How to Create a Work Breakdown Structure (WBS): A Step-by-Step Guide

Every successful project starts with a solid foundation. In project management, this foundation is work breakdown structure (WBS). WBS is one of the crucial fundamentals of project management. Whether projects are large or small, they come up with their own set of complexities like time, scope, budget, and deliverables. Having a proper defined structure is important, as without it it would feel like navigating a maze without a map.

This guide will help in gaining a better understanding of how to build a WBS that not only aligns with the project’s goals but also enhances communication and accountability.

What is Work Breakdown Structure (WBS)?

Work breakdown structure (WBS) in project management is a formal method of completing a complex and multistep project.

The Project Management Institute (PMI) defines WBS as a hierarchical decomposition of work to be executed by the project team. This is created in order to achieve project goals and ensure timely deliverables.

WBS is really useful for project managers as it is used to deconstruct the scope of their projects and view every activity that is necessary to finish them.

Project managers utilize project management software to create and execute a work breakdown structure. The combination of project management software and a Gantt chart with WBS levels and task hierarchies can significantly improve the planning, scheduling, and execution of projects.

An MS Project course can provide the essential skills and knowledge needed to effectively use this project management software, enhancing the creation, management, and tracking of a WBS for successful project completion.

What is the Purpose of WBS in Project Management?

Work breakdown structure in project management acts as a blueprint. This basically helps in decomposing the project into manageable pieces which ensures clarity, accountability and efficient execution.

Here’s how WBS in project management can be a turning point:

A roadmap for success

Major challenges that any project faces are scope creep, missed deadlines and budget overruns. A well-structured WBS can act like a roadmap which breaks down the project into hierarchical levels. This starts from high level deliverables down to smaller more actionable work packages.

Enhancing clarity and organization

When someone has a clear structure and plan as to how things are about to go, helps in ensuring clarity and organization of tasks accordingly. WBS provides structured visual representation of tasks, deliverables, and dependencies.

Facilitating accurate estimations

Another critical aspect of any project is their budget and timeline estimation. WBS helps in predicting precise cost and duration estimates at each step. This ensures that the project manager and the team are fully aware of the budget and budget overruns are avoided in this case.

WBS is a strategic framework that enhances project planning, execution and control. By providing clarity, structure and accountability, it sets the stage for successful project completion, thereby making it an indispensable tool.

Levels of Work Breakdown Structure

WBS levels are crucial to understand in order to create a formalized structured WBS. Project managers use these levels to see and prioritize tasks based on what items need to be completed first.

Here are the WBS levels that can be implemented in an organization

The top level

Top level of the work breakdown structure states the project title and the final deliverable. WBS can be created by stating the overall scope and purpose of the project.

Make sure to use clear language to let the people know what the completed project would look like. This is important to ensure that every team member understands what is being communicated to them. The top level of WBS can actually be a great tool to communicate customer’s satisfaction.

Controls account

Make sure to use clear language to let the people know what the completed project would look like. ThisNext, comes the controls account which needs to be listed underneath the top level. The control basically outlines main phases of the project, and the key deliverables that need to be taken care of. This can also include major parts, systems or features that need to be delivered in the final project in order to meet the customer’s expectations. is important to ensure that every team member understands what is being communicated to them. The top level of WBS can actually be a great tool to communicate customer’s satisfaction.

Work packages

The work packages level comes underneath the controls account. This level then breaks the key deliverables into further small and more manageable tasks. In order to be successful at the controls account level, make sure that the tasks at the work packages level are sorted.

Activities

The final comes at the activities level underneath work packages. This level includes all the tasks that need to be completed before the team could finish the tasks in the work packages level.

For example, if the team wants to finish developing the software application tool in the work packages level, then they first need to complete installing and configuring the databases.

So if closely observed these tasks have to be completed from bottom to top. In order to reach to the top level, one needs to complete tasks in the activities level, work packages level and the controls account level, respectively.

How to Create a Work Breakdown Structure (WBS)?

To create a work breakdown structure, ensure to follow the below listed steps:

Define the scope, goals and objectives of the project

The first and foremost step of creating a WBS is to clearly define the project’s goals, objectives and its scope. Make sure to record the overarching objective one is expecting to accomplish. The scope, goals, objectives of the team must be covered in the project charter, which acts as the guiding reference.

Determine the project phases and control accounts

Next step is to carefully identify the phases of the project which should be broken down into a succession of phases. This will carry the project from conception to completion. Here, control accounts which are the task categories for various job areas you want to keep track of can also be made.

List the deliverables of the project

Once you are done with determining the project phases, the next step comes in to identify which is as to what all products one has to deliver. Write them all down and include the work that must be done for each project deliverable for it to be declared successful. This can be inclusive of sub-deliverables, work packages, resources, participants, etc.

Set the levels of the work breakdown structure (WBS)

According to the project management institute's definition of a work breakdown structure in its project management body of knowledge book, the WBS levels are what give it the characteristics of a "hierarchical deconstruction of your project scope" (PMBOK). Starting with the final project deliverable, you must consider all the deliverables and work packages required to get there.

Create work packages

Take your above deliverables and make sure they are at the lowest level which is known as the work packages.

Choose task owners for enhanced productivity

Those work packages from previous steps are further decomposed into tasks and assign the tasks to your project team now that they are organized. Give each team member the authority, resources, and work management tools they require to do their tasks. Kindly note that these tasks will be part of your project schedule and not WBS.

Conclusion

A WBS does not outline the process or timing of tasks. It's not a strategy or timetable. It is not an organization chart in the traditional sense, nor is it a list of all tasks or duties. Sometimes, team leaders try to include in the WBS a complete list of all the tasks necessary for a project. This might lead to tasks being neglected, which would delay projects.

The work breakdown structure is not merely a draft that might or might not be applied to the project. It is a crucial component of your project management records. Any modifications to the anticipated deliverables should be noted in the WBS and handled through your organization's change management procedure.

For those looking to sharpen their project management skills and conquer the PMP exam, a structured training program can make all the difference. Consider enrolling in the PMP training course from a reputed institute and master essential skills like work breakdown structure (WBS).

Frequently Asked Questions (FAQs)

1. What is a work breakdown structure (WBS)?

A work breakdown structure is a hierarchical decomposition of a project into smaller and manageable components. This helps in breaking down the project deliverables into structured levels which makes it easier for execution of the project.

2. Who is responsible for creating WBS?

The project manager along with stakeholders and the team members are responsible for creating WBS

3. What are the levels of WBS?

There are four levels of WBS, namely, top level, control accounts, work packages, and activities.