How to Create an Effective Work Breakdown Structure for Your Project

A work breakdown structure (WBS) is a critical component of any successful project. A WBS allows you to visually break down a project into smaller, more manageable chunks of work. Developing a thoughtful WBS sets your project up for success from the start.

In this comprehensive guide, we will walk through the key steps for creating an effective work breakdown structure Follow these tips and you will have a clear roadmap to keep your project on track

What is a Work Breakdown Structure?

A work breakdown structure is a visual diagram that outlines every task required to complete a project. The WBS arranges the scope of work in a hierarchical structure that progressively breaks down work packages into smaller and more detailed pieces.

The WBS serves several key functions for a project:

• Defining the full scope – The WBS ensures that all necessary work is identified. If something is missing from the WBS, it is considered out of scope.

• Organizing tasks – The WBS provides a structured approach to organize and sequence tasks and subtasks

• Allocating resources – The WBS helps estimate costs, equipment, materials and efforts needed for each work item.

• Assigning work – The WBS enables managers to easily assign work packages to teams.

• Tracking progress – The WBS provides milestones to track progress throughout the project lifecycle.

How to Create a Work Breakdown Structure in 6 Steps

Follow these six steps to develop a strong work breakdown structure for your next project:

Step 1: Identify Project Scope and Objectives

Start by defining the overall scope and objectives for your project. Document the following details:

• Background on the business needs and context
• Main project deliverables, requirements and goals
• Key milestones and deadlines
• Success criteria for completion

Having a clear project scope makes it much easier to develop the work breakdown structure. You need to understand what you are trying to accomplish before breaking it down into individual work packages.

Step 2: Identify Project Phases

Next, outline the major phases of work required to complete the project. High-level phases may include:

• Initiation
• Planning
• Design
• Implementation
• Testing
• Training
• Deployment

The number and type of phases depends on your specific project. The goal here is to break down the large project into logical, chronological phases.

Step 3: Hold a WBS Kickoff Meeting

Schedule a work breakdown structure kickoff meeting with key team members. This brainstorming session is incredibly valuable for identifying a comprehensive WBS.

Come prepared with background documents on project scope, requirements, plans, processes and schedules. Encourage team members to ask lots of questions and share ideas.

Identify a facilitator, scribe and time keeper. Document all inputs discussed during the session.

Step 4: Decompose Work Packages

With inputs from your WBS kickoff, you can start decomposing the high-level phases into incremental work packages. Break down the phases into smaller “chunks” of work until you reach a level suitable for estimating schedule and resources.

Some guiding principles for decomposing work packages:

• Work packages at the lowest level should have a duration of 5-15 days. Longer durations should be broken down further.

• The level of detail for work packages will vary depending on size and complexity. Larger projects require more levels in the WBS decomposition.

• Work package names should be unique, precise and clearly defined. Use active verbs to describe key deliverables.

• Work packages must be quantifiable and able to be fully completed. Avoid subjective or ongoing tasks.

Step 5: Create a WBS Dictionary

As you build out your WBS decomposition, create a WBS dictionary to provide detailed descriptions of each work package. The WBS dictionary adds clarity where a work package name alone may be ambiguous.

For each work package, specify:

• Scope of work
• Key activities and tasks
• Inputs and outputs
• Deliverables or milestones
• Resources required
• Duration and effort
• Cost estimates

Updating the WBS dictionary as you develop the structure helps align understanding across the team.

Step 6: Validate and Finalize the WBS

Conduct a final review of the detailed work breakdown structure with project sponsors and key stakeholders. Verify that it fully decomposes the project scope and defines all required work packages.

Update the WBS to address any gaps or revisions identified during the review. Once finalized, the WBS provides a solid foundation for the rest of project planning and execution.

Best Practices for an Effective Work Breakdown Structure

Follow these best practices to create a high-quality work breakdown structure:

• Start with the end in mind – Begin with a clear understanding of final project deliverables and work backwards.

• Involve the team – Collaborate with team members who will do the actual work. Their inputs are invaluable.

• Iterate as needed – Expect to refine and adjust the WBS as more project details unfold. Build in flexibility.

• Find the right level – Decompose work only to the level needed to manage and track the work. Too much granularity is inefficient.

• Mind the details – Provide clear, detailed definitions in the WBS dictionary for each work package.

• Visualize the hierarchy – Use diagrams, flowcharts and tree structures to visualize work package relationships.

• Integrate with schedules – Link WBS elements to tasks, milestones and timelines in your project schedule.

• Revisit regularly – Review and update the WBS at major milestones throughout the project lifecycle.

Work Breakdown Structure Templates and Examples

Seeing sample work breakdown structures can help spark ideas for your own unique project. Here are a few WBS diagram examples:

Software Development Project

![Software Development WBS Diagram][]

Credit: ProjectManager.com

Construction Project ![Construction Project WBS][]

Credit: Deltek

Event Planning![Event Planning WBS][]

Credit: Smartsheet

Many project management tools such as Workfront, Smartsheet and MS Project include pre-built WBS templates you can customize. You can also find free WBS examples online to use as a starting point.

Takeaway: An Effective WBS is the Foundation for Project Success

Developing a thoughtful work breakdown structure sets your project up for success. The WBS provides a detailed roadmap of all work required to complete a project on time and on budget.

While creating a WBS requires time and effort upfront, the level of organization and planning pays dividends throughout project execution. Adjust and refine the WBS as needed, using it as your go-to reference for task planning and tracking.

With an accurate work breakdown structure and dictionary, you will gain alignment, improve productivity and keep your project on track for the win.