How to master dependencies in project management [2025]

You can’t butter your toast until you’ve toasted the bread. Nor can you install the windows of a house until the walls are up. Each of these tasks is dependent on something critical happening first. And the same is true in project management. Each project involves numerous parts, and many must move in a certain order.

This guide explores everything you need to know about project dependencies, including different types of dependencies, their benefits, best practices, and how to organize yours in monday work management.

What is a dependency in project management?

A dependency in project management refers to the relationships between project tasks and the order you complete them. For example, you can only complete Task B once you’ve finished Task A. And you won’t get started on Task C until you’ve signed off on Task B.

In project management, you won’t be able to start the first phase of your project until you’ve got the budget approved, and you’ll hold off on sharing the project results with your client until successful completion of your internal quality checks. Each of these tasks depends on another.

4 types of dependencies in project management

Internal decisions and resource allocation influence the following types of project dependencies. These include:

Logical dependencies

A logical dependency, also known as a causal dependency or logical relationship, is based on the natural flow of work needed to complete a project or project phase. The task sequence must follow a specific order and can’t run in parallel with other tasks which would be “illogical.” For example, software developers can only start coding software once they’ve designed the software architecture. Task A is necessary to proceed with Task B.

Resource dependencies

Resource dependencies refer to tangible assets such as budget, materials, personnel, and the written documentation required to move forward with your project. For example, you’ll need cash, bricks, and builders to build a house.

Preferential dependencies

Unlike most other dependencies, you can leave preferential dependencies out of your project workflows. But that would be a mistake. Also known as discretionary dependencies, these act as quality checks to ensure your work is completed to a high standard. For example, a news publication would have an editor fact-check a journalist’s article before going to print. The editor can only complete their task once the journalist has finished writing. But you could skip this step altogether if you don’t mind the risk of error.

Cross-team dependencies

When several internal teams work together on a project, cross-team dependencies describe the order in which each group gets involved in the workflow. For example, a sales team would need to wait until a product is developed before they could sell it. And a payroll department wouldn’t be able to pay employees who haven’t submitted their timesheets yet.

Internal dependencies in project management

Here’s a quick summary of the different types of internal dependencies that might feature in your next project:

• Task-based dependencies are sequential tasks where one must finish before the next begins. For example, testing a product cannot start until it has been developed.
• Team-based dependencies require output from one team for another to proceed. For example, the design team must deliver mockups before developers can start coding.
• Approval-based dependencies need formal sign-offs before continuing. A project launch may require approval from the project sponsor.
• Best practices-based dependencies follow recommended standards to ensure quality or safety. For example, installing plumbing before electrical wiring on a construction project prevents potential damage and aligns with industry guidance.
• Resource-based dependencies are shaped by specific resource availability, like personnel or equipment. For instance, a photoshoot can’t proceed without a photographer and camera.
• Software-based dependencies rely on technology infrastructure to function. For example, implementing frontend features depends on setting up the backend server infrastructure first.

External dependencies in project management

External dependencies fall outside of your control, and of the following could cause project delays:

• Supply chain-based dependencies rely on external suppliers or vendors to deliver materials or components. Building projects may be delayed if steel deliveries are late, for example.
• Weather-based dependencies are influenced by environmental conditions. Outdoor construction or filming projects may need to pause during heavy rain or extreme weather.
• Public health-based dependencies affect health-related issues or restrictions. For example, a global pandemic may impose travel restrictions, delaying international business projects.
• Bureaucracy-based dependencies depend on government or regulatory approvals. For example, launching a new product may require waiting for permits or compliance certifications.
• Traffic-based dependencies influence transportation delays or logistical challenges. Shipping goods to a warehouse may be delayed due to road closures or traffic congestion.
• Finance-based dependencies can also be internal. But if the project hinges on external funding, such as getting a bank loan approval, this becomes an external dependency.
• Legislature-based dependencies relate to changes in laws or policies. For example, a new tax regulation might require adjustments to a financial reporting system before it can be implemented.

Types of task dependencies

Not all project tasks link up in the same way. In more complex projects, some tasks must finish before others start, while others may run in parallel. Understanding the relationships between task dependencies is critical to building an efficient project schedule and avoiding any frustrating bottlenecks. Here are some:

• Finish to finish (FF): One task cannot finish until another task is complete. For example, the final edits of a report (Task A) must be completed so you can finalize the report layout (Task B). While waiting on these subtasks, the parent task (the report) is left pending.
• Start to start (SS): One task cannot begin before another begins. For example, streaming the live video feed during an online event (Task A) and monitoring the live chat for audience questions (Task B) start simultaneously. The chat monitoring can only begin once the live feed starts, ensuring real-time interaction with the audience.
• Finish to start (FS): One task must finish before another can start. For example, during an employee upskilling project, your workers must complete a foundational qualification Task A) before progressing to an advanced level.
• Start to finish (SF): One task cannot finish until another task has started. For example, a night-shift worker (Task A) cannot clock off until the day-shift worker (Task B) has started their shift.

Benefits of managing project dependencies efficiently

The overall benefit of managing dependencies between tasks should be clear: your project will run smoothly if you have everything running in the correct order. Here are the specific gains your project team can expect when you commit to this process:

Improved project timelines

Project timelines are mere guesswork when you don’t take all the pieces of the puzzle into account. If your current approach to effective project management involves setting out generic project stages like development, execution, and delivery, without zooming into the details, you’re not seeing the full picture. By understanding how one task affects or relies on another, you can structure your schedule appropriately to deliver your project on time.

Increased team productivity

Drawing clear links between individual project activities enhances team collaboration. If the owner of Task A understands their colleague assigned to Task B is waiting on them, they’ll (hopefully) feel compelled to work hard and hand over high-quality work to them.

Better risk management

This connect-the-dots exercise is also great at highlighting project risks. What happens if the owner of Task A is unwell and unable to complete their task? What contingency plans will you put in place to progress the flow of work to the person in charge of Task B?

Optimized resource allocation

The beauty of dependency management lies in its granularity. Hammering out the specific details at each project stage focuses the mind on the resources you require to complete the work. You may realize you lack enough skills or personnel, enabling you to proactively source and allocate resources to keep your project on track.

Greater adaptability to change

When unexpected events arise (and we all know they do), having your dependent tasks mapped out allows you to pivot quickly. You immediately know what tasks are linked, what will be impacted, and how to take back control of the situation.

Examples of project dependency by industry

Each industry has its own typical business processes shaped by the type of work they produce and the working environment. Here are some common examples of project dependencies:

• Marketing teams can only respond to social media comments once they’ve written, scheduled, and published their posts.
• Software developers will fix a product bug when they’ve located the coding problem
• Construction teams can fix your roof when the storm has passed
• Business owners may pay their annual tax bill after they’ve calculated and filed their tax forms
• Healthcare providers will schedule patient surgery after the patient has completed all pre-operative tests
• Event planners can finalize seating arrangements once they’ve confirmed the guest list
• Education institutions will start a training course once they’ve enrolled students and booked an instructor
• Film producers can edit footage after the filming phase is completed
• Retail businesses may launch a sale following an inventory restock
• Legal teams will file a lawsuit after they’ve collected the necessary evidence and documentation
• Nonprofits can distribute relief packages once they’ve secured donations and identified target communities

How to identify project dependencies

While some dependencies are glaringly obvious, you’ll need to dig deeper to understand the types of relationship between other project elements. A project manager can follow these steps to identify your dependencies:

Break down your project into detailed tasks

Begin by considering your project’s main objective to first understand what you need to complete on a macro level. For example, launching a new website would be your big picture project goal. From here, you’ll work backward to define all of the tasks that go into this major project. They might include:

• Registering a domain name
• Paying for domain hosting
• Deciding how many pages your website needs
• Determining the layout or design template for your website
• Writing copy for each page
• Optimizing the text for search engines
• Working with a graphic team to create visual elements like logos, videos, brand images, etc.
• Developing the website’s interface, including menus and navigation
• Testing website functionality before launch
• Finalizing your legal pages, for example, your privacy and terms of use policies
• Launching your website
• Sharing your website with your audience via social media, your newsletter, etc.

Analyze the sequence of activities

Working from your list, begin to sequence your tasks. The Critical Path Method is a popular technique for doing this. It works by determining the longest sequence of dependencies that will determine your project’s end date and then calculating the earliest and latest possible start date for every task.

The difference between these dates is “float time,” which represents how much leeway you have before your project completion date is affected.

Categorize dependencies

Group your dependencies into different types, such as logical, preferential, etc. This allows you to prioritize each task correctly, ensuring you’re working on the most critical dependencies first. For example, a legal team might need to review and approve certain documents before you can launch the website. This would be categorized as a logical dependency since it is necessary for regulatory compliance.

Consult stakeholders

To ensure accuracy, project managers must consult with key stakeholders to ensure they’re presenting the dependencies correctly. Stakeholders may include:

• Managers and team leads
• Specialists such as developers or web designers
• External parties, such as your customers or any outsourced providers
• Other relevant departments

Visualize your dependencies

There are numerous ways you can create a map of project tasks and dependencies, from brainstorming on a whiteboard to using project management tools equipped with mind mapping and dependency diagram functionality. But the most effective way to visualize dependency relationships is to display them clearly on a Gantt chart, which can easily be updated as required.

Consider your blockers

So far, we’ve largely focused on dependencies that function as planned. But it’s important to identify any blockers that may prevent your workflows from running smoothly, for example, if a critical team member needs to take leave unexpectedly. Data Ops professional Octavian R. explains,

One challenge in identifying dependencies is stakeholders’ reluctance to spend time upfront in ‘hypothesizing’ what could go wrong. Stakeholders’ anxiety about getting things done as soon as possible can cloud the planning phase. It’s important to educate them on how risk is greatest at the beginning of the project and how reducing it requires turning unknowns into knowns.

Validate your dependencies

Once you’ve considered every possible angle and mapped out all your dependencies, complete the planning cycle by returning to your stakeholders and asking them to validate your findings.

Best practices in dependency management

A project manager and their team can follow these tried-and-tested best practices to ensure effective dependency management.

Identify dependencies early

Pinpointing all potential dependencies should be one of your first steps when putting together your project plans. This allows you to understand the scope and complexity of your project, as well as anticipate potential roadblocks.

Keep track of updates

Review and update your dependencies regularly as changes occur throughout the project lifecycle. This will ensure your project stays on track and any changes in dependencies are accounted for.

Ensure every dependency has an accountable owner

Knowing who is responsible for a dependency is just as important as knowing it exists. Otherwise, Task B’s owner will be waiting forever, while Task A’s owner isn’t aware they have work to do. Communicate ownership using a shared document that your entire team has access to or collaborative project management software.

Manage dependencies in monday work management

monday work management provides a collaborative space for tracking your entire project, including its dependencies, timeline, task owners, and more. Built on top of the monday.com Work OS, monday work management supports cross-departmental project teams in reaching their shared goals faster. Here’s how you can use our platform:

• Plan, manage, and collaborate on projects from a central location: monday work management is a workspace you can use to bring all the pieces of the puzzle together. Use it to define your project strategy, gain visibility on bottlenecks, and share essential updates with team members. Built-in automations also enable you to hand tasks over to the next person in the chain using notifications.

• Visualize your dependencies using Gantt Charts. monday work management allows you to choose strict or flexible settings for your charts, which impacts how your dependencies are displayed if you make any schedule adjustments. Flexible means your connected tasks will only be changed if there are overlaps, while strict applies the exact timeline to subsequent tasks in the dependent chain.

• Prioritize tasks, assign ownership, and create realistic project schedules: Add all your project details to your monday work management board, including your timeline, and relevant dates in the dependency column. Flick between your board or the Gantt Chart view according to your preferences.

• Gain access to project resources: monday work management ensures you have all the resources you need to hit every project milestone on time. Built-in approval processes make it easy to gain sign-off, while team planning boards allow you to plan workloads efficiently.

• Divide tasks into manageable steps: Break larger dependencies down into to-do lists to keep your efforts focused on your specific role in the parent task.

Tracking project dependencies in monday work management ensures everyone is moving in the same direction with the same purpose—to reach a successful project conclusion. Kick off the process by taking a free trial of monday work management.