“Running a project without a work breakdown structure is like going to a strange land without a road map" – J. Phillips, PMP, writer.
Project execution is no mean feat. In fact, many projects are like long, complicated contraptions with so many moving parts that it becomes a herculean task just to keep track of everything, never mind executing it.
This is where the work breakdown structure comes in. A work breakdown structure not only helps in keeping track of the project but also helps in structuring it and, as a result, allowing for more efficient execution of the project. Thus, it’s not uncommon to consider work breakdown structure (WBS) as a staple in the project management landscape.
In this article, we will explain what a work breakdown structure is, its various types and how to make one.
What Is A Work Breakdown Structure (WBS) In Project Management?
A work breakdown structure is a project management tool that breaks down the entire project into smaller, more manageable chunks or tasks. It does this by visualizing the project as a hierarchy – the overall goal is at the top and the tasks that need to be done to fulfill that goal are at the bottom. Every task that gets finished slowly feeds into the next one until they reach the goal.
Difference Between Work Breakdown Structure And Work Breakdown Schedule
A work breakdown structure breaks down the project into smaller processes. Conversely, a work breakdown schedule is concerned with the time each of those smaller processes takes to be completed. Essentially, it is simply a subset of the work breakdown structure.
Difference Between Work Breakdown Structure And Process Breakdown Structure (PBS)
If a work breakdown structure can be described as a roadmap to the destination, then a process breakdown structure involves defining and setting that destination. For this reason, a PBS normally takes place before the work breakdown structure. It focuses on outlining the project’s final output/product by breaking down the project into processes.
Types Of Work Breakdown Structure (And WBS Charts)
Not every work breakdown structure operates the same. There are two different approaches to a Work Breakdown Structure – deliverable-based work breakdown structure (WBS) and phase-based work breakdown structure (WBS).
The optimal approach depends on the specific project and its characteristics.
Deliverable-Based WBS
The most widely used approach, deliverable-based WBS designates tasks as project deliverables. Essentially, all the tasks are now discrete, tangible outputs that need to be produced to complete the final product, or the end goal of the project.
This approach also encourages greater linkages, allowing the project to move seamlessly from prototype to a finished product.
Phase-Based WBS
Whereas deliverable-based WBS is focused on project deliverables, phase-based WBS is focused on the project phases, or various stages of the project management process. Instead of using deliverables, a phase-based WBS looks at the project through the lens of its lifecycle, gradually guiding the project from one phase to another.
How To Make A Work Breakdown Structure?
Developing a WBS involves six essential steps:
- Define Project Goals, Objectives And Scope: Outline the desired outcome for your project and ensure that the WBS aligns with the goal
- Identify Project Phases: Establish all the potential phases of the project’s lifecycle
- List Project Deliverables: Compile a list of all the tangible outcomes the project aims to produce
- Break Down Deliverables: Systematically break down these deliverables into smaller, manageable work packages
- Organize: Arrange the work packages in a logical structure, so that each sub-task contributes to a higher-level deliverable
- Assign Task Owners: Designate each task with its owner to continuously monitor the process
There are a few places to find free WBS templates that you can use in various formats:
- Project Management Websites – Certain project management websites like Wrike and ProjectManager offer free downloadable WBS templates in various formats
- Online Template Libraries – These websites offer many free templates, albeit with limited features that require more input from the user’s end
If you aren’t satisfied with the templates, you can also opt for the following popular project management tools that have built-in functionalities that will allow you to easily make a work breakdown structure
- ProjectManager – ProjectManager.com offers an inbuilt dynamic work breakdown structure template that comes with all sorts of features like tree diagrams and task lists
- Microsoft Project – While it’s not easy to use for the average layman, Microsoft Project offers the most, boasting several Work Breakdown Structures features such as Gantt charts and resource management tools
- Monday.com – A popular task management tool, Monday.com software is very user friendly – it has an intuitive user interface and is highly customizable. It also offers free WBS templates complete with tutorials on how to set it up
- Wrike – Wrike Software offers WBS templates that are integrated with its own interactive features, such as assigning tasks and tracking progress
How To Use A Work Breakdown Structure?
Creating the work breakdown structure is just half the battle. The other half is learning to effectively utilize it. Here’s how you can maximize on the benefits of a WBS:
- Resource Allocation: Assigning the correct number of resources to specific tasks in the WBS can lead to a leaner, more effective execution of the project
- Gantt Charts: Gantt Charts visually represent various tasks in real time, making it the perfect accompaniment to WBS
- Risk Management: WBS can be used to combat risks by identifying and dealing with potential risks present in a task/deliverable
Work Breakdown Structure Examples
Below, we’ve listed a work breakdown structure example for a cottage construction and another for software development:
Cottage Construction
- Site Preparation – Before doing anything, the site needs to be properly surveyed, the permits for construction must be approved and the land itself must be cleaned up
- Resource Collection – All the resources for making a cottage—the materials, manpower, and the tools—must be collected
- Building The Cottage – This is where most of the work takes place. A strong foundation is laid out, the cottage shell is constructed, and the various systems or inner workings of a cottage (plumbing, HVAC) are also built alongside everything
- Cleaning And Inspection – Once construction is complete, the cottage undergoes a final cleaning to get rid of all the mess. Afterwards, the work is inspected by relevant authorities to ensure compliance with building codes
- Closeout – With everything finalized, the construction team is dissolved, and the cottage is ready for use
Developing A Software Application
- Initial Blueprint – The first stage involves defining the goals and coming up with the initial design. Here, the team lays out its vision for how the software should function
- Prototyping – After the initial design has been finalized, the developers work on developing a vertical slice or prototype. Once the prototype has been approved, developers move on to the next stage
- Development – This stage involves programming, adding features and expanding on the prototype. Typically, the most intensive part of the process as the product is constantly iterated and expanded upon
- Integration And Testing – At this stage, most of the product has been made, but not polished. Hence, extensive testing takes place as Q/A finds bugs and reports them so that the developers can fix them before release
- Deployment And Launch – The final stage where the product is released to consumers. However, even after launch, many developers are still working on the software, releasing “patches” which fix further bugs even after launch
Why Should Project Managers Use WBS?
There are many benefits of work breakdown structure in project management. For instance, it provides a structure to the entire project, allowing for faster and more efficient execution. It allows management to get a better overview of the project and identify any potential risks, thus enabling them to take a more proactive approach. Finally, it provides clarity, which is crucial in any project that has many moving parts.
