1. Gap Analysis
Resource pack

2. Objectives To introduce GAP Analysis tools
To set goals for premises management that support the school development plan
To review our current premises management
To identify next steps

3. Gap Analysis
A process that organisations use to determine what steps need to be taken in order to move from the current state to its desired, future state.
Encourages us to think of what we want to achieve, rather than feeling stuck with how things are
Offers a process for tackling obstacles and thinking more creatively about change

4. Imagining the future
For a moment, forget what is difficult or constraining.
Forget about budgets, about difficult team members, about workload or issues with the LA.
Take a large piece of paper and a pencil.
Draw the school you would want to have in 2-3 years time. Give your picture a title. Think about:
Buildings
Equipment
Building users
Compliance / health and safety
You and your team
Teaching and learning
Your school development plan

5. The future Pin your picture somewhere you can see it.
Now take the handout sheet. Print this out at A3 size.
Fill in column one. Set some goals. These may involve:
Building lettings, income generation, better community links
Catering that makes money, instead of being a cost
Vandalism and breakages banished!
My team a lot less stressed and spending less time on premises
Expert, VFM suppliers on call
Contract costs cut
Facilities of a quality and range that they become key to our school marketing and staff retention
New building work
IT that allows home learning for pupils
Specialist facilities for teaching and learning

6. Where we’re at Fill in column two.
Evaluate where you are now in relation to your goals
Recognise the gap and acknowledge weaknesses, but don’t forget to acknowledge any progress or any advantages you have

7. People Fill in the people column.
For this and the following columns, you should identify concrete actions.
For people, ask: What are the skills you need? In-house / outsourced?
What is the experience you need?
Are the right people in place?
What contacts do you have who can help (LA, professional associations, local schools, suppliers)?
How do relationships need to change?
How does your people structure need to change?

8. Processes and technology
Things you may want to consider:
Risk management (eg off-site storage)
Simplicity and ease of use
Automation of key processes
Best practice built in
Processes / technology that minimise human error
Speed and efficiency
Clarity of guidance
Metrics
Reporting
Benchmarking
Not pen and paper!!

9. Finances Think firstly about making your budget go further:
Using TES Foundation Request a Quote tool to cut costs on commodity purchasing
Using framework agreements from Pro5 (ESPO etc) to cut costs
Group buying with other schools
Other ways to make your budget go further

10. Finances Then think about income generation: Buildings lettings
Alumni programmes
Catering as a revenue generator
Selling services to other schools
Lottery grants and fundraising

11. Timing
Finally, give an estimate of how long it will take you to achieve your desired state

12. My quick win
Identify 1 / 2 actions you can take next week, which will move you towards your school of the future

13. My game changer The game changer is An enabler…no looking back!
Difficult
Painful
May require SLT buy-in
Identify your game changer

14. Next steps
Repeat the GAP analysis exercise with your team and key stakeholders
Draw up a critical path with timings and objectives
Recruit a critical friend
Action your quick wins; they will build momentum
Don’t forget the vision
Use the vision to inspire others
Fight for your game-changer