Dependencies In Project Management: Definitions & Types [2025]

Are you wondering what dependencies are in project management and how you can set them up?

Some projects feel like you’re herding cats – one delay here, a missed task there, a misunderstanding between the different teams, and your timeline ends up in shambles.

The secret to avoiding chaos is none other than dependencies: the invisible threads that tie tasks together and indicate what needs to be done before another task can be started.

In this article, I’ll go over everything you need to know about dependencies, including how to identify and set them up properly.

But first, let’s get started with the basics: 👇

What are dependencies in project management?

Dependencies in project management are the relationships between tasks that determine their sequence and ensure logical workflow progression.

The goal of these interdependencies is to clarify how tasks rely on each other, such as one activity requiring completion of another before it can begin.

➡️ I’ve seen projects overrunning because the project lead did not plan that a task would need approval from someone external or, worse, did not know that something else had to be finished before they could start the task.

Properly managing dependencies will help you prevent bottlenecks, streamline resource allocation, and maintain project timelines.

For example, the SEO team cannot start publishing article content until there is an article template built by the development team where they can publish their content.

But why do we need project dependencies in the first place?

The reason why we need project dependencies is that they establish the logical sequence of tasks so work can progress efficiently and that we can minimize bottlenecks.

Dependencies help us:

More accurately schedule tasks.
Better optimize our resources.
Plan for and mitigate risks by clarifying the task relationships and highlighting critical paths*.
Calculate how long every task and sub-task is expected to take.

For example, a software development team cannot begin user testing until the coding phase is completed.

*Critical path: The critical path is the longest sequence of interdependent tasks in a project that determines the shortest possible completion time, where any delays directly impact the overall timeline.

What are the different types of task dependencies in project management?

There are 4 different types of task dependencies: Finish-to-Start, Finish-to-Finish, Start-to-Start, and Start-to-Finish:

Finish-to-Start (FS): Task B cannot begin until Task A is completed, like installing flooring after pouring a foundation.
Finish-to-Finish (FF): Task B cannot finish until Task A is completed, such as finalizing a report only after all data analysis concludes.
Start-to-Start (SS): Task B cannot start until Task A begins, like framing walls once site excavation starts.
Start-to-Finish (SF): Task B cannot finish until Task A starts, such as ending overnight security shifts once morning staff arrive.

What are the benefits of identifying and managing dependencies?

The main benefit of identifying and managing dependencies is the ability to plan tasks in advance and ensure there will not be bottlenecks in the PM workflow.

Here are the other benefits of dependencies:

Effectively allocate resources: You can ensure a balanced distribution of labor, materials, and tools.
Proactive risk mitigation: Dependencies help our team identify blockers early on so we can highlight potential delays or conflicts with tasks.
Cost savings in the long run: Your organization will save money in the long run because you’ll have planned for unexpected expenses associated with waiting for another task to be completed.
Improving collaboration, which is especially important if you are working with freelancers or if you do enterprise project management.
Quality assurance, if you can set up dependencies that aim to double-check the work being done on the project and if it adheres to safety standards, such as architectural project management work.

What are the different categories of dependencies?

There are 5 categories of dependencies, including logical, resource, preferential, external, and cross-team.

Each category reflects the reason or nature of the relationship between tasks or activities.

Here’s a breakdown of the different categories:

How to identify and set up dependencies in project management

Here’s our 4-step process of identifying and setting up dependencies for your projects that we use here at SmartSuite:

1. Consider all of the tasks that need to be completed for the project

The first step is to list all the tasks required for the project.

For each task, the goal is to determine whether it depends on the completion of another task or serves as a prerequisite for another.

➡️ I’d recommend that you speak with your team members and stakeholders to uncover hidden dependencies that might not be immediately apparent.

For example, a development task may rely on outputs from a finance task, such as equipment procurement.

💡 Another way to approach would be to analyze the requirements of each task to ensure they align with project goals and look to identify any missing activities.

2. Visualize the dependencies

The next step is to visualize the dependencies using a project management tool like a Gantt chart, flow charts, histograms, or scatter diagrams.

I personally prefer using Gantt charts as they allow my team to visualize the entire workflow of the project.

Learn more about SmartSuite’s Gantt chart view:

Gantt charts can help you map out the relationships between tasks, as you can identify the "predecessor" tasks (those that must be completed first) and "successor" tasks (those dependent on predecessors).

You can use SmartSuite’s Gantt charts with its Dependency Field that supports:

Predecessors: Tasks that need to be completed before the current task can start.
Successors: Tasks that depend on the completion of the current task.

You can represent the different types of dependencies (e.g., Finish-to-Start or Start-to-Start) to visually clarify how tasks overlap or follow one another.

Not a fan of Gantt charts?

You can still use the Dependency Field on Grid View (that looks like a sheet):

You can do that in 3 easy steps inside SmartSuite:

Open a record in Record View.
Click the + icon next to an existing field to add a Dependency field below it.
Configure the field that appears in the modal.

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3. Set up an automation to block and unblock tasks

The next step that you can do with a project management tool like SmartSuite is to leverage our no-code automation builder.

For example, you can:

Automatically change the status of a task to "Blocked" when its prerequisite is incomplete.

Update the status to "To Do" or "Ready" once the blocking task is completed.
Implement workflows that notify team members about changes in task statuses, ensuring smooth transitions and reducing delays.

With SmartSuite, teams can create custom automations that track blockers and unblock tasks dynamically based on their pre-defined conditions.

Here’s how you can block and unblock dependent tasks with SmartSuite’s automation:

4. Regularly monitor & adjust the dependencies

Last but not least, you want to continuously review and update the dependencies throughout the project lifecycle.

As the tasks are evolving and/or new challenges arise, the dependencies on your project might need adjustments.

This is why I’d recommend you use SmartSuite’s dashboards that let you aggregate any of your data into a single view to keep track of all tasks.

Your team can understand relationships, evaluate dependencies, and track metrics that measure the state of your project.

You can use SmartSuite's dynamic widgets to embed charts, calculate and track metrics, or summarize in tables.

➡️ This will help you identify when someone is waiting on a dependency.

Examples of dependencies in real-world project management

I wanted to end this article by going over a few examples of what dependencies look like in (hypothetical) real-world situations: 👇

Event Project Management

Venue booking depends on securing funding and confirming the event date.
Marketing efforts depend on finalizing the event theme and speaker lineup.
Catering arrangements depend on confirming the number of attendees and dietary preferences.
Event schedule planning depends on securing commitments from speakers or performers.

Construction Project Management

Pouring the building foundation depends on completing site excavation and grading.
Framing the structure depends on the foundation being fully cured and inspected.
Installing electrical wiring depends on the completion of framing and wall construction.
Painting interior walls depends on drywall installation and finishing.

Architecture Project Management

Developing detailed construction drawings depends on client approval of schematic designs.
Submitting permit applications depends on the completion of finalized architectural plans.
Coordinating with structural engineers depends on the completion of initial architectural layouts.
Selecting interior finishes depends on the finalized floor plans and spatial layouts.

Get Started with SmartSuite & Our Workflow Management Templates For Free

Well, that was it – our complete guide on dependencies, including dependency identification, management, and visualization.

SmartSuite’s platform offers just the right customization, native collaboration capabilities and a library of 200+ project management templates to help you identify, track, and deal with dependencies in your projects.

Here’s what's in it for your team when you try SmartSuite:

Access to a generous free plan with features including multi-board views (Kanban, Chart, Map, Timeline, Card, and Calendar), 100 automations/month, and 40+ field types, including formula and linked record fields.
No-code automation builder to set up to 500,000 trigger/action workflows.
Built-in productivity tools, including time tracking, status tracking, and checklists.
Team collaboration and planning tools such as whiteboards and SmartSuite docs.
Resource management across projects and teams.
40+ field types, including the option to add your custom fields.

Or, if you’d like to talk to our team of experts, schedule a demo.

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