TL;DR – Project Dependencies Made Simple
1. What they are
Dependencies are tasks that rely on each other. If one’s delayed, others can’t move. It’s all about the flow.
2. Why they matter:
Ignoring dependencies can mess up your schedule. Spotting them early helps you stay on track and avoid chaos.
3. Different kinds
Some tasks must happen in a certain order, others are just preferred by your specific team. Some rely on outside people or limited resources.
4. Internal vs. external
Internal ones are within your team’s control. External ones? Not so much—like waiting on a client or vendor.
5. Types of task links
Some tasks need to finish before others start, while some can run side by side. Know which is which so nothing gets stuck.
6. How to spot them
Break your project into smaller tasks, map out who needs what, and use simple tools like Kanban and Gantt to see what’s connected to what.
7. Where 5day.io helps
It keeps your tasks linked, gives complete project updates with dashboard, provides clear priorities, and makes sure you don’t miss anything that could slow your team down.
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.
The interlinked tasks fall within the category of project dependencies. If you leave out any single task, your project will not be accomplished.
This article discusses what is dependency in project management, types of project dependencies, and tips to manage project dependency effectively.
What are dependencies 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.
Importance of project dependencies to deliver projects on time
When dependencies are not managed well, they can derail the whole project. Here are some other reasons that make managing dependencies in a project so important:
- Mapping dependencies helps teams understand which tasks are critical and which can wait. Prevent wasted effort and keep everyone aligned on work that moves the project forward.
- By identifying task interconnections early, project managers can allocate resources where they’re needed most to avoid costly downtime and prevent workflow bottlenecks.
- Recognizing dependencies upfront can help undertake proactive risk management so tasks can be handled before they impact timelines.
- When dependencies are clearly defined, teams can better coordinate their efforts. This reduces miscommunication and that improves the flow of each task into the next without friction.
- Leaders can make data-driven decisions about what to accelerate, what to delay, where to invest resources, and how to plan better in the next cycle for maximum impact with project dependencies.
Different types of dependency in project management
Project management dependencies can occur due to multiple reasons. Let’s look at the different types of dependency.
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.
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.
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 better weather. There is nothing the team can do to expedite the process. It becomes an external dependency.
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.
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.
Difference between internal and external dependencies in project management
Aspect | Internal Dependencies | External Dependencies |
Definition | Internal dependencies in project management are tasks that are interconnected within the same project or team. The project team has direct control over these dependencies. | External dependencies in project management are tasks that rely on external parties, such as vendors or clients. The project team has limited or no control over these dependencies. |
Examples | A software module that can’t be tested until coding is complete. | A marketing campaign that can’t launch until the third-party asset delivery. |
Risk Level | Typically lower as they are managed internally. | Higher risk due to potential delays or miscommunication. |
Mitigation | Managed through project scheduling, task prioritization, collaboration, and resource allocation. | Requires contingency planning, clear communication, and dependency mapping. |
Impact on Timeline | Easier to monitor and adjust within the project scope. | Unpredictable and may cause delays outside the team’s control. |
Types of 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.
How to identify dependency in project management
By now you might’ve gotten the idea: identifying dependencies = more about seeing beyond the obvious task list.
It’s about asking questions like:
- What tasks are non-negotiable prerequisites?
- Where are the potential choke points?
- What external factors could disrupt internal workflows?
Here’s a structured approach to systematically identify dependencies and safeguard project continuity:
Break projects into tasks
Start by listing all tasks involved in the project. Use a Work Breakdown Structure (WBS) to deconstruct the project into manageable components. The more granular the breakdown, the easier it is to spot interconnections between tasks.
Define task relationships
Determine the logical flow of tasks by identifying which tasks are dependent on others. Ask questions like:
- Which task must be completed before the next can start?
- Which tasks can run simultaneously?
- Which tasks are contingent on external parties or resources?
Create a dependency matrix
A dependency matrix is a simple grid that outlines the relationships between tasks. It visually depicts which tasks are dependent on others. This makes it easier to identify potential conflicts or bottlenecks.
Example:
Task | Dependency | Type |
Design | Research | Finish-to-Start |
Development | Design | Finish-to-Start |
Testing | Development | Start-to-Start |
Launch | Testing | Finish-to-Finish |
Use a project management software
A project management software is a great way to keep an eye on everything within your projects, especially if you are handling multiple projects at once. It provides various features to manage projects that improve visibility, prioritization, collaboration, and monitoring of your projects.
Some defining features to identify and manage dependencies are:
- Kanban board
- Gantt chart
- Task linking
- Critical path
- Custom automation rules
Perform risk analysis
Assess each identified dependency for potential risks. Determine the impact of delays on dependent tasks.
Do it across metrics like:
- Scope and impact of the task
- Probability estimation of risk to occur
- Potential timeline delay
- Resources required to mitigate the risk.
This step helps in prioritizing which dependencies require closer monitoring and contingency planning.
Read more about risk management here: Complete guide on project risk management
Monitor and update priorities
Dependencies can change throughout a project’s lifecycle. Regularly review and update the dependency map or matrix to account for shifting priorities or unforeseen delays.
Examples of dependencies in project management
Let’s take a look at project management dependencies examples by different industries now
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.
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.
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.
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.
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.
How can 5day.io help in managing dependencies in project management?
While project dependencies may seem intimidating, they can be effectively tackled with the right project management tool.
5day.io is a project management software that provides complete work management capabilities, so you can avoid bottlenecks and proceed with your project as smoothly as possible.
It has features like:
- Task linking to easily connect related tasks, so teams know exactly what needs to happen before moving forward.
- Automation set on triggers like status and priority change to communicate it promptly with all the accountable people involved.
- Customizable dashboards to track all overdue tasks, high priority tasks, workload by members and more to get minute visibility into work.
Managing dependencies doesn’t have to be messy or time-consuming. With 5day.io, you get the control and flexibility to keep your team aligned and your project on track without any chaos.
Sign up today and see how smooth project management can actually feel.
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