From the inception of brainstorming to the final deliverables, a project goes through numerous phases and processes. Project management is not a facile task. There are many procedures related to project management. A project, whether it be a multibillion-dollar one or a mini construction one, lots of resources are subsumed in that project. There are various topics regarding project management, such as Agile and Waterfall, Kanban and Scrum, and many others, which we have discussed in our previous blogs. Today, we are going to shed light on the work breakdown structure (WBS) in project management. As the word suggests, work breakdown structure (WBS) means breaking the project tasks into mini versions so that the whole project can be more manageable.
WBS is a visual representation of the project with the hierarchical decomposition of the project that divides the larger task into clear and manageable smaller parts, enabling the project team members to conduct the activities in an appropriate and approachable way. WBS breaks down even a complicated project scope into understandable and easier ones, working as a tool/technique/roadmap to guide effectively for effective project planning, project scheduling, resource planning, task completion, cost management, risk management, and many more. WBS can be considered as one of the most important project management documents that helps to achieve the project goals and objectives. WBS is recognized as a facilitative diagram for the project managers and all the team members, as WBS helps to break down the project into smaller tasks, and the completion of the project becomes easier with the visualization of tasks in an understandable way. Each project work is exhibited in the WBS chart. Hence, WBS charts are considered the quintessential tool from project planning to its execution. WBS integrates the project scope, financial costs, and schedules, properly aligning them. With this use, WBS helps to tackle the challenges such as scope creep, missed deadlines, cost overruns, resource misallocation, and other hazards.
In the WBS diagram, the final project deliverables/tasks and the work packages are set on the top, whereas WBS levels subdivide the project scope to indicate such tasks, deliverables, and work packages that are mandatory till the completion of the project. The use of Gantt charts and project management software assists the project managers in effective project planning, project scheduling, project management, and effective project execution. WBS is the first and foremost step for the initiation of a project schedule. WBS levels are the main project phases required for project completion. So, in the WBS diagram, final deliverables remain at the top, then WBS levels, and beneath the hierarchy of WBS levels, there remain work packages. In popular use, there are three levels in the WBS charts, but with the increasing complexity and need of the projects, the WBS levels can be added. There are two types of WBS:
i) Deliverable-based work breakdown structure
ii) Phase-based work breakdown structure
Brief Intro:
This kind of WBS exhibits the clear relationship between the final project deliverables, i.e., the outcomes, and the project scope, i.e., the work to be executed. In this WBS method, the project is broken down into major areas of control accounts, and these control accounts, which are used to group work packages, are divided into project deliverables, i.e., work packages. The status of the tasks is measured with the help of control accounts. A WBS diagram includes tasks, subtasks, levels, work packages, and many more.
As the word suggests, this method requires tasks associated with various elements and then dividing them into the tasks that are unique to each level 1 element. Final deliverables are exhibited on top, and then WBS levels, and then the 5 phases of the project, namely Initiation, Planning, Execution, Control, and Closeout.
As the complicated project is divided or decomposed into easy and understandable soft tasks, it brings clarity to every project team member. The project scope is well-defined, avoiding the project management challenges such as Scope Creep, budget deficit, risks, and more. At every phase of the project, deliverables are well-managed. The project's scope, schedule, and costs are aligned, which helps to gain easy and immediate control whenever the project starts to shift.
1. Define the project scope, project goals, and objectives, and document everything on the Project charter along with the scope statement, project management plan (PMP)
2. Identify the project team members and hand over the tasks according to their caliber, experience, and capability.
3. Define the level 1 elements, i.e., the final project deliverables that cover almost every part of the project scope. Consider it as a 100% rule, i.e., verifying that 100% of the project is covered.
4. Start the Decomposition techniques by breaking the level 1 elements into unique lower-level ones. Again, start continuing to break down the deliverables until the task captured in each element/deliverable is to be managed by a single individual or entity.
Note: All elements should be mutually exclusive.
5. After the hierarchical deconstruction of the project scope is done, define the content of the work breakdown structure dictionary. WBS dictionary refers to the summarized description of the task included in each deliverable of the WBS.
6. Create the WBS dictionary at the Work Package level.
Note: Work packages are the lowest-level elements/deliverables of WBS.
The descriptions are created at the Word Package level, making sure 100 percent of the project scope is captured, including costs, information, risks, project milestones, etc.
7. Enter the WBS into the Gantt chart schedule for project scheduling and tracking that incorporates task hierarchies, making it easier for the project managers to execute the projects.
As each element and level of the WBS contains a definition and details, this manageable chart plays a pivotal role in the project from start to finish. The exploration of WBS charts and diagrams is a must for every project team member to make the project task more understandable, manageable, and approachable.