The playbook
Content Gap Analysis: Review Process
A useful content gap analysis review ends with a supported decision for each item examined. Define the evidence required before opening the report: question, current answer, gap, proposed destination. These fields give reviewers a shared basis for agreeing what is working, what needs attention, and who should act.
Put the task in context
Combine search queries with repeated questions from sales or support. If users ask how an integration handles duplicate records and no existing page answers that question, the missing explanation is a specific gap. Check whether it belongs in an existing guide before creating another URL.
Set the review boundary
Choose the records or journeys that matter to the current question. Include a normal case, a recently changed case, and an exception where available. This is a diagnostic sample, not a claim that every item has been checked. Record how the sample was selected and what would justify expanding it.
Use explicit review criteria
| Criterion | Review question |
|---|---|
| List questions from sales support and search data | Is the supporting question current and traceable? |
| Map each question to a useful current page | Does current answer support the decision being made? |
| Prioritize missing answers by demand and business fit | Can the next owner verify proposed destination? |
Inspect the evidence before assigning a result
For each item, compare the intended behavior with the observed behavior. Pay particular attention to calling every competitor keyword a gap worth filling. If it appears, record where it occurs and which assumption it contradicts. Distinguish a verified defect from an unanswered question and from a preference about how the work should look.
Where the evidence supports the known correction, exclude topics that do not serve your audience or product. Give that action to an accountable owner with a description of the expected result. If you cannot yet identify the cause, assign a diagnostic action rather than prescribing a speculative repair.
Record a decision that can be acted on
| Decision | When to use it |
|---|---|
| Keep | The current state serves the intended task and the evidence is adequate. |
| Revise | A specific gap is confirmed and the proposed action addresses it. |
| Investigate | Important information is missing or conflicting. |
| Retire or combine | The item has no distinct useful purpose in the current scope. |
Verify corrections and expand selectively
Recheck the affected page or query record after the owner completes the action. Then inspect other items sharing the relevant cause. A shared template, process rule, or data source may justify expanding the review. Similar wording or appearance alone is a weaker reason.
Turn the review into a decision summary
Summarize the affected scope, confirmed findings, actions, and open questions. Connect the findings to valuable unanswered questions using the same definition as the baseline. A good summary lets the responsible person decide what happens next without reading every working note.
Search results and indexing decisions are not controlled by the publisher. Record what your team changed and what was observed afterward. Avoid turning a correlation between a release and a traffic change into a claim of proven causation.
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