Dependencies

What are Dependencies?

In project management, dependencies refer to the relationships between tasks—specifically, how one task relies on another to begin or be completed. These task relationships are essential for planning and executing complex projects, where the timing and order of activities can significantly impact outcomes.

In higher education, where initiatives often involve multiple stakeholders, units, and approval processes, managing dependencies is crucial for maintaining momentum and avoiding unnecessary delays.

There are four main types of dependencies to be aware of:

• Finish-to-Start (FS): Task A must finish before Task B can start.
• Start-to-Start (SS): Task A must start before Task B can start.
• Finish-to-Finish (FF): Task A must finish before Task B can finish.
• Start-to-Finish (SF): Rare, but Task A must start before Task B can finish.

Check out this YouTube video to see examples of these types of dependencies.

What are the benefits of using Dependencies?

Proactively identifying and managing dependencies offers several benefits:

• Improved Planning Accuracy: Knowing which tasks are linked helps create a more realistic timeline and reduces surprises.
• Better Resource Management: Dependencies help avoid overloading individuals or teams by identifying potential bottlenecks.
• Risk Reduction: Anticipating task relationships makes it easier to spot points of failure and build in buffers.
• Enhanced Team Collaboration: When teams know how their work impacts others, it fosters shared accountability and smoother coordination.
• Supports Tools Like Milestones and Dashboards: Dependencies inform when and how milestones are reached and feed into your dashboard for clearer progress tracking.

Where might you see Dependencies in higher education?

Dependencies show up across many higher education project contexts, including:

• Curriculum development, for example, a new course proposal may depend on approval from multiple committees before scheduling can begin.
• Policy updates, for example, revising a student policy might require coordination between legal, student affairs, and faculty senate offices—each step dependent on the previous.
• Technology implementation, for example, rolling out a new learning management system may require completing faculty training before the full launch.
• Strategic initiatives, for example, a new retention initiative might depend on the completion of feasibility studies or on the outcomes of related projects.

Understanding these interconnections helps teams move forward without unanticipated delays.

A step-by-step guide to managing Dependencies

1. Start with a detailed list of activities involved in your project or initiative.
2. Determine where tasks depend on each other. Use the four types of dependencies to describe each relationship accurately.
3. Tools like Gantt charts, flowcharts, or project management software (e.g., Asana, Trello, Smartsheet) can help illustrate task order and overlaps.
4. Integrate dependencies into your timeline and charter to reflect task sequencing and necessary coordination points.
5. Check in frequently during the project to ensure that preceding tasks are completed before dependent tasks are scheduled to start.
6. Keep a record of task relationships in a shared project plan or change log, and update stakeholders as needed when adjustments are made.

Reflective questions

• Where in your current projects might hidden dependencies be causing delays?
• How do you currently communicate task relationships within your team or across departments?
• What tools or methods do you use (or could use) to track and visualize dependencies?
• How might clarifying dependencies improve coordination and accountability in your next project?
• What’s one project where documenting dependencies could make a big impact right now?