Work Breakdown Structure (WBS)

A work breakdown structure (WBS) is a visual representation of project elements that shows how they are related to each other and to overall project goals. By creating a WBS, project managers can gain a useful visual summary of project dependencies and identify interrelationships of key tasks.

A WBS is a flow chart, of sorts, with the main project goal or objectives at the top of the diagram. From there, the various steps and sub-tasks that are required to complete the project are written in “bubbles” extending downward from the main goal. If sub-tasks have their own steps for completion, these are added below the sub-tasks, and so on.

Eventually, the WBS may have multiple levels of tasks and clearly identified dependencies and steps for completing each level in sequence. This way, a manager can gain a top-down view of project requirements and workflows ranging from big-picture aims at the top to the smallest of steps at the bottom.

Why Use a Work Breakdown Structure?

A work breakdown structure is a simple and highly effective way of identifying the prerequisites for each step involved in a project’s completion. It allows managers to brainstorm and move tasks around until an optimal path has been identified. If the WBS is carefully considered and organized, it can provide a high level of confidence to managers that steps have been considered and placed in an efficient order.

Work breakdown structures are also very useful for showing dependencies among project steps and for making initial budget projections. A WBS with clearly delineated levels and relationships allows analysts to get an accurate picture of what will be required at any one point and adjust budgets and personnel accordingly.

Once the project is underway, the flexibility of the WBS roadmap allows for easier troubleshooting and adjustments for steps that may not proceed as planned. Issues with a project are simply a matter of returning to the diagram and reanalyzing dependencies and manpower allocations.

Creating a Work Breakdown Structure

As mentioned, the top level of the WBS indicates the final goal or aim of a project. This goal must be as clear as possible, both to facilitate consideration of subsequent steps and to provide a definite sense of when the project has been completed.

Sub-levels represent tasks to be assigned to specific departments or teams, depending on the size of the organization. In a large organization, the level immediately under the final deliverable may contain one task for each of a number of departments, with further sub-tasks denoting work for teams or individuals. Each task should be unique and should clearly identify all steps necessary for completion.

At each level, the task depicted should include timeframes, due dates and budget projections. While these figures can be adjusted as the project unfolds, it is important in the planning stage to try to provide as much detail as possible in order to make a useful overall prediction of project steps.

Useful WBS Tools

A work breakdown structure has more potential for success when done as a team effort, rather than by a single individual. By brainstorming with all relevant team members to identify the tasks and sub-tasks, managers ensure team motivation and increase the likelihood that each level will include all necessary tasks.

Work breakdown structures can be low- or high-tech, depending on the organization and the size of the team. Low-tech options include white boards, which can be used to draw the WBS in its entirety, or sticky notes and index cards to represent the individual tasks before arrangement into a workable structure. In the latter cases, it can be useful to have a large wall space available where the cards can be taped and rearranged as the brainstorm session progresses.

For larger teams, however, a high-tech option will likely be more useful. “Mind mapping” software solutions like MatchWare MindView allow teams to brainstorm and collaborate via computer, tablet or smartphone. These types of programs often include ways to create leveled bubble diagrams that can work very well for visualizing project structure with a WBS.