Project dependencies: Types & ways to manage them effectively

Start-to-start means that the dependent task cannot begin until another task also begins. For example, writing technical documentation for a product cannot begin until QA testing also begins. This ensures that product development—or coding—is complete, and changes to the scope that may impact the documentation are less likely to occur.

Finish-to-finish means the team cannot finish the dependent task until another one is completed. An underground sprinkler system, for example, cannot proceed until after planting all the shrubs because you need to test and tune the sprinkler system to ensure all plants receive water.

Start-to-finish means that the dependent task remains incomplete until another task begins. This is common in sequences requiring smooth handoff from one task to another. For example, a security guard cannot finish their shift until the next guard arrives for their shift. Often, this includes transferring information from the team that is completing their task to the team beginning the next task.

Understanding and managing project dependencies improves accuracy across the entire project life cycle. This includes resource planning, risk management, and project timeline estimation. The benefits include the following:

• Better project planning. Identifying each task and its dependencies helps teams adhere more closely to project scope, improves decision-making, and optimizes forecasting resource needs.
• Improved scheduling accuracy. Sequencing tasks based on their dependencies gives teams a clear view of the project schedule. Structuring the work according to the type of dependency optimizes tasks that the team can complete simultaneously and identifies critical handoff points for tasks that cannot. When making hard decisions midway through the project, it’s easier to see the consequences of changes when you understand the task dependencies.
• Reduced project delays. Defining task dependencies and sequencing the work during the planning phase reduces surprises that can result in delays after the project has begun. Team members can better anticipate important handoffs and prepare for the next task. This also improves communication among team members, who can collaborate to ensure dependent tasks have the required information or output.

• Improved risk management. Dependency mapping helps identify project risks during planning. Early awareness of the risks provides more time to develop mitigation plans should risks become a reality. It also gives teams the tools to begin working to overcome them immediately. Clearly mapped dependencies provide a full view of the impact of managing risks that become real.

A dependency is any task in the project that provides information or output to another task. This may be a deliverable, such as an API or database structure, or a handoff point, such as completing code and moving into QA testing. The following is an effective approach to identifying dependencies in your project:

1. Review project tasks. During project planning, review each task to identify whether it requires output or information from any other task in the project. Ask what tasks you need to start or finish before the task can begin. Sequence the tasks based on their dependencies and the dependency types.
2. Collaborate with team members. Consult with all team members, including stakeholders, partners, customers, and business members. Each person brings experience and awareness of hidden dependencies that could delay the project. For example, awareness that a task in finance provides necessary output for a task in development, such as purchasing new equipment, allows the team to work together toward meeting project goals.
3. Analyze task requirements. When identifying dependencies, analyze the requirements for each task. Requirements define the output or information the dependency task provides. For example, if the output is an API used for a dependent task, define the requirements of the API. Are there specific data restrictions or field formats that must be met? Analyzing task requirements can help identify missing tasks. It also ensures that the work aligns with the project goals and scope.

After identifying the dependencies in your project, it’s crucial to manage them throughout the project life cycle. Changes in scope, requirements, or technology can impact dependencies. Staying on top of them prevents delays and keeps the project running smoothly. The following strategies can help manage dependencies:

• Dependency charts help the team visualize the workflow and timeline. Waterfall-style project timelines and flowcharts effectively depict tasks and their dependencies visually. Project management tools, such as Jira workflows, allow you to link dependencies within the workflow. This makes it easy to move tasks around while maintaining dependencies.
• Dependency mapping provides a rich, single source of detailed information about each task. It can include system impacts, risks, mitigation plans, and assigned owners. Using tools such as Jira dependency mapping allows you to maintain the dependency map throughout the project, keeping it relevant when things change.
• Communication is the key to successful dependency management. Team members need to know when they can begin working on their tasks, who is responsible for dependent tasks, and when things change. Consider a tiered approach to communication, such as including dependencies in your standard project dashboard reports and push-style notices when things change.

• Critical paths identify the longest elapsed time for all dependent tasks, from start to finish. A critical path illustrates interrelated work. For example, connecting the water source, installing underground sprinklers, planting shrubs, and testing water coverage is the end-to-end critical path for a landscaping project. Other tasks, like determining the appropriate plants for the climate, can also be dependencies.

Project dependencies influence the overall success of your project. A dependency may be obvious to some and not to others, especially if they lack direct involvement with tasks that require the information or output. Regardless of the task's size or output, never assume that everyone knows its importance.

Mapping, sequencing, and managing dependencies reduces the risk of overlooking a task. It also ensures that tasks waiting on other tasks can start in the shortest time possible. 

For example, writing technical documentation may depend on the completion of product development and its handoff to testing. If the team does not identify and monitor that task, the technical writer may not know when the handoff will happen, which can cause a delay. That delay could ultimately result in a postponed release to the customer, especially for highly technical or regulated products.

Dependency management is an effective project management tool for improving the accuracy of project timelines, identifying risks, and keeping projects on track. Identifying dependencies is an essential part of project planning and project management. It helps clarify requirements, maintain project scope, and mitigate delays. It also improves team collaboration and increases work efficiency.

Jira facilitates dependency mapping and tracking in real-time, providing a single source of truth for task status, risks, mitigation plans, and critical paths. It also creates the foundation for consistent communication and collaboration across the project team and stakeholders, leading to better product quality, enhanced customer satisfaction, and reduced time to market.

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