When it comes to managing projects—especially in customer onboarding and implementations—understanding the types of dependencies that exist between tasks is critical. Dependencies define how tasks are connected and dictate the flow of work. In the world of project management, dependencies are typically categorized as either hard or soft. Knowing the difference between the two can mean the difference between a seamless project and a chaotic one. Let’s break it down.
What Are Hard Dependencies?
The Non-Negotiables
Hard dependencies are those "must-happen-this-way" relationships between tasks. They’re the tasks that absolutely have to happen in a specific sequence for the project to make sense. These aren’t just guidelines—they’re requirements driven by logic, technical limitations, or even legal regulations.
Examples of Hard Dependencies
Your team can’t configure a customer’s system until the hardware is installed.
A go-live date can’t happen until the necessary compliance certifications are locked down.
A project phase can’t begin without the required sign-offs.
Pros of Hard Dependencies
Clarity: The path forward is clear, leaving little room for interpretation.
Structure: Tasks align in a logical sequence, reducing confusion.
Risk Control: Enforces the necessary steps to avoid costly errors.
Cons of Hard Dependencies
Inflexibility: These dependencies are rigid, so delays in one task ripple through the timeline.
Potential Bottlenecks: Progress can grind to a halt if a critical task is stalled.
Resource Challenges: Precision is needed in timing resources to avoid wasted effort.
What Are Soft Dependencies?
The Nice-to-Haves
Soft dependencies are more like preferences than mandates. These tasks are connected, but they don’t absolutely have to follow a specific order. They’re often based on best practices, efficiency goals, or stakeholder requests. Think of them as flexible guidelines that can shift if the situation calls for it.
Examples of Soft Dependencies
Running a training session before launching a tool—helpful, but not strictly required.
Scheduling customer feedback sessions after draft deliverables, rather than during development.
Assigning work based on team bandwidth rather than following a fixed sequence.
Pros of Soft Dependencies
Flexibility: Makes it easier to adapt to changes in priorities or resources.
Efficiency: Opens the door for optimizing workflows.
Customization: Lets you align with a client’s specific needs or preferences.
Cons of Soft Dependencies
Ambiguity: If not clearly defined, they can cause misalignment.
Risk of Over-Adjusting: Being too flexible can derail focus.
Subjectivity: Decisions might hinge on personal preferences rather than clear logic.
Hard vs. Soft Dependencies: What Sets Them Apart?
Aspect | Hard Dependencies | Soft Dependencies |
Nature | Non-negotiable, mandatory | Flexible, discretionary |
Impact | Critical for success | Can be adjusted as needed |
Flexibility | Low | High |
Risk | Delays can derail the entire project | Adjustments can help mitigate risks |
Examples | Compliance approvals, system installations | Training sessions, resource allocations |
FAQs
How do I choose which dependencies are used for a template? You can turn Hard Dependencies ON by editing the template and toggling the Hard Dependencies feature ON. By toggling it OFF, Soft Dependencies will be enabled.
How do I choose which dependencies are used for a project? By default Soft Dependencies will be enabled (unless Hard Dependencies are toggled on on the Template level). However you can enable Hard Dependencies per project by going to Edit Templates within the project >>> Toggle the Hard Dependencies feature ON.
What are best practices? It all depends on the type of projects you are running. With hard dependencies people cannot work on future tasks if their tasks' dependencies haven't been met. We generally recommend using soft dependencies because there is messaging in place that will notify the customer that they cannot work on something yet. Additionally, with Hard Dependencies if a key task that was completed gets "uncompleted" then all tasks in that dependency chain will have their status reset to "Not Started"
Final Thoughts
The balance between hard and soft dependencies is the secret sauce of effective project management. Hard dependencies provide the backbone of a project—unshakeable and essential. Soft dependencies, on the other hand, give you the flexibility to adapt and optimize as you go. When you manage both with intention, you’re setting yourself up for a smoother, more efficient implementation process.
At the end of the day, dependencies aren’t just about connecting tasks—they’re about connecting the dots to deliver real value for your customers.