In project management, it is hard to control the entire project as one large entity. Therefore, project managers break it down into manageable chunks. This is where a work breakdown structure (WBS) comes into play. It acts as the roadmap and outlines the deliverables of the project in a hierarchical manner.
What Is A Work Breakdown Structure?
Imagine a grand building is under construction. While the architect might have a vision of what the final product will look like, the construction workers require a blueprint to translate the vision into reality. WBS serves as the blueprint of your project. It lays out individual bricks (tasks) that are required to build the final structure (project objective).
A WBS work breakdown structure is a hierarchical tree-like structure, where the ultimate goal of the project sits at the top level and represents the “root” of the tree. The objective is then broken down into smaller components, like branching out into the limbs and leaves of the tree. You can also call these components, work packages, or deliverables. They contribute to the overall success of the project.
Project managers create and implement a WBS using different project management software, which is usually a part of the project plan document. Project management software is particularly useful for organizing, scheduling, and carrying out projects when combined with a Gantt chart that includes task hierarchies and WBS levels. By using a WBS, project managers can:
Define the scope of the project
Identify and manage risks
Develop a project schedule
Estimate project costs
Track project progress
Communicate project information to stakeholders
Components Of A WBS
Here are the key components of a work breakdown structure in project management.
Project Deliverables - tangible outputs of projects, such as service.
Work Packages - the lowest level of the WBS, represents the smallest units of work that can be independently assigned and managed.
Decomposition - the process of breaking down deliverables into smaller work packages.
WBS Dictionary - a document that provides a detailed description of each element in the WBS.
Dependencies - relationships between different work packages.
How To Create A Work Breakdown Structure
Now that you are familiar with what a WBS is and the role it plays in projects, here is a step-by-step guide on how to create one.
Define the project objective
Identify major phases
Build work packages
Validate
Step 1: Define The Project Objective
Start by clearly understanding the goal of your project. 28% of projects fail due to poor understanding of vision. The objective should adhere to the SMART framework guidelines. If you fail to understand your goal, you will not be able to make others comprehend it properly as well.
Step 2: Identify Major Phases
You have to divide your project into distinct phases that will represent the key stages in the project lifecycle. For example, for a software development project, the main stages usually include requirement gathering, design, development, testing, delivery, and maintenance.
These phases could be based on specific deliverables or functional groups. Make sure that they cover all aspects of your project.
Step 3: Build Work Packages
Within each phase, identify smaller, more manageable tasks. They are the tangible outputs that will contribute to the final completion of each phase. Clearly define them and make sure that they have a well-defined owner. Moreover, ensure that your work packages can be estimated in terms of time and resources.
Step 4: Validate
Once you have an initial draft of the work breakdown structure, review it for completeness. Make sure all work packages are mutually exclusive (no overlap) and collectively exhausted (all work is covered). Seek feedback from stakeholders and team members.
Conclusion
A well-constructed WBS serves as a cornerstone for successful project management. If you follow the steps given above, you will be able to build a winning work breakdown structure. Remember, a WBS is a dynamic tool that evolves alongside your project.
