What is a Work Breakdown Structure (WBS)? Explained Simply

Imagine you’re about to embark on a grand adventure to build a treehouse. You’ve got your tools, your enthusiasm, and a vague idea of what you want. But where do you start? This is where a Work Breakdown Structure (WBS) comes in handy, not just for treehouses, but for any project you can dream up!

Unpacking the Work Breakdown Structure

A Work Breakdown Structure is like a project’s family tree. It’s a hierarchical decomposition of the work needed to complete the project, breaking it down into smaller, more manageable chunks. The Project Management Institute (PMI) defines a WBS as a “deliverable-oriented hierarchical decomposition of the work to be executed by the project team to accomplish the project objectives and create the required deliverables”.

The Building Blocks: WBS Components

1. Level 1: The Project – This is the trunk of your project tree, representing the final deliverable or the entire project scope.
2. Level 2: Major Deliverables – These are the main branches, showing the key components or phases of your project.
3. Level 3 and below: Sub-deliverables and Work Packages – These are the smaller branches and leaves, breaking tasks down into manageable pieces.

Each element in the WBS is typically assigned a unique identifier, creating a coding structure that helps in tracking and reporting.

Why Bother with a WBS? The Benefits Are Huge!

1. Crystal Clear Scope: A WBS helps visualise the entire scope of the project, making it easier to understand the actual scope and prevent scope creep.
2. Team Alignment: It shows the relationship between project deliverables, helping teams working on the project understand how their work fits into the bigger picture.
3. Better Estimating: When you break tasks down into work packages, it’s easier to estimate time, costs, and resources accurately.
4. Easier Tracking: With clear work packages, you can track project progress more effectively, almost like using a Gantt chart.
5. Risk Identification: Smaller tasks make it easier to spot potential risks before they become major roadblocks.
6. Improved Resource Management: By clearly defining the work needed, it’s easier to allocate resources effectively.

Creating Your Own WBS: A Step-by-Step Guide

1. Start with the End in Mind: What’s your final project deliverable? This goes at the top of your WBS.
2. Break It Down: What major components or phases make up your final deliverable? These form your second level.
3. Keep Going: Continue breaking down each component until you reach manageable work packages.
4. Check Your Work: Ensure each level is a complete breakdown of the level above it, following the 100% rule.
5. Get Input: Involve your project team to ensure nothing is missed and to get buy-in.
6. Create a WBS Dictionary: This companion document provides detailed descriptions of each WBS element.

WBS Best Practices: Tips for Success

1. Follow the 100% Rule: The sum of the work at each level should equal 100% of the work in the parent element. No more, no less.
2. Use Nouns, Not Verbs: Focus on deliverables (nouns), not actions (verbs). For example, “Training Manual” instead of “Create Training Manual”.
3. Keep It Flexible: Your WBS should be able to accommodate changes as your project evolves.
4. Don’t Go Too Deep: Aim for work packages that take no longer than 80 hours to complete. Any longer, and they should probably be broken down further.
5. Use a Consistent Approach: Whether you’re using numbers, letters, or a combination to label your WBS elements, be consistent throughout.
6. Align with Project Lifecycle: Consider aligning your WBS with the phases of the project lifecycle for better integration with other project management documents.

Types of WBS: Choosing the Right Approach

1. Deliverable-based WBS: Organised around the project’s final products or deliverables. This is the most common type.
2. Phase-based WBS: Structured according to the project phases, useful for projects with distinct lifecycle stages.
3. Responsibility-based WBS: Organised by the different departments or teams responsible for the work.

WBS in Action: A Simple Example

Let’s create a basic WBS for our treehouse project:

1. Treehouse Project (Level 1) 1.1 Design (Level 2) 1.1.1 Sketch plans (Level 3) 1.1.2 Create materials list 1.2 Construction 1.2.1 Build base 1.2.2 Erect walls 1.2.3 Install roof 1.3 Finishing 1.3.1 Paint exterior 1.3.2 Furnish interior

This simple example shows how a complex project can be broken down into manageable work packages.

Common Pitfalls to Avoid

1. Over-Complicating: Keep it simple! A WBS isn’t meant to show every tiny task.
2. Confusing It with a Schedule: A WBS shows what needs to be done, not when. Leave the timing to your project schedule or Gantt chart.
3. Creating It in Isolation: Remember, your project team has valuable insights. Include them in the process!
4. Forgetting to Update: As your project evolves, so should your WBS. Keep it current!
5. Neglecting the WBS Dictionary: This important companion document provides context and clarity for each WBS element.

Tools for Creating a WBS

While you can create a WBS with pen and paper or a simple spreadsheet, several software tools can make the process easier:

1. Microsoft Project
2. WBS Schedule Pro
3. MindView
4. Lucidchart
5. ProjectManager.com

These tools often allow you to view your WBS as a tree structure, outline, or even generate a Gantt chart from your WBS.

Bringing It All Together

A Work Breakdown Structure is an essential project management tool, helping you organise your thoughts, communicate clearly with your team, and keep your project on track. By breaking your project into manageable pieces, you’re setting yourself up for success from the start.

Remember, creating a WBS isn’t just about ticking a box in your project management process. It’s about truly understanding your project and setting a clear path forward. Whether you’re managing a small project or a large, complex endeavour, a well-crafted WBS can be your roadmap to success.

Ready to give it a try? Start with a small project and create your own WBS. You might be surprised at how much clearer everything becomes when you see it all laid out. Happy organising, and may all your projects be broken down into perfect, manageable pieces!