How to Create a Work Breakdown Structure (WBS) in Simple Steps

Navigating through complex projects with multifaceted components can be challenging. This is where the work breakdown structure (WBS) comes into play. As a tried-and-true project management technique, the WBS streamlines the process by breaking down larger projects into sequential steps. By doing so, it helps teams systematically address each aspect of a project, from deliverables to costs.

This method is particularly beneficial when multiple elements are simultaneously in motion, ensuring the scope remains defined and manageable. Whether you are handling traditional business projects or tasks like WBS for website creation, this approach offers a consolidated resource to guide the project to completion seamlessly.

What is Work Breakdown Structure?

A work breakdown structure (WBS) is a pivotal tool in project management and systems engineering, designed to simplify the execution of a vast task by breaking it down into smaller, more manageable portions. By offering a deliverable-oriented subdivision of responsibilities, the WBS ensures that the project team can efficiently allocate resources and time.

It acts as a visual representation of the entire project trajectory, detailing the scope of each task and the roles required to accomplish them. Tools like spreadsheets, Kanban boards, Gantt charts, and specialized WBS creation tools assist managers and teams in constructing and understanding the WBS, making it an indispensable element for successful project completion. When you go for the best PMP training course you prepare to clear your exam with utmost confidence and succeed in it.

Types Of WBS Creation

To ensure the success of the project, the project manager must be familiar with the two main forms of work breakdown structures:

a. Phase-Based Structures

The degree to which the project manager manages duties in each step of a project determines its likelihood of success. Phase 1 mistakes can prevent the second phase from moving forward. Finally, the project's entire lifespan is affected.

The project manager may clearly describe project activities with phase-based structures, resulting in an easy and efficient implementation.

b. Deliverable-Based Structures

Of course, the quantity of deliverables affects the company's credibility. Customers are reluctant to trust the company again if they don't deliver on their promises. The company's expansion may be stifled as a result.

The project manager can decide on project operations in accordance with the agreed-upon deliverables using deliverable-based systems.

Why Use WBS in Project Management?

In this section, let's explore the compelling reasons behind the utilization of Work Breakdown Structure (WBS) in project management and how it significantly contributes to the success of complex projects. The pointers are listed below:

1. Estimates the Cost Of a Project

The project manager may allocate particular expenses for every WBS work since they are quantifiable, this would subsequently add up towards the project's overall cost. With the help of the WBS, the project manager may divide a project's budget into well-defined packages that are related to the assigned tasks and monitor whether the overall project cost is within the project budget.

2. Determines Projects Timeline

The manager of the project can calculate the amount of time required for each activity and establish the project's total timeframe by splitting the entire task into segments.

3. Establishes Dependencies

The relationships amongst operations in the project are established with the use of a WBS. Some activities could need the completion of other tasks ahead of when they can begin. These dependencies may be seen and their effects on the overall timetable can be understood using the Work Breakdown Structure (WBS).

4. Helps in Writing Statement of Work

A statement of work is a written document that outlines a project's goals, outputs, and constraints. It frequently serves as a task guide and may be utilized to make sure that all parties remain on the same wavelength.

The Work Breakdown Structure (WBS) can assist in breaking down the task into smaller, simpler duties, which can be useful when composing the Statement of Work. As a result, it makes it easier to clarify the project's objectives and goals and to validate that all deliverables have been obtained.

5. Assigns Responsibilities

A crucial component of the WBS is knowing who is in charge of each job. By doing so, misunderstandings may be reduced and everyone will be aware of their responsibilities. The WBS may be used to allocate assets to each job, including the personnel and time required to perform it. This ensures that the work at hand receives the resources it requires to succeed effortlessly.

6. Traces Project's Progress

Monitoring a project's development is one of the WBS's primary advantages. A project manager can easily understand a project, identify any obstacle, and carry out any appropriate action when the project is broken down.

A project manager may assess how near to completion the entire task is by using the Work Breakdown System (WBS) to track the end point of each job. This aids in maintaining the project's timeline and cost.

7. Identifies Risks

One advantage of using the WBS is the fact that it may assist in identifying possible project hazards. It is simpler to identify potential hazards by splitting the project into smaller activities.

For instance, the timely delivery of materials by a vendor may be necessary for a certain activity. The WBS can assist in identifying this risk and developing a strategy for mitigating it if the supplier has a track record of making late deliveries. Project success is increased by early risk identification and mitigation.

Types Of WBS Charts

The traditional WBS diagram may be adapted in a number of ways, including the following:

1.Work Breakdown Structure List

The Work Breakdown Structure (WBS) list could be the most straightforward and convenient alternative for organizations that only want a brief summary of outputs and smaller tasks, while not being as extensive as a few other choices. It is essentially just a list of the most significant jobs that is broken down.

2. Work Breakdown Structure Tree Diagram

The process is shown by WBS as branching components that descend from the main project deliverable. Tasks that assist the stage before it make up each level.

3. Work Breakdown Structure Gantt Chart

Organizations may design intricate Gantt charts with task management software that can link pertinent data, apply inconsistencies, define goals, and more. These graphs are comparable to worksheets in that they're capable of continuous updating and can serve as a project's schedule. You can opt for online project management prep course and get globally recognized accreditations authenticating your project leadership skills.

How to Create Work Breakdown Structure?

Project managers may quickly and efficiently define almost any project using a work breakdown structure in order to better organize it and lead the group through it. Follow the steps below to discover how to establish a work breakdown structure:

a. Define the Scope and Objectives

The first step in developing a WBS is outlining the major goals and scope of the project. The project manager will be able to direct the team's efforts in accordance with their precise goals thanks to this.

b. Break it Down into Deliverables

Project managers will divide their project into smaller parts or deliverables in this stage. Simply put, "deliverable" refers to an outcome or output in project management terminology.

Consider what the entire team will have to produce either as the task is in process or after it is almost finished to establish the task's objectives. In this manner, they can still mark these things off as they complete the procedure.

c. Organize Deliverables Into Work Packages

The last step is to divide the tasks into distinct work groups. Every item delivered needs to include a set of tasks that advance both the outcome and the overall project. The WBS lexicon refers to these task categories as "work packages."

To make it simple to distinguish each work group in the Work Breakdown System according to its phase, give them all numbers. The Project Manager may assign a work group the number 1.2.1, for instance. This group is in the second stage of the task, and its first job is in that phase, so they'll immediately recognize the fact that it belongs to their primary task.

A fundamental guideline for creating any WBS is to include all of the work that the team has on its plate. Otherwise, they risk the danger of the project's timeframe and budget extending beyond its capacity. Attempt to avoid duplicating chores as well. The project manager should have jobs that are mutually exclusive so that they can clearly see how each one affects the others.

Tips For WBS Creation

A well-organized, effective WBS will be the consequence of the above-described procedures. While having a single work breakdown structure for all projects could be effective for the company, an effective WBS should go through an iterative process.

As a result, when a system for work breakdown is implemented for the initial session, it should be modified to better meet the crew's needs moving forward. To guarantee that the Work Breakdown System (WBS) can continue operating efficiently inside the company, the project manager must adhere to this procedure each time. To ensure that the WBS is effective and current, use the following criteria as guides while designing it.

1. Use The 100% Rule

The WBS must originally reflect all of the work required to accomplish the project in full. The WBS shouldn't include any irrelevant work. Making sure that everyone on the team is aware of every step of the process from the beginning will help to assure success.

2. Make Tasks Mutually Exclusive

Avoid doing any kind of task twice. The 100% rule would be broken and members of the team would become confused if a task was given to more than one person or twice. This could make it difficult to estimate how many resources are required to finish a project.

3. Focus On Outcomes, Not Actions

Make sure that the deliverables are centered on results rather than actions. For instance, if it was the preparation of a cake, the finished product would be "frosted exterior" and the activities may be "make the frosting."

4. Use The 8/80 Rule

This criterion is only a single method to tell if an outcome is just the right size—little, yet not inadequate. According to the 8/80 rule, a delivery should not take over eighty hours, which, if a team member works 24/7, would amount to 10 days. There are numerous techniques to figure out how much work to assign, but when unsure, do what is best for everyone on the team or whatever has previously worked.

5. Divide Into Three Levels

Try including three distinct categories of information in the Work Body Structure as a general guideline. The initial draft of a paper, the follow-up draft, and the final draft, for instance, might all be examples of such documents in an editorial environment.

Every task that connects to every one of the aforementioned tiers would be contained there. With respect to the project's complexity, this may change, but if the majority of the WBS includes three distinct levels of detail, then it’s the right route.

6. Always Make Assignments

Each task needs to be given to a group or person. Assignments should not cross over with one another in order to maintain accountability.

Work Breakdown Structure Example

The WBS for the Ecommerce Portal decomposes the project into hierarchical levels of detail, providing a structured view of what needs to be delivered. The template structure is as follows:

1. Ecommerce Portal: This is the topmost level, representing the entire project or initiative.

Phase/High-Level Task 1:

• Description placeholder for the primary tasks or phases.
• Sub-task/Activity 1.1:
  • Placeholder for the more specific activities or deliverables under the primary task.
• Detailed Task 1.1.1:
  • Further detailed tasks or actions required to achieve the sub-task above.

1. Phase/High-Level Task 2:
2. Another primary task or phase description placeholder.
3. Sub-task/Activity 2.1:
   • Specific activities or deliverables under this primary task.

This description provides a structured breakdown of the tasks and activities required for the Ecommerce Portal project. Each level in the hierarchy represents a finer level of detail, allowing project stakeholders to understand the scope and components of the project at a glance.

Conclusion

Projects are broken down into manageable components by a well-structured Work Breakdown Structure making them easier to handle and less intimidating. Project Managers should evaluate their present project management strategy to determine whether adopting WBS would be more beneficial. Alongside, KnowledgeHut’s PMP certification courses can prepare you to clear your exam with utmost confidence.