Work Breakdown Structure
The Work Breakdown Structure (WBS), or project breakdown structure, is a project management tool that the project manager can use to represent all the project work. The team can create a WBS in any project but is more normal to use it on projects that are big, complex, and with several stages. Moreover, the main purpose of the WBS is to turn the project into a more manageable project. As a result, how dividing the project into smaller pieces, the project manager and the project team will be more aware of all the work necessary to complete the project and which activities depend of others. Further, this will simplify the work and make things move faster. The smaller pieces in which deliverables are divided are normally called work packages. Further, the project manager can then allocate each work package to different roles, persons, departments, or even units.
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How to create a Work Breakdown Structure (WBS)?
The first task to develop the WBS is to review the project scope with stakeholders to guarantee that is correct and all the objectives are there. Then the project manager should translate the scope into deliverables and then those deliverables on work packages. Moreover, these deliverables and work packages should be as transparent as possible. Furthermore, noting should be hidden.
The project manager should represent all deliverables and work packages in a document, graphic, or template. Moreover, the more visual this tool is, the better. For example, a look-like tree template can be the perfect solution, or even a mind-mapping.
After all deliverables are divided into smaller deliverables and then those smaller deliverables into work packages, the project manager can allocate them to a person, department, organization, supplier, or another stakeholder that has the knowledge to deliver the work package.
The final steps that the project manager should take are:
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- See if all work is included
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- Check if the sum of the work packages will be the same as the deliverable right above them.
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- Finally, confirm that no one has excessive work allocation.
Characteristics and Components of the Work Breakdown Structure (WBS)
An important standard of the WBS is the 100% rule. In other words, this means that the WBS should cover all details of the project. It should also include, the person or stakeholders responsible for each work package. Another key characteristic is the structured level. This means that the first level of the WBS is the interior project. Then the levels below break down the project into smaller pieces and more detailed. But the sum of that level will also be 100% of the project. In other words, the lower level details all the work necessary to deliver the project and is the sum of the previous level. So, if you complete all the tasks on the lower level you have completed the project.
Why is a Work Breakdown Structure useful for project management?
Using a work breakdown structure in a project has many advantages. Firstly, one of the main advantages is that by dividing the project into smaller pieces it becomes less overwhelming and more manageable.
The WBS also helps the team members to know what work they must do on the project. To point out, most project work is done by different persons, different suppliers, different groups, or different departments. As a result, the effort of coordinating everyone can be a major task. Therefore, if everyone knows the job that has to do and how is related to the project will make the task easier.
The WBS can also help the project manager to control the project’s progress. The project manager has the guarantee if he sums the cost of all work packages we will have the budget of the project. So, if he sums the work packages that are complete we can have an idea of the project completion. Besides that, if the project manager did a great job and divided everything the project will have no surprises.
How to create and effectively use a Work Breakdown Structure?
There are many ways to create the WBS. But all of them should take into account the 100% rule. Following is a suggestion of steps:
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- First step – Define the project – Define the project is essential to move on to the next phase. Moreover, if the project scope is very complicated the team must refine it.
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- Second step – Define project limits – It is also important to define what is and is not on the project. This way, when the team identifies deliverables, team members know if they can and should include them.
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- Third step – Identify project deliverables – At this step, the team must identify high-level deliverables, such as a scope statement
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- Fourth step – Define the deliverables in the first level of the WBS – The Project manager must create the first level of the WBS without forgetting the 100% rule.
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- Fifth level – Decompose the first level of the WBS – The team or the project manager must break down the elements of the first level into smaller pieces, and also, not forgetting the 100% rule. The team should only perform this decomposition when necessary, and when all the information is available.
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- Sixth step – Broke down deliverables- The team must decompose the deliverables into work packages, assignable to a person or group.
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- Seventh step – Identify the person responsible for the work package – In this final step project manager must allocate each work package to a person.
Work Breakdown Structure vs. Product Breakdown Structure
The work breakdown structure and product breakdown structure are two different things. The PBS is related to the product and breaks down the entire product of the project. On the other hand, the WBS is related to the work and breaks down all the work required to complete the project.
The WBS is an important tool in project management. It helps the project manager to organize the project work hierarchically. Moreover, this will allow everyone to know what has to do and who has to do it. The WBS will also help to develop other tools like creating a realistic schedule and budget estimates.