Dependency Mapping

Welcome the team and explore each section of the worksheet:

Systems Impacted: Identify which systems, both upstream and downstream, will affect or be affected by your work. You should try to be as comprehensive as possible when filling this out — no impact is too small to include. You'll ideally continue to use this dependency mapping document throughout the project, so make sure you include details about how each system will be affected.

Risks and mitigations: Brainstorm and list any and all potential risks to the project. Some examples might include budget or material shortages, upcoming holidays, leadership changes, or logistics challenges. Once you’ve listed the risks, you’ll want to come up with a plan to mitigate them.

Feedback loops: Consider this the action plan for managing the dependencies and risks you've just articulated. Each of those sections has spots to note the owner of the dependency or risk. Here, you’ll gather them all in one place, along with a feedback cadence (say, weekly or monthly) and any relevant notes. The goal is to make sure information flows freely among relevant teams.

Now it’s time to fill out your Dependency Mapping worksheet.

As a team, brainstorm and document all the systems impacted by your work. Once you have an exhaustive list, articulate the following for each item:

• Owner: the team and/or main point of contact for the system.
• Type of impact: how your work relates to the system.
• Description of impact: details to build a shared understanding among team members and stakeholders.

If you find you need more space, don’t hesitate to expand your documentation beyond the Dependency Mapping worksheet. For example, your team might want to include extra details in a separate document so that stakeholders can easily get up to speed.

Now is the time when you get to vent all your worst fears about the project. Give everyone 3-5 minutes to independently brainstorm risks, and then have everyone share with the group. Document the agreed-upon risks in the Dependency Mapping worksheet. You’ll include:

• Risk: anything that could potentially derail the project.
• Level of impact: high, medium, or low.
• Mitigation plan: how you will respond if the risk becomes reality. 
• Owner: the member of your project team leading the mitigation plan.

The owner column on the dependency map is extremely important. You want to make sure the right person is taking charge of managing each risk — someone with experience in the area and a strong ownership mindset.

And remember — nothing is off the table. It’s better to discuss potential risks ahead of time and have a plan in place than to find out about risks for the first time during a critical phase of the project.

Now that the complex web of dependencies around your project has been laid bare, it's time to get proactive about managing it all. Look back at all the risks and dependencies you've highlighted and articulate the following for each item:

• Stakeholder: the person with whom you will partner to ensure alignment.
• Review cadence: weekly, monthly, or quarterly. 
• Feedback notes and actions: share updates after your weekly/monthly/quarterly stakeholder conversations.

Some of your dependency impacts or risk mitigation plans may require additional time for research or development. Assign these as actions now and document them in this section.