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Understanding Task Dependencies

What Are Dependencies?​

A dependency means one task can't start until another task finishes.

Real-world example:

  • You can't "Install formwork" until "Site grading complete" is done
  • You can't "Receive SSSP approval" until "Submit SSSP to safety director" is done

It's like a chain: one link has to connect before the next one can move.

Independent vs Dependent Tasks​

Every task in Podio has a field called Ind or Dep with two options:

Independent Tasks​

  • Can be started right away
  • Don't wait for anything else
  • Show Status = In Progress by default when created (or Pending if not yet assigned/started)

Examples:

  • "Project Manager Kickoff Meeting"
  • "Order materials for formwork"
  • "Review contract documents"

Dependent Tasks​

  • Wait for another task (or tasks) to be completed first
  • Show Status = Pending until their prerequisite is done
  • Have a Dependencies field that shows what they're waiting on

Examples:

  • "Receive SSSP Approval" (waits for "Submit SSSP to Safety Director")
  • "Install forms" (waits for "Complete site grading")
  • "Final inspection" (waits for "Punch list complete")

Task showing Ind or Dep = Dependent and Dependencies field listing prerequisite task

How Dependencies Work (Automatic!)​

Here's the magic of the system:

Step 1: Dependent Task is Created​

  • When a project is created, all tasks for all stages are created automatically
  • Dependent tasks start with Status = Pending (red)
  • The Dependencies field shows what task(s) it's waiting on

Step 2: Someone Completes the Prerequisite​

  • The person responsible completes the prerequisite task
  • Changes it to Status = Complete (green)

Step 3: Automation Kicks In​

Within a few seconds, the system automatically:

  1. Finds all tasks that were waiting on the completed task
  2. Changes their Status from Pending to In Progress (yellow)
  3. Sends a notification to the person responsible for the dependent task

Step 4: Work Continues​

  • The newly unlocked task is now ready to work
  • The responsible person was notified
  • The workflow moves forward smoothly

Before/After showing Pending task becoming In Progress after dependency completes

Example Workflow: SSSP (Site Specific Safety Plan)​

Let's walk through a real dependency chain:

Task #Task NameTypeStatusDependencies
12Prepare SSSPIndependentIn ProgressNone
13Submit SSSP to Safety DirectorDependentPendingTask #12
14Receive SSSP ApprovalDependentPendingTask #13
15Post SSSP on SiteDependentPendingTask #14

What happens:

  1. Day 1: Field coordinator works on Task #12 "Prepare SSSP"
  2. Day 2: Field coordinator marks #12 Complete → Task #13 automatically goes to In Progress, PM gets notified
  3. Day 3: PM submits SSSP, marks #13 Complete → Task #14 automatically goes to In Progress, Safety Director gets notified
  4. Day 5: Safety Director approves, marks #14 Complete → Task #15 automatically goes to In Progress, Foreman gets notified
  5. Day 6: Foreman posts SSSP on site, marks #15 Complete → Chain done! ✅

All the status changes from Pending → In Progress happened automatically. No one had to remember to manually unlock the next task.

Why Dependencies Matter​

1. Prevents Work Out of Order​

You can't accidentally start "Pour concrete" before "Inspect forms" is done. The system enforces the sequence.

2. Automatic Notifications​

When your task becomes ready, you get notified. You don't have to constantly check or guess when you can start.

3. Visibility for PMs​

Project Managers can see:

  • What's blocking progress (look for Pending tasks with dependencies)
  • Where bottlenecks are (if one task is holding up 5 others)
  • Who needs to complete their task to keep things moving

4. Coordination Without Meetings​

Instead of "Hey Bob, did you finish X so I can start Y?", the system tells you automatically.

How to Check What's Blocking a Task​

If you see a task with Status = Pending and Ind or Dep = Dependent:

  1. Open the task
  2. Look at the Dependencies field
  3. It will show the task(s) that need to be completed first
  4. Click that task to see:
    • Who's responsible
    • Current status
    • When it's due

Task Dependencies field showing linked prerequisite task

How to Check What's Waiting on You​

If you want to see what tasks are blocked by your current task:

  1. Open the task you're working on
  2. Look at the Dependencies field on other tasks in the same stage
  3. Or ask your PM - they can filter tasks waiting on specific prerequisites

[NEEDS VERIFICATION: Is there a way to see "downstream" dependencies easily? Or does this require manual checking?]

Common Dependency Chains in Pre-Construction​

Here are typical sequences you'll see:

Permit Flow:

  1. Identify required permits (Independent)
  2. Submit permit applications (Dependent on #1)
  3. Receive permits (Dependent on #2)

Safety Flow:

  1. Prepare SSSP (Independent)
  2. Submit SSSP (Dependent on #1)
  3. Receive SSSP approval (Dependent on #2)
  4. Post SSSP on site (Dependent on #3)

811 Locate Flow:

  1. Call 811 (Independent)
  2. Wait for locate marks (Dependent on #1)
  3. Document locate marks (Dependent on #2)

What If Dependencies Are Wrong?​

Sometimes the template sequence doesn't match reality. For example:

  • Two tasks could actually be done in parallel but are set as sequential
  • A task depends on something not tracked in Podio

If you're a PM and need to adjust:

  • You can manually change Status from Pending to In Progress to override
  • You can edit the Dependencies field to add/remove relationships
  • You can reassign the task to someone else

If you're field crew:

  • Don't change dependencies yourself - talk to your PM
  • If you think you can start a Dependent task early, check with PM first
  • Don't mark tasks Complete that aren't actually done (it will unlock the chain)

Tips for Working with Dependencies​

✅ Do:

  • Check Dependencies field if your task is stuck in Pending
  • Complete tasks as soon as they're done (don't delay - you might be blocking others)
  • Communicate with your PM if a dependency doesn't make sense

❌ Don't:

  • Mark tasks Complete if they're not actually done (this breaks the chain)
  • Manually change Dependent tasks to In Progress without checking with PM
  • Ignore Pending status - there's usually a good reason

The Big Picture​

Dependencies are like a construction schedule built into your task list:

  • The system knows what order things should happen
  • It automatically moves work forward when prerequisites are met
  • It prevents mistakes and keeps everyone coordinated
  • It saves time by reducing back-and-forth communication

Bottom line: If your task is Pending and Dependent, check what it's waiting on. If your task is Complete, you might be unlocking someone else's work - and they'll get notified automatically.

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