If you decide to make a painting today, there are multiple tasks you will need to do in order to accomplish your goal. You will need to buy a canvas and painting supplies, choose an inspiration, and begin painting. All these tasks cater towards one common project goal: to create a painting. These interlinked tasks fall within the category of project dependencies. If you leave out any single task, your project will not be accomplished.
Similarly, a project is made of multiple tasks that are dependent on each other. Managing them is crucial as any delay in them can affect the timeline, budget, and resources of the entire project.
This article discusses what is dependency in project management, types of project dependencies, and tips to manage project dependency effectively.
What is dependency in project management?
Project dependency is a relationship between two tasks in a project, where the completion of one task relies on another.
A project is an accumulation of tasks to reach a common goal, and by managing dependencies, a project manager ensures that the project is completed within time, resources, and budget.
Some essential vocabulary related to dependencies in project management is:
Critical path
A critical path is the longest chain of dependent tasks that lead to a project’s completion. Without accomplishing these tasks on the critical path, the project cannot move forward. If there is a delay in any of these tasks, the project will be delayed.
Project constraints
Project constraints are limitations within which a project manager must execute the project. The three key constraints all projects have are:
- Cost
- Project scope
- Time
These constraints are interconnected, affect each other and, ultimately, the quality of your project. Additionally, if you fail to manage your task dependencies, it also directly affects the cost, time and scope of the project.
Different types of dependency in project management
Project dependencies can occur due to multiple reasons. Let’s look at the different types of dependency.
1. Logical
Logical or casual dependencies are an integral part of the project. They cannot be avoided, nor can you move forward with other tasks if you haven’t completed the task with logical dependency.
For example, if you want to change the fabric of your sofa, you cannot begin upholstering it before buying the fabric.
2. Preferential
A preferential dependency simply means a task preferred by the team before completing the project. This means that the dependent task is not important, and the project can still be completed without the same.
For example, before a major client presentation, a team might prefer to do a dry run in front of colleagues. This rehearsal helps improve the presentation, but the presentation can still proceed even if a rehearsal isn’t conducted.
3. External
External dependencies occur due to situations that are out of your control. These tasks are not bound by the team’s efforts or time.
For example, if you have to lay the foundation of the ceiling for a house and it starts to rain, then that task is dependent on the weather. There is nothing the team can do to expedite the process. It becomes an external dependency.
4. Resource based
This kind of dependency occurs due to limited resources in a project. It can be avoided by assigning additional resources.
However, project managers must work with limited resources. So, effective resource allocation is a skill every project manager must develop to keep the project running.
4. Cross-team
When multiple teams work on a single project, cross-team dependencies are bound to occur. Here, one team cannot start their work till another team has finished the previous task.
A good project manager always has a time management system that can help mitigate cross-team dependency as much as possible and keep everything on track.
Task dependencies in project management
Now that we have gone through the types of dependencies that occur in project management let’s look at task dependencies in detail. There are four types of task dependencies:
- Finish to start (FtS) is a task dependency where task B cannot start until task A is finished.
Example: The team can’t begin coding the software until the design phase is completed.
- Start to start (StS) is where to start task A, you need to begin task B first. These tasks often need to run in parallel.
Example: The content writing process should begin simultaneously with the design of the website layout, allowing for real-time adjustments to accommodate text and visuals.
- Start to finish (StF) is a dependency where, in order to complete task A, task B must be completed.
Example: When moving between hardware or software, the data migration process must start before the old system can be decommissioned.
- Finish to finish (FtF) is when task A and task B need to be completed simultaneously. One cannot be completed without the other.
Example: The final review of a project proposal should be completed at the same time as the client’s approval so all the last-minute changes are incorporated before moving forward.
Project management dependency examples by industry
Dependency Type | Manufacturing | IT | Marketing | Design |
Logical | Production must follow a sequence, e.g., raw materials processing before assembly. | Software development must follow steps like planning, coding, and testing. | Campaigns must move from concept to content creation and distribution. | Design projects start with ideation, then move to wireframing, prototyping, and final design. |
Resource | Production depends on the availability of machinery, raw materials, and skilled labor. | IT projects depend on access to developers, servers, and software tools. | Availability of designers, media assets, and marketing budgets. | Designers need tools like Adobe Suite and access to design assets like fonts and images. |
Preferential | Certain manufacturing processes are preferred to avoid rework, like allowing paint to dry fully before assembly. | It’s best to test software thoroughly before deployment to minimize bugs. | Conducting market research before launching a campaign ensures better targeting. | Getting client feedback on initial drafts before finalizing the design. |
Cross-Team | The assembly line must wait for the quality control team to approve parts before proceeding. | Development teams rely on business analysts to define project requirements. | Content creation relies on input from product teams to ensure accurate messaging. | Graphic design teams depend on content teams to provide text for layouts. |
External | Supply chain delays or regulatory changes can impact production schedules. | Cybersecurity threats or changes in compliance requirements can delay projects. | Competitor actions or changes in market trends can alter marketing strategies. | Client feedback or changes in branding guidelines can impact the final design. |
Best tips to manage project dependencies
Dependencies are inevitable. If you start any project, chances are it will have a chain of tasks that are dependent on each other. But that does not mean these project dependencies cannot be managed.
Here are a few ways you can manage project dependencies as a project manager.
1. Visualize dependencies
Seeing all your tasks laid out in front of you is an effective way to figure out what is up next and what order the tasks need to be completed in. Using a Gantt view or a Kanban board is the perfect way to visualize tasks.
2. Organize daily tasks
One of the best ways to reduce project dependencies is to find the right project management tool for your team and organize all your work in it.
Oftentimes, the risk of dependencies increases if a lot of tool switching is involved. The context of work is lost, and tasks pile up.
The right tool also helps your team manage their individual tasks effectively, so no critical task is missed.
3. Identify risks during project planning
When dependencies cannot be avoided, it is important to brainstorm all the possible dependency scenarios while creating a project plan. Some key questions you can ask during the project planning stage are:
- Is the team prepared to adjust timelines if a critical dependency is delayed?
- What backup plans exist if a single critical dependency fails?
- How reliable are external vendors, and what contingencies are in place if they miss deadlines?
- Are communication channels and timelines clear for handoffs between teams?
- Are approval processes likely to cause bottlenecks, and how will they be managed?
While unforeseen dependencies may arise while you execute the project, you can manage to stay on track by keeping an eye on your tasks.
4. Create contingency plans
Keeping track of the project dependencies is not enough. You need to have a backup or contingency plan when there is a bottleneck. A contingency plan states what needs to be done to resolve project dependencies before they escalate and become a bottleneck.
Creating buffer time between tasks can help in such cases as it gives you more time to sort out the dependency without derailing the whole chain of work.
Make 5day.io your work management partner
While project dependencies may seem intimidating, they can be effectively tackled with the right project management tool. 5day.io is a tool that provides complete work management capabilities, so you can avoid bottlenecks and proceed with your project as smoothly as possible.
Are you ready to start your team’s work management journey? Try 5day.io now. It is completely free for 90 days with all the premium features.
