Gap Analysis Resource pack

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

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

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

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

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

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?

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!!

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

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

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

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

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

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