With dozens of specialists, tasks and requests, creating an error-free project schedule might seem like a nearly impossible task. Fortunately, dependencies in project management can be efficiently managed even with dozens of internal and external factors at hand. Here’s how.
In this article, you’ll find:
- The definition of project management dependencies
- Types of dependencies in project management
- Examples of common project dependencies
- Best tools for managing project dependencies in the project timeline.
What Are Project Dependencies?
Dependencies in project management logical, often necessary relationships between tasks or activities, in which one task or stage relies on the other in some way. These relationships help define the sequence and flow of work, ensuring that tasks are completed in a logical and efficient order.
Generally, in project management the start or completion of one task is reliant on the start or completion of another. For example:
- The project can only begin after its project budget is approved.
- The design stage needs to be completed before the development stage of a mobile app.
- Front-end development cannot begin until wireframing is complete.
Why is managing project dependencies important?
Successful dependency management is a backbone of any project. They help project managers ensure that:
- Project schedules stay realistic. The dependencies outline the right path for the entire project, acting as a base for project schedule.
- There are no delays. Delays in preceding tasks are one of the main reasons for missed deadlines. Proactively identifying and sequencing dependencies helps teams avoid the domino effect.
- The teams stay coordinatede. Dependencies highlight who relies on whom, helping teams communicate and coordinate better.
- They keep an eye on the critical path. Dependencies are essential for identifying the critical path, or the sequence of tasks that directly affects the project’s finish date. Managing them ensures that critical tasks are closely monitored and given the attention they need.
Types of Dependencies in Project Management
Not all dependencies in project management are created equal; some of them have their own characteristics that have to be managed by their own rules.
Common types of dependencies in project management include:
Internal dependencies
Internal dependencies occur within the project team or organization. These are often easier to control since they depend on internal resources and schedules.
A good example of internal dependencies is whe the development team must finish coding before the QA team can begin testing. Such dependencies are commonly used between teams or employees with different specializations working towards common project goals.
External dependencies
Waiting for input from the third parties? Then you’re working with external dependencies. External dependencies rely on third parties or external factors beyond the project team’s direct control, such as clients, vendors, regulatory bodies, or service providers. These are often the most unpredictable and require proactive communication and contingency planning.
The examples of external dependencies often invoolved waiting for resources provided by third parties, for example waiting for a supplier to deliver hardware before installation can begin. Such dependencies remain largely outside of control of project managers and often become project risks later on.
What is the difference between internal and external dependencies?
The difference between internal and external dependencies lies in the level of control the project team has over the tasks involved.
Internal dependencies are relationships between tasks or teams within the same organization or project, making them easier to manage. In contrast, external dependencies rely on third parties. These are often harder to control and come with greater risk, as any delays or issues outside the team’s control can impact the project timeline.
Logical dependencies
Logical dependencies are inherent to the nature of the work. These are non-negotiable key dependencies that arise because one task must be completed before another can begin. They form the backbone of most project schedules. For example, to test the code, the code needs to be created first – it is simple a step that cannot be ommitted.
Resource dependencies
Resource dependencies are the factors that impact the resource planning most. They occur when multiple tasks compete for the same resource, such as a team member, tool, or piece of equipment. Even if tasks are logically independent, they may still need to be scheduled around limited availability to ensure the completion of each project phase.s
Resource-based dependencies are common in companies and departments with limited access to specialists. For example, graphic designer can only work on one marketing asset at a time, so design tasks must be staggered accordingly.
Preferential dependencies
Preferential dependencies are based on best practices, team experience, or stakeholder preferences rather than necessity. These can often be adjusted if needed, but are usually followed for strategic or quality reasons.
Preferential dependencies are commonly used in companies specializing in a narrow range of services, when their expertise can be a major asset to the project activities. For example, Choosing to finalize content before starting UI design, even though both could technically occur simultaneously might not be an obligatory choice, but, when proven to work better, it can become a preferential dependency.
Types of Task Dependencies
While project dependencies can help you shape the project timeline, the task dependencies are the ones that actually shape its execution. Due to their more granular nature, the types of such relations differ from their more general counterparts. They include the following dependencies:
- Finish-to-Start (FS): One task must finish before the next can start (e.g., design must be complete before development begins).
- Start-to-Start (SS): Two tasks must start at the same time or one must begin once the other starts.
- Finish-to-Finish (FF): Two tasks must be completed together or in sequence.
- Start-to-Finish (SF): A rare type where one task must start before another can finish.
Best Practices for Dependency Management
While dependency management might seem complicated, there are a few tips and tricks that can make the process much simpler. Those include:
Visualization tools
The information on dependencies in project tasks is useless if project managers cannot interpret it correctly. Visualization tools can help with that. In general, Gantt chart project management tools or Kanban boards are the best systems to turn raw data on intertwined stages into project timelines, showing all the team members the current status of the project, as well as the deliverables that are currently at stake.
Risk management
Scope crawl, unforeseen circumstances, unexpected absences… There are dozens of risks that might cause your project to fall apart like a house of cards. Try to identify them all before the project even starts to prepare for what might await you later on, and involve all the key stakeholders for maximum accuracy.
Also, while planning, don’t forget to leave some room for unexpected delays. While such hours might incure some additional costs, they are invaluable when it comes to last-minute changes or unexpected events!
Transparent communication
To successfully manage task dependencies, you need to keep an eye on their status – and transparent communication is the best way to do that. Try to keep all the team members on the same page and intervene when necessary to ensure that no delays find their way into your project scope.
Clear project overview
Managing multiple cross-team dependencies is not a piece of cake – unless you use sufficient tools to monitor it. Start working with the right software early on to outline the entire timeline of the project and identify dependent tasks. Then, use the conclusions to create and polish project schedule and keep your team on track throughout the duration of the operation.
Best Project Management Software for Managing Dependencies
To successfully identify dependencies in project planning, you need more than just a good memory and a piece of paper (or, alternatively, an Excel spreadsheets). With such tools, defining the right critical path for your team is nearly impossible. Fortunately, with project management tools, this can change.
The best project management software can help you with planning even the most complex projects. From outlining its scope to submitting a final report, such solutions support you in project execution by outlining its entire timeline, complete with live progress and possible risks. Importantly, these tools are closer than you think – with BigTime, you can find them right here!
Manage Dependencies with No Errors in BigTime
In BigTime, you can:
- Outline the project scope and divide it into phases, allocations and project tasks.
- Manage dependencies on every level of project planning to ensure that its execution will be as smooth as possible.
- Assign resources to the tasks and manage project team in case of unforeseen absences. No schedule conflicts included!
- Monitor project progress live – every time a new time log is added, your overview will be updated accordingly.
- Oversee the project budget, complete with overheads and any additional costs, regardless of the billing type.
- Create advanced reports in seconds – our AI-powered modules will help you.
Sounds good? Book a demo now or start a trial to see how we can help any project management monitor dependencies with zero errors.
