How To Do Project Dependency Mapping: 5 Steps

The longer issues go undiscovered on your project, the harder it is to fix them without significant disruption to your project’s timeline or budget. Dependency mapping can help you identify and address potential issues early on in your project, so you can catch and fix them before they completely derail it. 

I’ll cover key components, steps, tools, and best practices for creating dependency maps.

What Is Project Dependency Mapping?

A dependency map is a visual representation of how tasks in a project are related to each other.

Your dependency map shows the relationship between tasks so all stakeholders can understand them and, as a project manager, you can see where project bottlenecks are most likely to occur.

Here’s an example of a project dependency: if you are setting up a new design studio, you need to order computers before you can set them up. You also need to order any required software before you install it on the new machines. You can’t do these tasks out of order—having the computers is a dependency for installing the software.

What To Include In A Project Dependency Map

Here is what you need to include in your dependency map:

Nodes & Arrows

Nodes (sometimes called elements) are the building blocks of your dependency map. Each node corresponds to a single task or element of your project. For a website project, for example, the nodes are the steps: designing each page template, adding content, and installing each plugin. For a larger project, you might have hundreds of nodes.

You’ll use arrows to show the relationship between nodes. The arrows directionally show the order of tasks that need to be completed.

Dependency Types

Arrows in a dependency map are used to show different types of dependencies. These include:

• Finish-to-start: In a finish-to-start dependency, the dependent task cannot begin until the task that it depends on has been completed. In our earlier example, the computers need to be delivered before they can be set up or placed on workstations.
• Start-to-start: In this type of dependency, the dependent task can start at the same time as the task it depends on. To continue our example project of setting up new computers, you can start installing software at the same time you start setting up computers.
• Finish-to-finish: With this type of task dependency, the task in question can only be considered complete when the task it is dependent on is also finished. For example, in a website project, the content can only be marked complete when it is approved.
• Start-to-finish: In this dependency type, the dependent task can finish when the task it depends on starts. For example, if a support team is required to be available at all times, a developer can’t clock out before the next developer arrives and clocks in.

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Timeline

A dependency map may also contain a timeline to orient the reader, so they understand how long the project and each step will take.

Descriptions

You can add descriptions to the dependency map to provide additional information or context so the reader can better understand the process or relationships between the dependencies.

How To Do Project Dependency Mapping

Here is a step-by-step guide to creating a project dependency map.

1. Identify Project Tasks & Resources

Identify all of the tasks your team will need to complete and all of the available resources you’ll have. At this point, you’re just determining what needs to be done. You don’t need to think too much about the order of operations or dependencies just yet.

2. Assign Tasks To Team Members

Determine who on the project team can tackle which tasks. This type of decision-making is more straightforward if you have clear roles within the team.

On a website project, for example, your UX designer might be responsible for creating wireframes and the site navigation, and a content strategist will advise on the content. The strategist can work with a copywriter to ultimately create the copy.

3. Identify Dependencies

Now that you’re clear on who needs to do what, identify your dependencies (and any interdependencies). What order do the tasks need to happen in? Are there reviews or approvals that might block your team from moving to the next phase of work? 

Some common examples of dependencies include:

• Designs need to be completed and approved before beginning development
• Images need to be selected and approved before they are uploaded to the CMS
• Clients need to sign off before a website can be launched

4. Account For Constraints

There are many types of constraints you’ll need to account for on your dependency map (this will also help with risk management and mitigation). 

The most common constraints in digital project management include:

• Budget: How much budget do you have (including labor) to complete the project?
• Time: How much time has been allotted to complete the work?
• Resources: What resources do you have access to? Resource constraints could be based on budget, team member availability, and geographic location, among other things.

5. Adjust Schedule & Resource Assignments

Next, adjust the resource schedule and load balance resourcing assignments. Some project management software tools have dependency mapping functionality or automation that can help with this. Otherwise, you can revise your map by hand.

What does this look like? It might involve extending a content planning phase because your only content strategist is already booked on another project, or bringing on a third developer so that you have enough development hours in the timeframe before your project is required to launch.

Tools For Dependency Mapping

While you can use a flowchart as a crude type of dependency map, resource management software, and project management software are best used for dependency mapping, project planning, and resource allocation. These tools can help you visualize how changes to the project timeline impact dependencies in real time.

By using a specific tool for dependency mapping, you eliminate the potential risk of missing a step or overbooking a resource.

Here is a list of the best resource management software for this purpose on the market:

1. 1. monday.com — Best for simple workload planning
2. 2. Kantata — Best for real-time resource utilization
3. 3. Scoro — Best for forecasting team utilization
4. 4. Parallax — Best for predictive resource management
5. 5. Float — Best for simple & intuitive project scheduling
6. 6. Runn — Best for real-time project tracking
7. 7. Productive — Best for capacity forecasting
8. 8. Resource Guru — Best for hassle-free resource booking
9. 9. Wrike — Best for scalability
10. 10. Hub Planner — Best for midsize and large companies

Dependency Mapping Best Practices

Here are some additional best practices to help create dependency maps that show timelines, milestones, and any potential bottlenecks in your project plan.

1. Think of your dependency map as a project roadmap

Your dependency map should help you and your project team members understand how to get from point A (the beginning of your project) to point B (the end of your project). The map can help you account for both internal dependencies and external dependencies that need to be resolved for smooth project execution.

Make sure all the necessary workflows for each task or deliverable (and who will do each step) are represented in your map. This will help you avoid surprises later.

For example, if you have a project team member scheduled for a two-week vacation during your project, make sure this is reflected in the dependency map. Plan coverage or make a schedule adjustment so there aren’t any unanticipated delays.

2. Have project team members review the dependency map regularly

There will always be disruptions to the project plan. Your dependency map is not a set-it-and-forget-it activity. Make sure the full team and any relevant stakeholders review the map at regular intervals and that you make any updates accordingly.

If you plan to use a dependency map for an agile project, the agile team should review the dependency map at the end of each sprint.

3. Use your dependency map during the project retrospective

Your dependency map can help you improve your processes even when it’s complete. As part of your project retrospective, bring in your dependency map and any relevant insights from it. 

For example, if you ran a software development project that included a lot of rework over its life cycle, your dependency map might show some of the reasons this happened—maybe you didn’t have enough review cycles or you missed requirements due to a lack of input from the client early in the project.

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