What is lag time?

The meaning of lag time is straightforward: the delay between when one task ends and when another dependent task can begin. To define lag time more technically, it's the mandatory waiting period between linked activities in a project.

Here's a real-world example: When launching a new software feature, your development team has completed the code, but there's a 24-hour period between completion and deployment during which automated testing and security scans run. This interval is the lag time—the gap between when one task ends and another can begin.

How lag times affect project timelines

Lag time directly impacts project schedules. A delay between tasks affects the immediate activities and can cascade through the project timeline. Based on these gaps between tasks, teams might need to adjust their schedules, reallocate resources, or revise delivery dates.

Project managers need to track these delays carefully within their project schedule. Even small lag time can accumulate, especially in complex projects with multiple dependent tasks. Understanding these potential delays helps teams create more accurate timelines and set realistic expectations.

Common causes of lag time

Lag time occurs for three main reasons: task dependencies, resource limitations, and external factors. Understanding these helps project managers identify and address delays before they impact the entire project.

Dependencies between tasks

Task dependencies create natural transition points in projects. Some activities simply cannot start until others finish. Time management is crucial when dealing with these sequential tasks. Project managers must identify these dependencies early and understand their impact on the workflow. With Jira, you can visualize and map dependencies so your teams can pivot quickly when plans change.

Resource availability and allocation

Resource constraints often create lag time in projects. Teams face delays when personnel, equipment, or materials aren't available exactly when needed. Resource planning involves coordinating these elements to minimize gaps between tasks.

Effective project managers track resource availability across multiple projects. They use resource planning tools to identify potential bottlenecks and adjust schedules accordingly. This proactive approach helps prevent unnecessary delays due to resource conflicts.

External factors

External dependencies, such as vendor deliveries, client approvals, or regulatory requirements, can cause project lag time. These factors often lie outside the project team's direct control but significantly impact project flow.

Experienced managers build buffer time into their project schedule to account for these external factors. They communicate closely with outside stakeholders and develop contingency plans for common delay scenarios.

Improved project efficiency

Managing lag time helps maintain steady project progress. When teams understand the timing between tasks, they can better coordinate their efforts, leading to smoother transitions and fewer unexpected delays. When project managers actively reduce lag time, they can compress project schedules without sacrificing quality. Tasks flow naturally from one to the next, eliminating unnecessary waiting periods that often plague projects.

Consider a software development team launching a new mobile app. Poorly optimized workflow management might mean the design team completes their work, but the developers don't start for three days due to unclear handoff procedures. After development, there's another two-day delay before QA begins testing. 

With effective lag time management, the team implements clear handoff protocols and overlapping phases. Designers share early prototypes with developers, who begin backend work in parallel. QA engineers review completed features immediately, reducing the total project duration by nearly a week.

Better resource allocation

When project managers minimize lag time, they prevent teams from sitting idle between tasks. Rather than having developers wait for design approvals or QA engineers wait for code to test, they can schedule resources to transition seamlessly between projects or tasks. This efficient allocation keeps skilled team members fully utilized and engaged.

When teams eliminate unnecessary downtime, companies reduce overtime costs and avoid hiring temporary staff to meet deadlines. A project manager who properly manages lag time can often complete projects with fewer total resource hours, directly impacting the bottom line.

Enhanced scheduling

Managing lag time creates more reliable project timelines because project managers can accurately account for the true duration of task transitions. Instead of making rough estimates, they can use historical data about typical lag times to build realistic schedules that reflect working patterns and dependencies.

Project managers who track lag time patterns can spot potential delays early. For example, if certain approval processes consistently take longer than planned, they can adjust future timelines accordingly or implement new workflows to reduce these delays. 

Increased productivity

Reducing lag time eliminates the productivity dips when teams start and frequently stop work. When team members can maintain their workflow without unexpected pauses, they stay in their productive zone and maintain momentum on complex tasks. This consistent engagement leads to higher-quality work and faster completion times.

Consider a web development project with frequent handoffs between design and development teams. Reducing the lag time between design approvals and development from several days to one day can significantly increase feature completion rates. Teams that aren't constantly forced to switch between tasks or wait for approvals maintain their momentum and focus much better.

Stronger risk management

Project managers who actively track lag time can identify potential bottlenecks before they cause major delays. By monitoring the gaps between tasks, they find patterns that indicate underlying problems,  like resource constraints or process inefficiencies. This early warning system allows teams to address issues before they cascade into more significant schedule problems.

Risk management strategies that account for lag time create more resilient project plans. Teams can build appropriate buffers into high-risk transition points, develop contingency plans for common delay scenarios, and establish clear escalation paths when lag time exceeds acceptable thresholds. These preventive measures significantly improve project success rates by containing the impact of unavoidable delays.

How to manage lag time efficiently

Most teams struggle with lag time because they don't have a clear plan for dealing with it. While you can't eliminate all delays between tasks, you can reduce their impact with these practical techniques:

• Set up automated dependency tracking: Configure your project timeline software to automatically flag when dependent tasks are at risk of delay. This early warning system helps prevent cascade failures in your schedule.
• Build buffer time strategically: Instead of padding every task, add time buffers only to high-risk transition points. This targeted approach maintains schedule efficiency while protecting against common delays.
• Implement clear handoff procedures: Create standard processes for transferring work between teams or departments. Well-defined handoffs reduce confusion and prevent unnecessary waiting periods.
• Use automated notifications: Set up alerts to notify team members when predecessor tasks are nearing completion. This advance notice helps teams prepare for their upcoming work and reduces transition time.
• Track actual versus planned lag time: Measure the time between tasks and compare it to estimates. This data helps teams identify problem areas and improve future planning.
• Establish communication protocols: Define how and when teams should communicate about task completion and handoffs. Clear protocols prevent delays caused by missing or delayed information.
• Review and optimize regularly: Analyze lag time patterns monthly to identify opportunities for process improvements. Regular reviews help teams spot emerging issues before they become major problems.

Lag time vs. lead time

Project managers must differentiate between and track lead time vs. lag time. Lead time and lag time measure two different types of timing. Lead time is the total duration from when work starts until final delivery. It's essentially how long the whole project or task takes from beginning to end. Lag time specifically measures the gaps between connected tasks, like the waiting period between when one team finishes their part and another team starts theirs.

Take an app development project, for example. The lead time spans from the initial concept to the app store launch — say, 12 weeks total. Within that timeline, you'll encounter lag time between specific tasks: a three-day wait between design approval and development kickoff or a two-day pause between code completion and QA testing. 

Understanding both metrics helps you plan more accurately: lead time gives you the big picture for client deadlines, while lag time enables you to schedule your team's day-to-day work.
 

Tools for managing lag time

The right project management tools make all the difference in tracking and reducing lag time. Here's how to stay on schedule:

• Use Gantt charts for visual planning: With timeline views, you can see task dependencies and timing at a glance. These visual tools help you spot potential delays and adjust schedules before problems occur.
• Implement resource calendars: Use project scheduling software to track team member availability and workload to prevent delays caused by resource conflicts. Smart resource planning helps you avoid unnecessary lag time between tasks.
• Try Jira's timeline templates: Start with pre-built project templates to track dependencies and lag time. Jira's timeline template gives you a head start on proper project setup and time management.
• Create custom workflows: Set up automated notifications and approval processes to keep work flowing smoothly between stages. Well-designed workflows reduce unnecessary waiting periods between tasks.

Optimize lag time management with Jira

Jira provides robust features for tracking task dependencies and timing. Customizable workflows let teams monitor lag time effectively while maintaining visibility across the project. Road mapping tools help managers identify potential timing issues before they impact deliverables.

Teams using Jira can create detailed timelines that account for planned and actual lag time between tasks. These insights help project managers make data-driven decisions about resource allocation and schedule adjustments, leading to more predictable project outcomes.

For complex projects with multiple dependencies, Jira's roadmap features help you visualize and manage relationships between tasks, including parent and child issues. Learn more about structuring your project timeline effectively in our guide to basic roadmaps.