How To Identify Project Dependencies For Successful Planning

Very few tasks ever exist in isolation. Because of that, it’s critical to look at the full project timeline, dependencies, and resources needed throughout the project management process. This will help teams visualize the big picture of the project’s progress and assess when and how tasks and resources need to be allocated.

Project planning also helps identify any potential bottlenecks and set benchmarks for the project. Additionally, it allows team members to plan their work more strategically and focus on their tasks in an organized and efficient manner.

Within the project planning framework, task dependencies are important to review and understand, as tasks can hinge on the success or completion of another. Project dependencies, specifically if your team sets projects up in agile sprints or with Gantt methodology, are important because they provide a clear picture of how the different tasks in a project are related and must be completed in order for the project to move forward.

Without these dependencies, tasks could be completed out of order or in a way that would not lead to successful completion of the project. Dependencies also allow project managers to set realistic expectations for team members and to create accurate timelines for completing the project.

Understanding and managing project dependencies are one of the most important aspects of project management. In this blog post, we will discuss project dependencies and how you can identify and manage them effectively in your business. We will also explain how project management software can aid with this process.

What are project dependencies?

Project dependency is a relationship between two project elements, where a change to one element may cause a change to the other. With every project you plan, you must consider what affects each task as the project moves along.
These dependencies are typically the relationship between two different activities within one larger project, and there are two types of dependencies:

• External dependencies
• Internal dependencies

External dependencies are usually out of the project manager’s control, such as relying on another team to provide you with data or completion of the task you need before continuing with your project. An example of external dependency is waiting for the proper permits or approvals before building a new home. Your new home construction cannot begin until the external team (local government/surveyor) authorizes you to start your build.

Internal dependencies are bottlenecks and solutions typically within the project manager’s control. An example of an internal dependency would be if your project depended on a specific software being installed for a client. You and the team have control over the software and the installation process.

Not all dependencies are created equal

While dependencies are a necessary evil in project management, it is important to understand that not all dependencies are created equal and can be classified differently. There are two specific classifications of project dependencies, and they can be either mandatory or discretionary.

Mandatory dependencies are a required part of a project, and for the project to be completed successfully – these dependencies cannot be changed without affecting the project schedule or budget. An example of a mandatory dependency brings us back to another building metaphor.
In building, you cannot build a roof until you put up the walls – so a mandatory dependency would be the construction of walls before you move forward. Mandatory dependency is a part of the project that must happen in a specific order.

Another classification of dependencies is discretionary dependencies. These dependencies can be changed without impacting the project schedule or budget. Discretionary dependencies are often more flexible and can be adjusted as needed throughout the project. An example of a discretionary dependency is if you have two tasks that need to be completed, but the order in which they are completed does not matter. I.E., we will paint the house’s siding before we paint the trim of the home.

How to identify project dependencies

The best way to identify project dependencies is by breaking down your project into smaller tasks and then mapping out those tasks on a project timeline. This project timeline will help you visualize the project as a whole and see which tasks depend on others.

You can also use project management software to help you identify project dependencies. This type of software will often have features that allow you to create project timelines, automation, and internal communications built-in. Hive is a great project management software platform that will help keep track of your project dependencies from start to finish.

Hive project management software can help you effectively manage project dependencies by providing you with a platform to track and manage tasks, communicate with stakeholders, and build contingency plans. With Hive, you can also view your tasks in 5 views so that you can arrange tasks in the way that best fits your workflow and project schedule.

Tips for managing project dependencies

Once you have identified the types of project dependencies, you are one step further to set up a successful project. However, these tips can help you effectively manage project dependencies, so you stay on track with your milestones.

Review your project plan:

This is probably the most blatant way to identify project dependencies, but it is also the most effective. By checking your project plan and timeline, you will see which tasks need to be completed before others can begin.

Work with your project stakeholders:

Another great way to identify project dependencies is by asking your project stakeholders. They will likely have a good understanding of the project and what needs to be done to be successful.

Communicate dependencies to stakeholders:

When assigning tasks to a project, most project managers set deadlines and decide on each individual responsibility for the specific action. However, not communicating dependencies to team members and other stakeholders can put an entire project at risk. If someone doesn’t understand how a specific task can impact the flow of the project, they might decide to prioritize an action that seems important to them without realizing others might be impacted by their decision and further delay a project delivery. 

Good project managers know how to maximize stakeholders’ communication and offer a clear plan laying out each phase of the project and its dependencies. This should be done at the start of the process. Here’s an example: “Please review this press release by EOD tomorrow. After your feedback, this copy will be used as a template for all our communications with the board, members, and subscribers. The design, newsletter and social media will be involved in getting the message out in a timely manner and with accuracy, respecting the following hierarchy: board, internal team, members, subscribers and social media followers. I appreciate your collaboration in getting this reviewed by EOD tomorrow. Thank you!”

Conducting a project audit:

A project audit can create a cohesive overview of the project and identify any areas that need improvement, including identifying project dependencies.

Build a contingency plan:

Contingency plans are essential for managing project dependencies, as they will help you be prepared for any potential changes or delays.

Project dependencies are an essential part of project management and need to be managed effectively for the project to be successful. By following the tips above, you can be sure that you effectively manage project dependencies and keep your project on track.

Hive for Project Dependencies

Hive project management allows teams to track and manage dependencies by creating links between related tasks to ensure that progress is tracked in a way that considers priority and time. Tasks with the same dependencies can be grouped on a timeline, allowing project managers to ensure that all tasks are completed in the correct order.

Hive also offers task and resource views, which allows teams to get an instant visual overview of which tasks are tied to each other and how those tasks fit into the bigger picture. For example, you can use Hive’s Gantt chart view to showcase dependencies and clearly communicate to your team how their tasks are dependable on one another. Hive’s dependency tracking feature helps teams see how task completion will affect the progress of related tasks and the timeline as a whole, enabling them to easily identify and manage dependencies.

Try Hive today to see how our project management software can help you manage project dependencies and deliver a successful project.