Cross-project scheduling is a feature that enables you to create scheduling relationships between tasks that sit in different projects. Rather than managing timelines in isolation, this functionality allows teams to coordinate their efforts when their projects are interdependent. For example, if one project’s task cannot start until a task in another project is completed, you can use cross-project scheduling to formalise and automate that relationship. By doing so, you can improve coordination between teams, increase visibility into project interdependencies, and reduce the risk of misaligned timelines and missed deadlines.

What problem does it solve?

In many organisations, projects are interconnected; work in one team or workstream often relies on progress made elsewhere. Without a way to reflect these links, project managers are left to manually track dependencies across schedules, relying on conversations or spreadsheets. This manual process is time-consuming, error-prone, and can easily result in:

• Misaligned schedules where dependent work starts too early or too late.

• Communication gaps between teams.

• Delays that aren’t identified or escalated in time.

Cross-project scheduling resolves these issues by introducing formal, trackable dependencies between tasks across different projects. It ensures that when one schedule moves, connected schedules move with it, giving you confidence in the accuracy of your plans.

The below image shows the schedule plan for the Digital Marketing Campaign project. The task 'Start Website Promotions' cannot start before the New E-Commerce Website Development project has gone live. By using the cross project scheduling functionality, this dependency is explicitly tracked and any changes to the Go-Live & Launch task dates will be reflected in the Digital Marketing Campaign project.

When should you use it?

You should use cross-project scheduling when work in one project depends on the timing of work in another. Typical scenarios include:

• A task in your project must wait for the completion or start of a task in another project.

• You are running a programme of work with multiple projects that need to be synchronised.

• You want to proactively manage the impact of delays or changes in one project on another.

Using this feature helps formalise expectations and improve coordination between teams, particularly when projects are managed by different owners or departments.

How it works

Cross-project scheduling works by creating a dependency between two tasks; one in your project and one in another. The project initiating the dependency is known as the declaring project, while the project it links to is the target project.

Once a dependency is declared, a handshake request is sent to the target project. The project manager of the target project must accept the handshake by linking the dependency to a relevant task in their schedule. Only then does the dependency become active and influence scheduling.

Dependency types

There are three types of cross-project scheduling dependencies available:

1. Finish-to-Start (FS): The task in your project cannot begin until the linked task in the target project is completed.

2. Start-to-Start (SS): Your task must begin at the same time as the linked task in the target project.

3. Finish-to-Start (Reverse): The task in the target project cannot begin until your task is completed. This is useful when your work enables others to begin theirs.

These options provide the flexibility to model different kinds of scheduling relationships between teams and phases.

The Handshake process

When a dependency is declared, the target project is notified with a handshake request. The handshake ensures that both sides are aware of the scheduling link and agree on which tasks are involved. The process works as follows:

• The target project receives a notification and reviews the request.

• The project manager selects the appropriate task in their schedule to link the dependency.

• Once accepted, the dependency becomes active and will automatically influence task dates where appropriate.

• If the handshake is rejected or left unlinked, the declaring project is notified.

This two-way process helps ensure transparency and mutual agreement when linking work across projects.

Notifications you’ll receive

To keep you informed, the system will send notifications when:

• A dependency has been declared on your project.

• A handshake request has been accepted or rejected.

• A dependency has been cancelled.

• The start or end dates of a linked task have changed.

These updates ensure you have visibility into changes that could affect your schedule, even when they originate in other projects.

Best Practices

To get the most value out of cross-project scheduling:

• Discuss dependencies early: Coordinate with other project managers before creating links.

• Use clear task names: Ensure tasks involved in dependencies are easy to identify.

• Name your dependencies thoughtfully: Give each dependency a title that reflects its purpose.

• Monitor impact: Use reporting and notifications to stay on top of changes.

• Keep dependencies current: Remove or update links as project scopes and timelines evolve.

Cross-project scheduling helps bring structure, clarity, and accountability to complex project environments. It’s especially valuable when multiple teams are working towards a common goal but delivering on separate timelines.