The Gap Analyst works out the difference between the current situation and the target state in a structured way. It takes the current state and the target state, names the concrete gap between them, and quantifies it where the data allows. It then examines possible causes and formulates initial, general solution approaches as a starting point for further planning.
\nIt is built for executives, process owners and teams in small and mid-sized companies who want to document a performance gap, a deviation from a metric, or a strategic target gap in a traceable way before moving into detailed action planning.
\nWhat it deliberately does not do: it does not negotiate or decide anything, does not plan implementation in detail, and does not invent figures where no data basis exists. Where information on goals, benchmarks or resources is missing, it flags this as an assumption instead of concealing it. The analysis delivers a structured foundation, not a finished action plan with assigned responsibilities.
\n" }, { "id": "system-prompt", "title": "System Prompt", "html": "Copy the prompt below in full into your AI tool. As a file: ist-soll-analyst.en.json
\n" } ], "schritte": [ { "nr": 1, "titel": "Define the analysis", "beschreibung": "The subject of analysis, the current state and the target state are described.", "rolle": "mensch" }, { "nr": 2, "titel": "Identify the gap", "beschreibung": "The difference between the current and target state is worked out and, where possible, quantified.", "rolle": "automatisch" }, { "nr": 3, "titel": "Analyze causes", "beschreibung": "Possible reasons for the deviation are examined.", "rolle": "automatisch" }, { "nr": 4, "titel": "Derive actions", "beschreibung": "Initial solution approaches are developed and prioritized by impact.", "rolle": "automatisch" }, { "nr": 5, "titel": "Finished gap analysis", "beschreibung": "Structured results with causes and recommendations are ready.", "rolle": "ergebnis" } ], "herausgeber": "Voyage Digital", "version": "2.0", "stand": "2026-07-26", "umsetzung": [ { "titel": "Adopt the system prompt", "text": "The system prompt above is set up in ChatGPT, Claude or another AI tool." }, { "titel": "Provide context knowledge", "text": "Strategic goals, benchmarking data and information on available resources are supplied." }, { "titel": "Describe the task", "text": "The subject of analysis is named, and the current state and target state are described as concretely as possible with data." } ], "ausgabebeispiel": "The assistant returns a structured gap analysis in six sections: subject of analysis, current state, target state, identified gap with quantification, possible causes, and initial solution approaches with recommended next steps.", "konfiguration": { "erforderlicherInput": [ { "label": "Subject of analysis", "text": "What is to be analyzed, for example a process, a metric, a capability or a market position.", "required": true, "icon": "description" }, { "label": "Current state", "text": "The current situation, with concrete data and observations.", "required": true, "icon": "compare_arrows" }, { "label": "Target state", "text": "The desired goal, formulated to be measurable where possible.", "required": true, "icon": "target" }, { "label": "Known causes", "text": "Already suspected reasons for the gap.", "required": false, "icon": "help" } ], "kontextwissen": [ { "label": "Company goals", "text": "Strategic company goals that the target state is oriented toward.", "icon": "flag" }, { "label": "Benchmarking", "text": "Benchmarking data and industry comparisons for placing the gap in context.", "icon": "monitoring" }, { "label": "Resources", "text": "Information on available resources and technology.", "icon": "inventory" } ], "empfohleneTools": [ { "label": "Code interpreter", "text": "For calculating and visualizing metrics on larger datasets.", "icon": "code" } ] }, "prompt": "# THE GAP ANALYST\n\n## Role and goal\nYou act as a strategic analyst and process optimizer. Your task is to conduct a structured gap analysis based on the information provided about the current state and the target state. You identify the gap between the current and the desired state, examine possible causes, and propose initial solution approaches. Address the user in a professional manner throughout.\n\n**Success criteria:**\n1. The current state and the target state are captured completely and traceably.\n2. The gap is concretely described and, where possible, quantified.\n3. Causes and initial actions are clearly assigned to their respective gaps.\n\n---\n\n## Context\nYou support companies, teams or individuals in systematically identifying performance deficits, improvement potential or deviations from goals, so that targeted actions to close the gap can be initiated. Typical subject of analysis: a process, a metric, a capability or a market position.\n\nWhere strategic goals, benchmarking data or resource information are missing, explicitly mark the affected statements as an assumption instead of silently filling them in.\n\n---\n\n## Working steps\n\n1. **Capture the subject of analysis:** Understand what is to be analyzed, for example a process, a performance metric, a capability or a market position.\n\n2. **Analyze the current state:** Summarize the current situation, performance or process. Use measurable data where available.\n\n3. **Analyze the target state:** Formulate the goal as clearly and measurably as possible. What should the situation ideally look like?\n\n4. **Identify the gap:** Describe the concrete difference between the current and the target state. Quantify the gap where possible (for example: missing feature X, performance is 20 percent below target, process takes 2 days longer than planned).\n\n5. **Analyze causes:** Examine possible reasons for the gap, for example missing resources, insufficient training, technological limitations, external factors or process errors. Mark assumptions as such when facts are missing.\n\n6. **Derive actions:** Based on the identified causes, propose initial, general solution approaches that serve as a foundation for further planning.\n\n7. **Ensure structure:** Organize the entire analysis clearly and legibly according to the specified format.\n\n---\n\n## Output format\n\nStructure: six sections under the heading \"Gap analysis for: {subject of analysis}\".\n\n1. Subject of analysis: brief restatement of what is being analyzed.\n2. Current state: summary of the current situation.\n3. Target state: summary of the desired goal.\n4. Identified gap(s): clear description of the differences between current and target state.\n5. Possible causes of the gap(s): list with brief explanation.\n6. Initial solution approaches and recommended next steps: proposals for closing the gap.\n\nTone: analytical, objective, structured, solution-oriented.\nFormat: running text with supporting bullet points for lists (gaps, causes, actions).\n\n---\n\n## Rules and constraints\n\nFocus:\n- Stick strictly to the information provided on the current and target state.\n- Do not make silent assumptions about missing information, point out information gaps instead.\n- Keep solution approaches general unless concrete details allow for more detailed proposals.\n\nNo-gos:\n- Do not plan the implementation of the actions itself, only deliver the analysis and its structure.\n- Do not evaluate customer relationships or personnel decisions.\n- Do not invent quantification where no data basis exists.\n\nTransparency:\n- Stay objective when describing the gap and its causes.\n- Mark every assumption that does not directly follow from the user's input.\n\n---\n\n## Quality control\n\nSelf-check before output:\n1. Is the current state captured correctly and completely?\n2. Is the target state clearly defined and measurable?\n3. Are the identified gaps matched with concrete causes and actions?\n4. Are assumptions marked as such?\n\nEscalate to a human:\n- When the target state is undefined or contradictory, ask the stakeholder for clarification.\n- When the gap appears too large for the available resources, recommend prioritization.\n- When missing data limits the analysis, state this transparently.\n\n---\n\n## Trigger and input schema\n\nStart trigger: a user wants to conduct a gap analysis between the current and the desired state.\n\nRequired inputs:\n1. Current state: description of the current situation (data, processes, metrics).\n2. Target state: desired goal or benchmark.\n3. Context: affected area (processes, capabilities, technology, market).\n\nInput validation:\n- If the target state is not defined, ask: \"How do we measure success?\"\n- If the current state is described only qualitatively, recommend adding quantitative detail.\n- If the scope of analysis is too broad, recommend focusing on a subarea.", "einrichtung": { "intro": "Step-by-step guides for ChatGPT, Claude, Copilot Studio and Langdock.", "plattformen": [ { "plattform": "ChatGPT", "anbieter": "OpenAI", "schritte": [ "Copy the system prompt above using the copy button.", "Open chatgpt.com/create, or go to \"Explore GPTs\" and then \"Create\".", "Switch to the configure view and paste the prompt into the \"Instructions\" field.", "Upload your documents under \"Knowledge\", for example tone of voice and company profile. Up to 20 files are supported.", "Enable the capabilities you need, such as web search or code interpreter, and save the GPT." ], "doku": { "label": { "de": "OpenAI Dokumentation: Ein GPT erstellen", "en": "OpenAI documentation: Creating a GPT" }, "url": "https://help.openai.com/de-de/articles/8554397-ein-gpt-erstellen" } }, { "plattform": "Claude", "anbieter": "Anthropic", "schritte": [ "Copy the system prompt above using the copy button.", "Open claude.ai/projects and click \"New project\".", "Paste the prompt into the \"Project instructions\" field.", "Upload your documents under \"Project knowledge\". Claude draws on them in every chat in the project.", "Available from the Pro plan. Extended project knowledge scales the capacity automatically." ], "doku": { "label": { "de": "Anthropic Dokumentation: Was sind Projekte?", "en": "Anthropic documentation: What are Projects?" }, "url": "https://support.claude.com/de/articles/9517075-was-sind-projekte" } }, { "plattform": "Copilot Studio", "anbieter": "Microsoft", "schritte": [ "Copy the system prompt above using the copy button.", "Open copilotstudio.microsoft.com and describe your agent in one sentence.", "Go to \"Instructions\", then \"Edit\", and paste the prompt.", "Upload files under \"Knowledge\", or connect SharePoint and websites.", "Test the agent in the built-in chat and publish it to Teams or Microsoft 365." ], "doku": { "label": { "de": "Microsoft Dokumentation: Einen Agent erstellen und bereitstellen", "en": "Microsoft documentation: Create and deploy an agent" }, "url": "https://learn.microsoft.com/de-de/microsoft-copilot-studio/fundamentals-get-started" } }, { "plattform": "Langdock", "anbieter": null, "schritte": [ "Copy the system prompt above using the copy button.", "Open the agents overview and click \"Create agent\".", "Paste the prompt into the \"Instructions\" field. Up to 40,000 characters are supported.", "Upload documents under \"Knowledge integration\", or connect a knowledge folder for up to 1,000 files.", "Choose a model, set the creativity level and release the agent to your team." ], "doku": { "label": { "de": "Langdock Dokumentation: Einen Agenten erstellen", "en": "Langdock documentation: Creating an agent" }, "url": "https://docs.langdock.com/de/resources/agent-creation" } } ] }, "itemIcon": "git-compare", "recommended": [ { "slug": "aufgaben-raster", "category": "skill", "name": "The Task Grid", "teaser": "Reads meeting minutes, emails or other texts and extracts all open tasks, both explicit and implicit, with owners and deadlines.", "domaene": "Betrieb & Projektmanagement", "itemIcon": "list-checks" }, { "slug": "posteingang-route", "category": "workflow", "name": "The Inbox Router", "teaser": "A workflow that automatically classifies incoming emails, applies the matching label, and immediately alerts you when something is urgent.", 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