In this blogpost, we will cover what the work breakdown structure structure is, what it looks like, and the different methods to create one. Creating a work breakdown structure is an important step in the project management process, so we want to make sure we give you the information you need to be able to effectively make one. By the end of this post, you would have gained the information and skills necessary to be able to create your own work breakdown structure for your own project management needs.
What is the Work Breakdown Structure?
It is not uncommon for people to break a workload down into smaller, more manageable tasks. One way of doing this is by creating a work breakdown structure, also known as WBS. WBS is defined as “a deliverable-oriented grouping of the work grouping of the work involved in a project that defines its total scope” (Schwalbe, 2018). It is commonly used as a foundation document in project management. Why? Because it is used as a “basis for planning and managing project schedules, costs, resources, and changes” (Schwalbe, 2018). Now, it is very important to make sure that all work that needs to be done is included on the WBS because you don’t want to have work get done if it is not included on it.
What does the WBS look like?
A WBS is usually designed like an organizational chart. This way it is easier to visualize the project as a whole and divide up the components. A WBS usually has 3 levels:
Level 1: the entire project/name of the project
Level 2: the main products to be delivered or phases of the project
Level 3: different items that make up the deliverables or phases
Notice how in level 2, you can put deliverables or phases of the project. That is because there are two main types of work breakdown structures: deliverable-based and phase-based, with the most common one being deliverable-based. According to Workbreakdownstructure.com, “A Deliverable-Based Work Breakdown Structure clearly demonstrates the relationship between the project deliverables (i.e., products, services or results) and the scope (i.e., work to be executed)” (Duke, 2021). Level 2 of the WBS include summary deliverable descriptions, while level 3 would be the smaller deliverables to create the bigger one defined in level 2. The chart below is an example of a deliverable-based WBS. Please note that Workbreakdownstructure.com defines level 1 where we define level 2 in this blog.
In a phase-based WBS, level 2 of the WBS would include phases of a project instead of the main deliverables. Level 3 would include the deliverables that need to be completed under each phase. “A Phase-Based WBS requires work associated with multiple elements be divided into the work unique to each” level 2 element (Duke, 2021). Phase-based work breakdown structures are not as common as deliverable-based ones, but depending on the project, they can be a better option. An example of a phase-based WBS can be seen below.
How do you make a WBS?
Now you know what a WBS looks like and the different types there are. In this section we go over how to create one. There are 6 key steps involved:
Gather all critical documents. Identify all content that contains project deliverables. Examples include the project charter, scope statement, and project management plan.
Identify the key team members. Also analyze the documents and identify the deliverables.
Define the level 2 elements. Remember, level 1 is the name of the project. Level 2 elements are summary deliverable descriptions that have to capture the entire project scope.
Start breaking down elements. Break down the deliverables defined in level 2 into smaller, level 3 deliverables. This is also known as decomposition. Break down all the work until all work covered in each level 2 element is managed by a single individual or organization.
Create a WBS dictionary. “The WBS Dictionary is a narrative description of the work covered in each Element in the WBS” (Duke, 2021). WBS dictionary descriptions are created at the work package level (more on this later). Create dictionary descriptions with enough detail so the entire project scope is covered.
Create a Gantt chart schedule. Enter the information in the WBS into a Gantt chart for further project tracking.
Those steps above provide a general overview of how to create a WBS. In reality, there are several different approaches. The key is to find which approach works best for you. According to the textbook, Information Technology: Project Management, there are five different approaches discussed. They are:
Using guidelines: if higher ups set guidelines for creating a WBS, make sure you follow them. Many organizations that set guidelines include templates and examples of WBSs under those guidelines.
The analogy approach: in this approach, you use a WBS from a similar project as a starting point for your WBS. Some organizations have a repository of past WBSs to help people working on projects.
The top-down approach: in this approach, you start with the largest items of the project and break them down into smaller items by going into greater levels of detail.
The bottom-up approach: as you can imagine, the bottom-up approach is the other way around. Team members identify as many specific tasks as possible. Then they organize the tasks into summary activities.
The mind-mapping approach: Mind mapping is defined as, “a technique that uses branches radiating from a core idea to structure thoughts and ideas” (Schwalbe, 2018). This is a more visual approach and it allows team members to write and draw pictures in a nonlinear format.
Work Packages
Remember when I brought up work packages when talking about WBS dictionaries? Well, a work package is a task that is at the lowest level of the work breakdown structure. It can also represent the level of work the project manager monitors. Sometimes the deliverables defined in level 3 of the project of a WBS can be broken up into even smaller tasks (an unofficial level 4). This is where the work packages are placed. The WBS chart below shows a great example of work packages.
Using WBS in Agile
Contrary to popular belief, it is very possible to use the Work Breakdown Structure in an agile environment. According to BinFire.com, adding the WBS into the agile method can help make projects more predictable, so that way timelines on when sprints will be completed are more clear. The author also says to "use the WBS method to break down tasks found in the backlog before moving them to the next sprint" (Robins, 2013). By doing that, tasks will be well defined and have a much higher chance of being completed on time.
References
Duke, R. (2021). Work Breakdown Structure. Retrieved September 26, 2021, from https://www.workbreakdownstructure.com/
Robins, D. (2013, August 25). Work Breakdown Structure in Agile Projects. Retrieved November 5, 2021, from https://www.binfire.com/blog/using-work-breakdown-structure-in-agile/
Schwalbe, K. (2018). Information Technology Project Management (9th ed.). Boston, Massachusetts: Cengage Learning.
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