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How Do I Create a WBS?

Published in Project Management Planning 3 mins read

To create a Work Breakdown Structure (WBS), you systematically break down a project into smaller, manageable components following a structured approach.

Understanding the Work Breakdown Structure (WBS)

A Work Breakdown Structure (WBS) is a hierarchical decomposition of the total scope of work required to complete a project. It visually represents all project deliverables (tangible or intangible outcomes) and the work needed to produce them, organizing them into manageable sections. Creating a WBS is a fundamental step in project planning, providing a clear roadmap for execution, cost estimation, and scheduling.

Here's a step-by-step guide on how to create a WBS, incorporating the essential steps for effective project management:

1. Write Out Your Project's Objective

Start with a clear and concise statement of what the project aims to achieve. This provides the top level (Level 1) of your WBS and serves as the guiding principle for all subsequent breakdown activities. Knowing the ultimate goal ensures that all defined work directly contributes to the desired outcome.

  • Example: "Successfully launch a new company website."

2. Break Your Project into Phases

Divide the project into major, sequential phases or lifecycle stages. These phases represent Level 2 in your WBS hierarchy and group related work together. Typical phases might include Initiation, Planning, Execution, Monitoring & Control, and Closure.

  • Example (for website launch):
    • Planning Phase
    • Development Phase
    • Testing Phase
    • Deployment Phase
    • Post-Launch Monitoring

3. Define Project Deliverables

For each major phase or directly under the project level (depending on complexity), identify the key deliverables that must be produced. These are the tangible or intangible outputs of the project work. Deliverables often form the next level (Level 2 or 3) of the WBS.

  • Example (under "Development Phase"):
    • Website Design Mockups
    • Developed Front-end Code
    • Developed Back-end Code
    • Database Structure

4. Divide Your Project into Smaller Levels

Continue to decompose the phases and deliverables into smaller, more manageable components. This involves breaking down higher-level items into detailed sub-deliverables or work packages until you reach a level where work can be effectively planned, estimated, and assigned. This recursive decomposition forms the hierarchical structure of the WBS.

  • Example (breaking down "Developed Front-end Code"):
    • Homepage Code
    • About Us Page Code
    • Contact Page Code
    • Product Page Code

5. Identify Tasks for Each Deliverable

Underneath the lowest-level deliverables or work packages, list the specific tasks (also known as activities) required to produce them. These tasks are the actionable items that project team members will perform. Tasks represent the lowest level of detail in the WBS.

  • Example (under "Homepage Code"):
    • Design Homepage Layout
    • Write HTML structure for homepage
    • Write CSS styles for homepage
    • Integrate images and assets

6. Make Team Assignments

Once the WBS is sufficiently detailed down to the task level, assign responsibility for each task or work package to specific individuals or teams. This step links the work to resources and is crucial for accountability and execution.

  • Example:
    • Write HTML structure for homepage - Assigned to John Doe
    • Write CSS styles for homepage - Assigned to Jane Smith

This systematic process of breaking down the project scope creates a visual, hierarchical representation that clarifies all necessary work, improves communication, and facilitates better planning and control throughout the project lifecycle.

Summary Table (Illustrative WBS Hierarchy):

Level Element Type Example
Level 1 Project Goal Launch New Company Website
Level 2 Major Phase Development Phase
Level 3 Key Deliverable Developed Front-end Code
Level 4 Sub-Deliverable/WP Homepage Code
Level 5 Task/Activity Write HTML structure for homepage

Remember, the goal is to break down work until it's easily estimable, manageable, and assignable, following the 100% Rule – the WBS must include all work required to complete the project, and each level must represent 100% of its parent element's scope.