tasks executed out of logical order.

Mapping exposes inefficiencies such as duplicated approvals, or skipped risk reviews. These issues often arise as businesses evolve without updating their procedures.

Common Indicators:

• Redundant or repeated steps
• Skipped or incomplete tasks
• Disconnected or illogical task flow
• Lack of standardization

3. Information Gaps

Occur when essential data is unavailable, outdated, or delayed, leading to poor decisions, delays, or rework.

Mapping helps trace the flow of data between steps, systems, and teams. This uncovers where communication breaks down or where information is manually retrieved instead of flowing automatically.

Common Indicators:

• Frequent manual follow-ups
• Inconsistent or missing data
• Decision delays due to unavailable information
• Redundant data entry

4. Resource Gaps

Emerge when processes lack the manpower, tools, equipment, or materials needed to run efficiently.

By analyzing process steps alongside resource requirements, organizations can detect understaffing, outdated tools, or other constraints that hinder performance.

Common Indicators:

• Delays due to limited capacity
• Over-reliance on specific individuals
• Manual workarounds due to missing tools
• Equipment or system downtime

5. Compliance or Control Gaps

Appear when processes fail to meet regulatory, legal, or internal control requirements, leading to risks or audit issues.

By comparing actual processes with documented regulations or standards, mapping reveals where controls are missing or policies aren’t followed.

Common Indicators:

• Missing documentation or approvals
• Inconsistent application of rules
• Process steps that bypass compliance checks
• Audit or regulatory nonconformities

6. Technology Gaps

Reflect areas where manual work persists due to a lack of automation, outdated tools, or poor system integration.

Maps reveal repetitive manual steps, double data entry, or multiple system logins—signaling opportunities for automation or digital upgrades.

Common Indicators:

• Manual or paper-based tasks
• Systems that don’t communicate
• Repeated data entry across platforms
• Workarounds due to tool limitations

How to Identify Gaps Using Process Mapping: Step by Step

Identifying operational and performance gaps through process mapping is an effective method for achieving meaningful business improvements. 

Here’s an actionable framework for identifying process gaps step by step:

Step 1: Define the Process Scope and Objectives

• Select a specific process to map, e.g., employee onboarding, product delivery, or customer support.
• Set clear boundaries by defining the start and end points.
• Establish goals for the mapping exercise (e.g., reduce cycle time, improve compliance, eliminate delays).
• Keep  scope focused enough to allow for actionable analysis.

Step 2: Gather Process Information

• Talk to the people doing the work. Frontline staff often know what actually happens.
• Collect supporting materials like SOPs, checklists, policies, forms, or templates.
• Observe process in action to identify variations and informal workarounds not documented.

Step 3: Assemble a Cross-Functional Team

• Involve stakeholders from all departments that touch the process.
• Include process owners, performers, managers, and even internal/external customers.
• Assign clear roles to ensure a complete and accurate understanding of the workflow.

Step 4: Map the Current State (“As-Is”)

• Use  process mapping tools like flowcharts, swimlane diagrams, or SIPOC diagrams to document the process.
• Capture each step, decision point, handoff, and outcome.
• Include details like:
  • Task durations
  • Wait times
  • Systems and tools used
  • Approval layers
  • Inputs and outputs

Step 5: Analyze the Process for Gaps

Review the process map and look for inefficiencies or breakdowns. Key gap types include:

• Bottlenecks: Steps that take too long or create backlogs
• Redundant steps: Duplicate tasks performed by multiple roles or systems
• Missing steps: Critical tasks that are not assigned or not documented
• Poor handoffs: Transitions where information or responsibility is lost
• Decision delays: Sign-offs or approvals that create workflow slowdowns
• Compliance risks: Absence of required checks, documentation, or controls
• Manual workarounds: Signs of insufficient systems or technology

Ask: “What’s supposed to happen here?” vs. “What actually happens?”

Step 6: Gather Performance Data

• Measure cycle times, error rates, rework levels, customer satisfaction, and resource usage
• Use system data or process mining tools if available for greater accuracy.
• Collect stakeholder feedback on pain points, frustration areas, and “unofficial” process variations.

Step 7: Define the Desired Future State (“To-Be”)

• Map out how the process should work to meet business goals.
• Include improved timelines, automation opportunities, enhanced quality, or better customer outcomes.
• Set specific performance targets to guide gap analysis.

Step 8: Conduct a Gap Analysis

• Compare the current state (“as-is”) with the future state (“to-be”).
• Categorize gaps by type as discussed above. 
• Quantify the impact of each gap where possible (e.g., “approval step takes 3 days vs. target of 4 hours”).
• Use visual comparison techniques – overlaying current and future state maps, creating gap summary tables, or developing heat maps showing problem areas. 
• Visual analysis makes gaps obvious to stakeholders and sponsors.

Step 9: Validate with Stakeholders

• Share your findings with the people involved in the process.
• Confirm that the map accurately reflects real-life operations.
• Ask for feedback on where the most significant pain points and risks lie.
• Refine your map and analysis based on their input.

Step 10: Prioritize Gaps and Develop an Improvement Plan

• Rank gaps by impact, feasibility, and urgency (e.g., using a scoring matrix).
• Focus first on high-impact gaps that affect cost, time, compliance, or customer experience.
• Develop action plans with:
  • Clear ownership and responsibilities
  • Timeline and milestones
  • Resources and tools needed
  • Success metrics and KPIs
• Plan both quick wins and longer-term improvements.

Step 11: Implement and Monitor

1. Execute the improvement initiatives.
2. Update your process maps to reflect changes.
3. Monitor ongoing performance with dashboards or KPIs.
4. Create feedback loops for continuous improvement and refinement.
5. Compare “current state” vs “ideal state”
6. Look for missing steps or handoffs
7. Spot duplicate activities
8. Identify bottlenecks or delays
9. Evaluate resource allocation

Best Practices for Identifying Gaps With Process Mapping 

1. Start With the Customer Perspective: Map the process from the customer’s point of view. Their experience shows gaps you might miss internally.

2. Focus on the Whole Process, Not Just Departments: Don’t map by department—map the full process across all teams. Gaps often appear at handoff points.

3. Observe the Real Work and Use Data
Watch how the work is actually done. People often use workarounds that reveal hidden problems. Back this up with system data.

4. Map What Really Happens, Not What Should Happen: Capture real-world steps, including exceptions and shortcuts. These show where the formal process is broken.

5. Involve a Mix of Stakeholders: Include people doing the work, their managers, customers, and experts. Each sees different gaps.

6. Use Different Mapping Tools: Different tools show different gaps. Use flowcharts, swimlanes, value stream maps, and journey maps together.

7. Quantify the Gaps: Use numbers, not just opinions. For example, “4.2 days for approval” is clearer than “takes too long.”

8. Find the Root Cause, Not Just the Symptom
Ask why the gap exists. Dig deep to solve the real problem, not just the surface issue.

9. Create a Safe Space for Honesty: Let people speak freely about issues without fear. Honest input helps uncover real gaps.

10. Validate With Multiple Sources: Check gaps with different data, people, and times. Make sure it’s a real issue, not just a one-time glitch.

11. Understand How Gaps Connect: One gap may cause another. Fix root issues to prevent new problems elsewhere.

12. Document the Context: Note when and how the analysis was done, who joined, and what data was used. This helps future reviews.

How Can PKC Help With Process Mapping & Gap Analysis?

✅ > 3 Decades expertise in business process reengineering projects

✅ End-to-end process mapping with comprehensive gap identification

✅ Cross-functional process visualization using swimlane diagram expertise

✅ Real-time process monitoring dashboards for continuous gap tracking

✅ Industry-specific process benchmarking across 18+ specialized sectors

✅ SOP documentation services with detailed process mapping

✅ Process inefficiency detection through structured assessment methodologies

✅ Technology gap analysis expert in 30+ ERP integrations

✅ Performance gap measurement with data-driven recommendations

Frequently Asked Questions

1. How to identify gaps in processes?

You can identify gaps in processes by mapping out each step and comparing the ideal workflow to the actual workflow. Look for bottlenecks, missing steps, or inefficiencies that slow things down.

2. How to identify performance gaps?

Performance gaps appear when results don’t match expectations. Measure outcomes against KPIs and check which parts of the process are underperforming.

3. How do we find process design issues or process gaps?

Process design issues are revealed when tasks are unclear, duplicated, or poorly handed off. Process mapping helps highlight these inefficiencies visually.

4. How to identify gaps using process mapping example?

For example, in a customer service process, a gap might be a missing step where complaints are logged before escalation. A process map makes this gap visible so it can be fixed.

5. Why is process mapping important for finding gaps?

It creates a visual representation of the workflow. This makes it easier to spot breakdowns and inefficiencies that aren’t obvious in text.