Breaking down a project into manageable tasks and phases is essential to successful project management. A work breakdown structure (WBS) can be such a valuable tool.
This article will walk you through creating a work breakdown structure (WBS) and show how it can improve and deliver a project.
Creating WBS is a required part of project management and an essential part of the project management plan because it breaks the tasks and phases of the project into small elements, making it easy to be managed effectively.
What is Work Breakdown Structure (WBS) in Project Management
A work breakdown structure (WBS) is a helpful tool that breaks a project down into smaller, more manageable tasks. It allows project managers to break down their project scope and visualize all the work needed to complete their projects.
The WBS is used for planning and outlining the project tasks appropriately.
A project is complete after the team successfully works on all the deliverables.
The WBS diagram displays each project deliverable’s task chunk or unit by their level in a layered structure. Each unit is decomposed further as reasonable.
The goal of a WBS is to make a large project more manageable. Breaking it down into smaller chunks which means work can be done simultaneously by different team members, leading to better team productivity and easier project management.
History of the WBS
According to Smartsheet, the story began in 1957 when the US Navy program was behind schedule. The team needed help to solve the delay and get back on track.
The team then developed a formula to determine tasks and estimate the effort needed for a project based on the outcome, which became known as PERT (program evaluation and review technique).
In 1962, following the development of PERT, the US Department of Defense (DOD) and NASA took the lead in formalizing the work breakdown structure (WBS) process. They published the first description of this process and began to apply it to defense organizations.
In 1987, the Project Management Institute (PMI), through PMBOK, established work breakdown structures as standard practice for a range of nonmilitary applications. “Work breakdown structure” was introduced in 1993 for corporate and other organizational project applications.
Characteristics of a WBS
An effective work breakdown structure in project management will have the following characteristics:
The WBS will contain a clear and concise statement of the project objectives so that everyone involved can understand what is to be accomplished.
It will include all needed to create and deliver the project, including all deliverables and milestones.
The WBS is broken down into smaller, more manageable pieces, i.e., phases, tasks, and sub-tasks.
It assigns each task and activity to an individual of a team on the project. By this, everyone knows who is responsible for what on the project.
It should also be adaptable to any format or platform so that team members can quickly access and act upon it wherever they are on any device.
Work Breakdown Structure (WBS) example
For the sake of simplicity, we’ll be turning a wedding plan into a project and then dividing it into chunks and eventually work packages (lowest level).
The top level of the WBS is always occupied by the final project deliverable, in this case, the wedding.
The essence of WBS is to break down the work required to create final deliverables into manageable chunks for easier planning and execution.
The project deliverable is divided into chunks on the second level, each representing a significant work component.
The chunks are subdivided into smaller units that are, in this case, presented in each of the four columns and numbered accordingly.
For instance, work to deliver the wedding project is divided into four chunks:
- Planning
- Preparation
- Execution
- Closing phase.
The first chunk, which is the planning, consists of five work packages:
- Decide the date
- Decide the venue
- Brainstorm on the decorations
- Decide the number of guests, and
- Decide on the food.
The second chunk, which is the wedding preparations, has five work packages:
- Choose and book your preferred wedding venue
- Design and create the wedding invitations
- Book a photographer of choice
- Book a caterer
- Shop for your desired wedding dress.
The third chunk, or execution phase, also consists of seven work packages:
- Gather at the venue
- Welcome guests
- Start the ceremony
- Say the marital vows
- Have the first dance
- Enjoy the party.
- Take photographs
The fourth and final chunk, which is the closing phase, has four work packages:
- Part with guests
- Gather presents
- Leave the wedding venue
- Go on a honeymoon.
This wedding planner is a simple example of a WBS. After completing each work package defined within a phase, a phase is considered complete, and completing all four stages marks the end of the project.
Types of WBS in Project Management
Typically, there are two main types of Work Breakdown Structures: Deliverable-based WBS and Phase-oriented WBS.
Deliverable-Based WBS
This type of WBS draws the relationship between project deliverables and scope. You’ll examine the project scope and divide your work into supporting deliverables. This method suits projects with a limited time frame and an obvious goal.
Phase-Oriented WBS
The phase-oriented WBS divides the project into phases containing work packages completed in stages. The phase-based WBS is suitable for projects with more extended time frames with unclear or constantly changing project goals.
There are no standing rules on using one type of WBS over the other. Adopting any of the WBS depends on the kind of project, the organization, and the choice of the project manager.
How to Create a WBS
Before creating a work breakdown structure, project managers should have a rough outline of all the activities contained in the project.
When creating the WBS, it is imperative to include the following:
- A project vision statement
- Defined project phases that depend on the project size
- A list of tasks with deliverables
Creating WBS is a required part of project management because it also helps to appropriately maintain the project scope baseline through adequate sub-division of the tasks into project phases.
You have to create a list of all critical inputs and deliverables. From that list, you will have to prioritize each.
When creating the WBS, the project manager should consider the following:
1. Start With a Brainstorming Session on the Big Picture
You start by having a meeting with everyone involved in the project. This is a critical step as people that are involved in various tasks must also be involved in the task breakdown of the WBS. Then you start dissecting the project into small tasks and sub-tasks.
It is to ensure each task becomes manageable by the individual team member to whom it was assigned.
2. Write Down Everything
The WBS should encompass all the components required to complete the project without including any extraneous or redundant details. While it’s unnecessary to include every minute detail, once you’ve established the appropriate level of detail for your WBS, it’s imperative to ensure that nothing is omitted.
3. Avoid Ambiguity
The WBS should be easy to read and understand by everyone involved in the project. It is necessary to avoid misappropriation of tasks.
The goal is to ensure descriptive information for each WBS element and not just a document that is bogus and hard to read or digest.
4. Do not Repeat Work Packages.
One hard and fast rule of creating a WBS is not duplicating the activities on the graph. Doing this causes errors in the duration and cost estimates for the entire project.
5. Adopt Project Management Tools and Software
The project manager should take advantage of tools that would ease the creation of the WBS.
Low-tech tools like whiteboards, note cards, or sticky notes can identify and write down significant deliverables, sub-deliverables, and specific work packages.
Project managers can also use software like Gantt charts, Asana, and network diagrams to break down the stages and substages required to visually assemble the final project deliverable.
6. Use a Coherent Coding Scheme.
A WBS is more than just a list of deliverables; it is a written statement of the work to be done on the project. A coding system is a tool used to write up the information.
It’s called a numbering for headings and subheadings. It could be more significant for the WBS, but it is essential when making sense of the WBS Dictionary.
7. Ensure Continous Review
After detailing the WBS, ensure you review it consistently to be sure the project and team are on track.
It would be best if you also endeavored that all the team members involved in the project have the same document and understand the work the same way.
The WBS should be flexible enough to accommodate changes during the project. If more information becomes available as the project progresses, it can be updated to effect the new changes.
The Key Components of a Work Breakdown Structure
A typical work breakdown structure has several components, which are listed below:
Task ID: It’s a unique name, number, title, or description to identify the task to prevent task duplication. Task activities comprise the work packages and, by extension, the project scope. A WBS will help you define each task’s requirements, status, description, owner, dependencies, and duration.
Task Owner: This person is responsible for carrying out or completing a task on the project. It is to ensure everyone knows what is expected of them.
Task Dependencies: This is the relationship between one task on the project and another. The WBS will show the linking of two activities if one depends on the completion of the other.
Duration: This is how long each task activity will take on a project before completion.
Work Packages: Work packages form the smallest unit of work on the WBS, and as a project manager, it is important to estimate their costs and duration. This makes work packages an essential element of the WBS.
Project Deliverables: Project deliverables are the desired outcome of project tasks and work packages.
Control Accounts: It group work packages and measures their status in project management. They’re used to control areas of your project scope.
WBS Levels: The WBS levels determine the hierarchy of a WBS element. The three layers of most work breakdown structures are the project’s main deliverables, control accounts, project deliverables, and work packages.
Why Project Managers Use WBS
The following are some of the reasons why project managers use the WBS:
- Provides the project team with an understanding of where they fit into the overall project management plan
- It provides a roadmap for the different individuals and groups working on the project. It ensures the project schedule remains on track.
- Facilitates communication, stakeholder engagement, and cooperation between the project team and other stakeholders.
- Provides the basis for estimating staff, cost, time, and physical resources.
- Focuses teams on what needs to get done, which can improve project performance.
- Helps set clear timelines for the project and ensure that no work is duplicated or overlooked
Relevant Questions
What is the purpose of creating a WBS in a project?
The creation of the WBS is to help in accurately defining and organizing the project’s scope and assigning responsibilities, resource allocation, monitoring, and controlling the project.
What is the importance of WBS in project management?
A work breakdown structure (WBS) lets project managers plan their work more efficiently and helps prevent tasks from slipping through the cracks.
How does WBS help a project manager?
A definite WBS helps the project manager to define access and roles in a project and the cumulative view of project activities.
Who is responsible for creating the WBS?
The project manager is responsible for creating the WBS. However, he usually gets input from the project team members.
How to create WBS in project management?
- Start with a brainstorming session on the big picture.
- Write down everything
- Avoid Ambiguity
- Refrain from repeating work packages.
- Adopt project management tools and software.
- Use a coherent coding scheme.
- Ensure continuous review
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