WBS, an introduction
Work breakdown structure, commonly referred to as WBS, is a project management solution that breaks a large project into smaller, more achievable steps. This section provides a granular definition of WBS in project management. It explores the characteristics and different types of WBS. We also highlight why this approach is important for project managers.
What is work breakdown structure (WBS)?
To put it simply, WBS is a project management tool that aims at abridging complex projects by dividing large tasks into smaller, more achievable actions. It allows project managers to deliver more effectively. To apply the approach, it is possible to use some project management tools that assist in breaking down the tasks, highlighting timelines or dependencies between actions and much more. The objective of WBS in project management is to define a clear scope, identify phases in the project, understand the stakeholders’ involvement and identify all the subtasks necessary for the successful delivery of the project. In a way, WBS powers effective project management and planning.
Key characteristics of WBS
There are some essential characteristics to the work breakdown structure approach. The system is deliverable-oriented and applies a hierarchical view to the different tasks. WBS needs each level of hierarchy to include details of the work that needs to take place to achieve the task. Here is a snapshot of the characteristics of WBS:
It is deliverable-oriented
The WBS approach focuses on the deliverables of the project. This allows us to focus less on the process, making it easier to stay within the project scope.
It is hierarchical
The hierarchical aspect of WBS means that at each level, a task is divided into a series of subtasks, and that all of the subtasks need to be delivered for the parent task to be marked as completed.
It uses nouns for the description of deliverables
As the approach is deliverable-oriented, the list of parent tasks and child tasks are all nouns. Verbs are only used to describe the activity.
Exploring the different types of WBS
There is a wide range of projects out there, and WBS can vary depending on the project it is applied to. The type of WBS utilised for a project will also depend on the style of the project manager. Below are some examples of the different types of WBS.
The WBS spreadsheet
A spreadsheet allows the project manager to note down the different tasks and subtasks in a format that is easy to read and prepare. The phases can be highlighted as well as further details on the columns such as deliverables, stakeholders, task owners, task descriptions, delivery dates, etc.
The WBS flowchart
A diagram may be a good option. With a diagram that shows the workflow, it is easy to visualise tasks and subtasks and show the different steps necessary for the delivery of the project.
The WBS list
A work breakdown structure list is a simple way to lay-out the deliverables. These should be listed in chronological order.
The Gantt chart
For complex project management, the Gantt chart is the go-to approach. It combines in one place the list of tasks with a timeline associated to each of them. Tasks can be linked with dependencies between them, which highlights potential risks to the project ahead of time and facilitates the overall planning of the project.
Why you should use WBS in project management
Without a WBS, it is difficult to create a project timeline and have an accurate view of the effort that the project will require to achieve the desired goal. A well-constructed work breakdown structure brings the following benefits to project managers:
- Clear understanding of the project scope
- Better visibility of the necessary allocation of resources
- Strong and detailed project planning
- Improved budget control
- More anticipation and better management of risks
- Easier communication with project sponsors
How to create a WBS for your project management
Work breakdown structure divides a project into bite-size tasks, making it less overwhelming for those involved. The approach provides a roadmap that is led by the project manager. The section below gives clarity on how to create and use WBS for your projects.
Knowing the components of WBS
To ensure the roadmap of the project is thorough and clear, it is essential to understand the different components of WBS. When building your project plan, make sure you consider the following:
A WBS dictionary
A WBS dictionary is a document that defines the content of the project planning and the various elements of WBS. This document helps stakeholders understand the WBS terminology and brings clarity to the project.
The different levels of tasks or the WBS hierarchy
The work breakdown structure follows a hierarchical approach. This means that there are different levels of elements and tasks involved in the planning of the project. Most WBS have three levels: project deliverables, control accounts and the main project deliverable.
Control accounts
The objective of control accounts is to group work packages. Doing so helps measure the status of each package and therefore provides an overall view of the progress on the project. Control accounts group deliverables.
The project deliverables
Project deliverables are the outcome of each task or subtask. As WBS is a deliverable-based approach to project management, each task should have a deliverable associated with it.
The tasks and subtasks
Tasks regroup work packages. In other words, they separate them into small groups of actions that are easy to deliver and can be assigned to a single individual. Tasks or subtasks form the project scope. With WBS you can assign a status, description, owner and deadline for each task and subtask.
Key steps to WBS
If work breakdown structure is the chosen approach for your project, here are five straightforward steps to get you started:
Step 1. Define a clear project scope
The goals and objectives of the project are key to creating an accurate scope. When you create a clear project scope, you manage expectations and ensure there is no scope creep. Document the goals, desired outcomes, scope and stakeholders in a project charter that introduces the mission and that you can refer back to at any time during the project.
Step 2. Identify the project phases
Once the scope is clear, you can identify the different phases of your project. Your first action is to extract project phases and to outline the list of tasks inside the different phases. Make sure any dependencies between different tasks stands out.
Step 3. Define the project deliverables
As WBS is deliverable-oriented, it is essential to list all the deliverables, big or small, that are associated with each task. Provide a description of each deliverable if necessary. It also helps to assign a single owner to each deliverable. This approach brings accountability and is generally more effective.
Step 4. Create the work breakdown structure levels
This step is the core of the WBS approach. It consists in creating hierarchical levels of tasks and subtasks that deconstruct the project in small actions. Identify all the tasks and deliverables you need to accomplish to achieve the project objectives.
Step 5. Create the work packages and assign owners
Once you have deconstructed the work into smaller chunks, you can assign each task to an owner. To make it easier, work packages can be assigned to owners. Make sure you have a clear project plan, with daily or weekly meetings to review the list of tasks and ensure task owners are accountable for the actions they need to deliver upon.
A work breakdown structure is a practical way to deal with large projects. It simplifies the complex by breaking it down in smaller groups of tasks. Its deliverable-oriented approach also brings structure to project management. At the end of the day, work breakdown structure is about ensuring effectiveness, so when you have a large or complex project, think WBS. For more on effectiveness, check our content below:
