Project Management Dependencies: a Guide
Managing a project often feels like assembling a giant, high-stakes puzzle — where one wrong move can delay deliverables, create bottlenecks, or throw the whole project off track. One of the most important (and sometimes trickiest) parts of keeping everything moving smoothly is managing project dependencies.
In this guide to project management dependencies, I’ll discuss different types of dependencies, how you can effectively manage them to avoid issues, and share some tips and tools to successfully lead projects without communication gaps, bottlenecks, and conflicting or missed deadlines.
What Are Dependencies
Project management dependencies refer to the relationships between your project tasks and the order in which they must be executed. Resource availability, task requirements, or external factors can impact the order in which tasks are completed. For example, Task B may be dependent on the completion of Task A.
4 Types of Dependencies
These four dependency types serve a specific purpose in sequencing the work to be done and the workflow.
1. Start-to-Start: When two tasks must begin simultaneously.
For example, in a software development project, the task of coding a new feature might have a start-to-start dependency with the task of designing the user interface. Both tasks must begin simultaneously to ensure a cohesive and efficient development process.
2. Start-to-Finish: The start of one task triggers the completion of another.
An example of this is in a relay race, where the start of the final runner's leg triggers the completion of the previous runner's leg. This relationship ensures that tasks are coordinated and completed in a timely manner.
3. Finish-to-Start: One task must be completed before the next can begin.
An example of this is the installation of electrical wiring in a construction project, which must be completed before the walls can be plastered to ensure tasks are completed in the correct order, minimizing disruptions and delays.
4. Finish-to-Finish: Requires two tasks to be completed simultaneously.
For instance, in event planning, the task of setting up the venue might have a finish-to-finish dependency with the task of arranging catering services. Both tasks need to be completed before the event can take place, ensuring that all preparations are finalized.
The Importance of Managing Project Dependencies
Effective dependency management allows you to anticipate and mitigate risks before they become critical, allocate the right resources at the right time, and achieve successful project execution and delivery. Here’s how.
Risk mitigation
Dependencies can quickly introduce points of failure, where delays or miscommunication about tasks can ripple through your entire project, leading to fire drills and rushed deliveries. Being proactive about your project risk management to identify and address unflagged dependencies to reduce the risk of unexpected disruptions and lessen their impact, increase project visibility early on, and keep your project on track.
Resource allocation
When it comes to resource allocation, dependencies affect who can do what and when, as they keep some people waiting for others to complete tasks that impact their work. Map and allocate your dependencies to prioritize and optimize team workloads, providing each task with the necessary support to minimize waste and optimize productivity.
Project success
Effectively managing your project dependencies keeps everything and everyone connected. Ultimately, it helps you achieve the big picture—streamlining your processes, improving collaboration, and enabling you to complete your project on time, within budget, and within project scope.
How To Surface Dependencies in 7 Steps
Surfacing dependencies helps you identify the relationships between your project tasks and document them. Here’s how you can do this to better plan, schedule, allocate resources, and manage risks.
1. Identify major workstreams or epics
Identify major workstreams or epics within your project. These high-level components represent the key phases or objectives that drive the project's progress. This helps stakeholders gain a clearer understanding of the overarching project structure and pinpoint areas where dependencies are likely to arise.
2. Break workstreams into tasks
Use task lists and work breakdown structures to break workstreams down into smaller, manageable tasks for more granular visibility and control. This allows you to map out the specific actions needed to complete each workstream and provides a precise identification of dependencies and their interconnections.
3. Map task dependencies
Use dependency matrices and network diagrams to map task dependencies to establish the relationships between tasks and determine the order in which they need to be completed. This helps everyone understand how delays or changes in one task can impact others and identifies critical paths and potential bottlenecks.
4. Collaborate with other teams to unblock dependencies
Conduct regular meetings using communication channels, such as Slack or Microsoft Teams, to facilitate collaboration and keep everyone informed about dependencies and progress towards unblocking them. This helps build a culture of transparency and cooperation, which is key to overcoming dependency-related challenges.
5. Visualize it
Leverage tools like Kanban boards, Gantt charts, and project management software with dependencies visualization capabilities to help you keep track of the intricate web of task relationships. This provides a clear, visual representation of dependencies, making it easier to monitor and manage them, see the big picture, and make informed, fast decisions about task prioritization, capacity planning, resource management, and allocation.
6. Assign owners
Assign task owners to manage dependencies effectively and communicate any issues that may arise. This accountability assures issues are addressed promptly and that tasks are completed on time.
7. Keep projects updated
Set up regular meetings to review and update task statuses, project timeline, and dependencies, keeping everyone informed of changes or delays that may impact the project. Tools like project management tools can automate this process, providing real-time updates and alerts.
4 Times You Should Surface Dependencies
Timing is everything—and in project management, it’s especially critical. Surfacing dependencies should be done at the start and throughout your project lifecycle to identify and address roadblocks, keeping everyone and everything on track. It’s a good idea to consider these points in time for surfacing dependencies:
1. During initial project planning
Surface dependencies during project planning to set a strong foundation. Do this as early as possible, ideally before any sprint or execution work begins, to create a comprehensive project plan that accounts for potential challenges and makes sure each sequence of tasks is executed correctly.
2. During ongoing sprint planning
As you prepare for each sprint, review the tasks and identify any dependencies that require attention. This allows you to adjust your plans and allocate resources accordingly, and make sure dependencies are managed effectively. It provides an opportunity to reassess and update dependencies, keeping your project agile and responsive to changes.
3. In Weekly syncs/standups
Weekly syncs or standups help you quickly catch changes in dependencies. Regular meetings provide a platform for team members to discuss progress, identify new dependencies, and address any issues that may have arisen.
4. Whenever scope changes
Pivoted priorities, or changes in requirements, can impact existing dependencies and create new ones. Review and update dependencies in response to scope changes to maintain a clear and accurate picture of your project's needs and challenges.
How Dependency Management Methods are Addressed in Project Management
Project management methodologies vary in their approaches to handling dependencies. Each offers unique strategies for seamless task execution. With these methods, you can identify potential bottlenecks and mitigate potential risks before they escalate.
| Methodology | How Dependencies Are Addressed | Key Practices or Tools |
| Waterfall | In this linear and sequential approach, dependencies are mapped out during the planning phase, making it challenging to accommodate changes later in the project. | Gantt charts, Critical Path Method (CPM), Work Breakdown Structures (WBS) |
| Agile (General) | The Agile project management methodology is dynamic, with dependencies managed iteratively, focusing on collaboration best practices and incremental delivery. | Backlog grooming, Daily stand-ups, Sprint planning |
| Scrum | Scrum methodology provides a structured approach to dependency management within iterative sprints, identifying dependencies during sprint planning and managing them through various Scrum artifacts and ceremonies. | Sprint Backlog, Scrum Board, Impediment Log |
| Kanban | Kanban focuses on visualizing work, limiting work-in-progress, and enhancing flow, where dependency management revolves around visual representation and continuous improvement. | Dependency tagging, Swimlanes, WIP limits |
| SAFe (Scaled Agile Framework) | SAFe provides structured mechanisms to manage dependencies at various levels where dependencies are addressed through various artifacts and ceremonies, including Program Increment (PI) planning, Agile Release Trains (ARTs), and Solution Trains. | Program Boards, ART Syncs, Dependency mapping |
| Lean | Lean methodology focuses on optimizing processes and eliminating waste. It uses regular Kaizen events and daily stand-ups to address dependencies and improve flow. | Value Stream Mapping, Pull systems, Cross-functional teams |
Tools for Dependency Management
Software and tools like these provide a means to visualize dependencies, connect them and blockers to tasks, facilitate methods for dependency management, and automate handoffs to achieve successful outcomes.
Software for connecting dependencies/blockers to tasks
Software tools that connect dependencies and blockers to tasks are invaluable for managing project dependencies. These tools provide a clear, visual representation of task relationships, helping you quickly identify and address dependencies. Examples include Trello, Asana, and Jira, with features like:
- Dependency tracking
- Task linking
- Blocker notifications
- High-level project dashboards
- Integrations with other tools and apps
Software that facilitates methods for dependency management
Software that facilitates methods for dependency management, such as standups and Sprint planning, can significantly improve your ability to handle dependencies. Tools like Slack, Microsoft Teams, and Zoom facilitate regular communication and collaboration, keeping team members informed about dependencies and working together to address them. These platforms provide a structured environment that supports:
- Discussing progress
- Identifying new dependencies
- Resolving issues
Software that notifies people of dependencies or automates hand-offs
Automation tools notify people of dependencies or automate hand-offs to streamline the dependency management process. Software like Zapier, GitHub Actions, and Monday.com offers features that trigger notifications and automate task transitions based on dependency relationships. These tools help you:
- Reduce the manual effort required to manage dependencies
- Ensure tasks and milestones are coordinated and completed efficiently
Find more tools to help manage your project dependencies.
Tips for Managing Dependencies
At one point or another, you’ll likely have to manage dependencies across multiple projects, which can be challenging in large organizations or initiatives. These tips can help you navigate complex projects and ambiguity.
1. Prioritize communication
Establish regular updates, meetings, and collaboration tools to keep everyone informed about dependencies and work together to address them. Build a culture of transparency and open communication to promote a proactive approach to dependency management and reduce the risk of surprises and delays. This seems obvious, but it’s often the element that falls through the cracks during hectic times.
2. Use visual tools
Use visual tools such as Kanban boards, Gantt charts, and dependency matrices to gain a clear and accurate view of task relationships. These tools help you identify and manage dependencies to make sure tasks are completed in the correct sequence. Remember to regularly update and review these visualizations to maintain an accurate view of your project's progress and challenges.
3. Establish Clear Ownership
Assign clear ownership for each task for effective dependency management. Task owners should be responsible for completing their tasks and communicating any issues that may arise. Accountability provides confidence that dependencies are addressed promptly, supporting better coordination and collaboration within the team.
4. Monitor progress regularly
Regularly monitor progress around dependencies. Hold weekly syncs, standups, and progress reviews that provide opportunities to assess task statuses, identify new dependencies, and address any issues. This provides assurances that dependencies are continuously managed, which reduces the risk of delays and bottlenecks.
5. Adapt to changes
Remain flexible and prepared to adjust your plans and strategies as needed in response to changes. This helps you maintain a clear and accurate picture of your overall project's needs and challenges.
6. Leverage automation tools
Use software that automates notifications, task transitions, and dependency tracking, and provides real-time updates to make sure tasks are coordinated and completed efficiently. These tools help you stay on top of dependencies and respond to changes promptly.
Managing project dependencies is a critical aspect of successful project execution. When you understand the types of dependencies and can identify and map task relationships, and access the right tools and strategies for effective project and task management, you can keep your project on track and achieve its objectives with minimal risk and disruption.
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