In the world of project management, every new project comes with its own set of dependencies and constraints that affect how tasks are managed and planned.
Simply put, dependencies help determine the order in which project tasks must be executed. When managed effectively, you can prevent bottlenecks, mitigate unforeseen delays, and deliver the project on schedule.
In this article, we will take a closer look at what dependencies are, what main types of dependencies can occur, and how to successfully deal with them.
What Are Project Dependencies?
Dependencies are relationships between two project tasks or activities where the completion of one task depends on the completion of another. In general, dependencies affect how project managers schedule tasks.
Here is a simple real-world example that will help you better understand how dependencies work:
Let’s imagine you have just started a new project.
Before you can go ahead and assign each team member their tasks, you need to create a project plan.
This means you need to break the project work down into smaller activities, determine their sequence, and then identify the resources required to complete these activities.
In other words: assigning tasks to the team depends on actually having a project plan in place.
What Are the Main Types of Dependencies in Project Management?
To create a workable project plan, you need to understand the different types of dependencies you may encounter when managing a project. There are several ways to classify dependencies.
First, based on the degree of control, you can have the following two types of dependencies:
Internal Dependencies
These tasks depend on other tasks within the project and are under the control of the project management team.
External Dependencies
These tasks depend on third parties for completion and are outside the control of the internal project management team, posing a high risk to project delivery.
Then, based on task relationships, there are four types of dependencies:
Finish to Start
This is the most common dependency in project management, where the successor task can only begin once the predecessor task is finished. For example, if you are organizing an event, you can only send out invitations after you have set a date and booked a venue.
Start to Finish
This is a rarely used type of dependency where the successor task can only be finished once the predecessor task starts. For example, if you work in shifts at a grocery store, you cannot finish your work and go home before your colleague covering the next shift arrives and takes over.
Finish to Finish
This type of dependency occurs when the successor task cannot be completed until the predecessor task is completed. For example, you cannot finalize your project report unless you have analyzed all the collected data.
Start to Start
This last dependency means that the successor task can only begin once the predecessor task has also started. For example, when preparing a table for your guests, you can start preparing the side dish once you have put the main course in the oven to cook.
Finally, depending on project conditions, you may encounter the following categories of dependencies:
Logical Dependencies
These dependencies are inherent in the nature of the tasks and activities involved in a project and cannot be avoided. For example, you cannot launch a social media advertising campaign for your company without first creating the visuals and copy for the ads.
Resource-Based Dependencies
Resource-based dependencies are determined by project constraints. For example, if you plan to rebrand your website but can only afford to work with a freelancer rather than an agency, the tasks will be completed sequentially since there is only one person doing everything.
Preferential Dependencies
These dependencies are not mandatory like logical ones, but you can include them in the project plan to increase the quality of deliverables. For example, it may make sense to proofread an article twice before publishing it on your website, even though technically one thorough proofreading should be more than enough.
Why Is Managing Dependencies Important?
Due to their nature, dependencies tend to create bottlenecks and introduce additional risks into your projects.
However, if you identify and manage them efficiently, you can lower project risk, allocate resources better, and deliver your project on time and within budget.
Most of the time, you will need to wait for other people within the project team to finish their tasks before moving to the next phase. But that is nothing compared to dealing with delays coming from external parties involved in your project.
And as much as you may try to run multiple tasks in parallel and speed up project delivery, your constraints will only let you go so far.
Before we dive deeper into dependencies and their role, here is a quick note about constraints.
Constraints are boundaries within which project tasks must be completed, the most common being scope, time, and budget. Sometimes constraints can lead to dependencies and dependencies can lead to constraints, but these are entirely different things.
Now, returning to dependency management, understanding the relationships between project tasks is crucial for accurately estimating your project’s duration. Especially when we are talking about tasks on the critical path.
To give you a quick recap: The critical path is the longest chain of dependent activities that must be completed to successfully finish the project. If an activity on the critical path is delayed, the entire project is delayed—unless other tasks on the path are completed earlier.
That is why identifying dependencies between tasks on the critical path can help you prioritize which activities you need to keep a close eye on and have a backup plan in case things go wrong.
Furthermore, when you know the sequence of tasks and their estimated duration, it is easier to deploy resources where they are most urgently needed.
How to Manage Project Dependencies Like a Pro
Since we have already covered the main types of dependencies you may encounter and why it is important to keep track of them, let us move on to the next step: managing project dependencies.
1. Identify Dependencies and Constraints Within Your Project
You can do this on your own or organize a quick brainstorming session with your team to speed up the process. This step helps you get a comprehensive overview of how tasks relate to each other and what constraints affect project delivery before you start planning your project activities.
After identifying your project’s key dependencies and constraints, you should include them in your project charter so that all key stakeholders are on the same page. Don’t forget to list external dependencies in the project risk register, as they pose the greatest risk to your project.
2. Use the Critical Path Method to Create Your Project Plan
Once you have calculated the critical path, you can see which critical tasks and dependencies you need to prioritize to deliver your project on time.
To map out your project’s critical path, you first need to create a Gantt chart. This chart gives you an overview of project tasks and dependencies, task owners, start and end dates, milestones, deadlines, and—most importantly—progress.
Using a project management tool like Allegra can help you visualize your tasks and dependencies in a Gantt chart view and determine the critical path effortlessly.
3. Keep Relevant Stakeholders Informed and Up to Date
When you know which key dependencies affect project delivery, important stakeholders can set realistic expectations for the project timeline and duration.
To present the latest updates in an easy-to-understand format for both executives and clients, you can use a Gantt chart. This way, your audience sees how project tasks relate to each other while reviewing the current progress.
4. Have Contingency Plans Ready Just in Case
Sometimes things don’t go as planned. That is why it is important to have a Plan B ready to ensure your project stays on track and you meet the originally set deadlines.
An effective strategy for minimizing the impact of dependencies on the overall project plan is to build in buffers. In short, inserting a buffer—whether time-, budget-, or resource-related—into your project plan ensures that even if a critical task is delayed, you can catch up without too much difficulty.
Final Thoughts
Dependencies are an inevitable part of project management. Not to mention that they have a significant impact on the success of your projects.
The key to effective management and meeting deadlines is a project management tool that automates your work and makes your life easier.
Allegra is a comprehensive solution that lets you plan, organize, and track every aspect of your project in real time. You can effortlessly create interactive Gantt charts that help you map hierarchical projects, visualize dependencies, and determine the critical path.
Furthermore, the tool features advanced planning capabilities that allow you to make quick changes within your project timeline while automatically rescheduling all dependent tasks or activities.
Start your 30-day free trial today and make dependency management a stress-free experience.
Anita Coltuneac
Author
