In project management, consider each task as a gear, and each project manager as the lead engineer. Just as a misaligned gear can cause an engine to fail, a single mismanaged dependency can derail a project. Project dependencies refer to the hierarchies and linkages that exist between the proposed activities in a project. They define critical success factors and specify the order in which different tasks must be executed to guarantee that the process will be orderly and successful.
Overlooking project dependencies may result in schedule delays, budget overruns, and team morale problems. However, by controlling and addressing dependencies, project managers can ensure that resources are well utilized, processes are effectively coordinated, and risks are minimized to achieve efficient project delivery.
Project dependencies are links between the activities used to define the flow of project plans. They dictate what activities must be executed, which should be executed first, and which can be carried out simultaneously.
Tom DeMarco, a well-known author and software engineer, highlighted the human element in project management by saying, "Get the right people. Then, no matter what else you might do wrong after that, the people will save you. That's what management is all about." This quote underscores the dependency on a competent team to navigate a project's challenges.
Key Terms To Know About Dependencies In Project Management
- Project Constraints: These are the boundaries or restrictionsᅳbudget, schedule, resources, or scopeᅳthat may affect your project. Constraints are typically the cause of dependencies. For instance, if your resources are scarce, a task may need to wait for the preceding one to be completed before beginning
- Critical Path: The longest set of jobs that must be completed on time for the project to be finished by the deadline is known as the 'critical path.' It functions as the project's spine. Therefore, any delays on the crucial path will have an immediate effect on the project's final completion date
- Blockers: Blockers can be of two types: internal, which can mean that a team member is on leave, and external, which can appear as a vendor taking a week
- Lead Time: The amount of time you have to begin working on a task before the preceding task is completed. For instance, two days before the writer completes the work, you might be able to start modifying it
- Lag Time: It refers to the delay between two or more tasks that share a dependency
There is always the need to look for project dependencies, especially when it comes to stages of project planning and execution. These linkages outline how and when certain activities are carried out in relation to the other activities in the project. Thus, it becomes vital for one to be familiar with and adequately plan these dependencies to facilitate smooth project delivery. By identifying and addressing dependencies, project managers can:
- Optimize project timelines: Dependences give a proper sequence to the activities needed to be carried out in order to avoid situations where work comes to a standstill and affects the flow of the entire project
- Efficiently allocate resources: Knowledge of how some activities depend on others enables the project manager to properly allocate the resources and avoid workload congestion, while increasing efficiency at the same time
- Proactively manage risks: Dependencies allow the project managers to reduce possible risks within a project by enumerating them and preventing their escalation before they are noticed
- Streamline communication and collaboration: Having clear dependencies improves the understanding of the project's objectives and goals between team members, leading to a more harmonized collective effort
The dependencies involved in project management can vary in nature and affect the project's stages accordingly. The following are the different types of Project Dependencies:
Internal Dependencies
These exist within a project itself, stemming from relationships between tasks.
- Logical dependencies: Are sequential. It means one process cannot commence while another is ongoing due to technical or procedural barriers. Example: Before software testing, there is coding
- Resource-based dependencies: Two or more tasks should be performed simultaneously; however, the number of available resources (people, equipment, or material) is fixed. Example: It is impossible for one designer to handle several designs at the same time
- Preferential dependencies: These dependencies are based on preferences and best practices, not strict requirements. Example: Completing all design tasks before development
- Cross-team dependencies: Dependence is identified whereby tasks in one team depend on the other team's work. Example: Marketing is dependent on development, meaning that the latter cannot be initiated until after the former is complete
External Dependencies
These factors do not depend on the team and, therefore, are out of their control.
- Vendor Deliveries: Project delays can occur if external vendors are late with the deliveries of goods or services
- Regulatory Approvals: Projects in regulated industries (pharma, finance) often need external approvals, which can cause delays
- Weather Conditions: Outdoor projects like construction or events are vulnerable to weather delays
It is important to know these dependencies, and it is equally important to know how to manage them to ensure project success.
It is necessary for project managers to understand different task dependencies and their impacts on the schedule and resources required for project management. Here's a breakdown of the four primary types:
Finish To Start (FS)
Task A must be completed before Task B may begin. It is the most frequent type of project dependence and is also very basic. For example, the manufacturing team cannot start construction until the final design is authorized.
Start To Start (SS)
Task B cannot start until Task A begins. These are less common but widespread in retail and shift work settings. For example, the morning shift in a restaurant kitchen cannot end their day until the evening shift arrives and begins theirs.
Finish To Finish (FF)
It states that Task A cannot be completed unless Task B is finished. For example, an editor cannot finish editing an article draft until the writer has finished revising it.
Start To Finish (SF)
In this scenario, Task B cannot be completed until Task A is started. For example, a waiter cannot serve everyone at a table until the kitchen starts preparing and plating each dish that is requested.
Identifying and understanding the nature of interdependencies, or the degree to which tasks are connected and interdependent on a project, is one of the keys to planning. By systematically identifying all such relations, one gets insight into the project's working, what resources it needs, and what threats are implicit in the project. Here are a few proven methods for identifying project dependencies:
- Work Breakdown Structure (WBS): When a project is divided into factors, it clarifies its dependencies and any reliance on external factors for specific activities to start or finish
- Brainstorming Sessions: Team members need to be involved in brainstorming sessions because they can help identify some underlying issues that are likely to be concealed
- Interviews and Consultations: It is advisable to consult subject matter professionals and interested parties on possible dependencies and their repercussions
Project Dependencies Examples
The purpose of dependencies is seen and experienced in virtually all business sectors. Here are a few examples:
- Software Development: The testing phase of the software depends on the coding phase in all development models
- Construction: The construction of frames cannot begin until there is a properly laid down foundation
- Marketing Campaign: In any marketing campaign, the most crucial activity is the launching of the finished product into the market
- Event Planning: Sending out invitations can only occur after the venue has been secured
Proactively identifying project dependencies can mitigate risks, optimize resource allocation, and streamline project execution.
Knowing How to manage dependencies is a real challenge that can be mastered through experience and thorough preparations. Here's a simple guide:
Review Project Dependencies
During the evolution of your project, it is advisable to review and, if necessary, refine and update the dependencies. Conduct meetings with your team to work over the progress, possible issues, and changes in the dependencies.
Communicate With Stakeholders
Explain the relations and potential impact dependencies on the project's timeline. Employ such tools as Gantt charts in the process of communication.
Create A Risk Log
Explain how each dependence may pose a risk, then categorize the risks by relevance, probability, and impact.
Make A Contingency Plan
Plan for contingencies for high-risk dependence, such as identifying other product suppliers.
With the help of these steps, you will be able to handle the dependencies and run your projects on the Path to Success.
Some software can strengthen the management of project dependencies and facilitate prolonged clear vision and control over the complicated tasks performed during the projects.
Kanban Boards
Kanban boards are helpful in project management since they create a project map of activities which are arranged in various lanes: to do, in progress, done. Dependencies can also be depicted by linking the cards or using color-coded labels to quickly check on areas with high density to re-prioritize the project.
Gantt Charts
The Gantt charts are basically bar charts in a horizontal format, useful in depicting timelines for given projects. Task dependence is depicted as lines showing that some tasks depend on others, thus facilitating a visual understanding of the project schedule and any sequencing issues that may exist.
Shared Calendars
Calendars make it easy for members of a team to understand the availability and the balance of work among the members. This makes it easier to determine the possible contingency of dependent resources that may affect other dependent tasks while enabling planners to schedule and coordinate well.
Project Management Software
Integrated project management software tools feature several specific tools that manage dependencies, including linking of tasks, management of dependencies, auto-scheduling of changes, and risk management alerts. These tools help locate a project's core data, increase transparency, and reduce the communication process.
For the best project management software that will help you with your project dependencies, click here.
To sum it up, managing project plan dependencies is a wise move – for the simple reason that it is the key to improved project performance. It is an essential skill that enables project managers to perform better, increase the efficiency of the employees, and ensure that a project is completed to the required standard and often beyond.
