What Is WBS Meaning In Project Management?
WBS is a visual, hierarchical and deliverable-oriented breakdown of the project. This is a visual document that helps the project managers to plan and manage the project tasks. It is a crucial project planning tool that outlines all the tasks required to perform. The purpose of WBS is to deconstruct the final products into different steps and phases. A WBS diagram improves the clarity of the process by breaking down complex project scopes, visualising them and giving an overview of to-do lists.
Types Of Work Breakdown Structure
As every project is different, so is a work breakdown structure. It is the responsibility of a project manager to determine which WBS works for them. The main purpose is to see the hierarchy and clarify the tasks to everyone involved in the project. There are mainly two types of WBS. They are as follows:
- Deliverable-based: This is the hierarchical deconstruction of the task focused on the deliverables. Here the project scope and the tasks are broken down into deliverables to be produced. This approach works well with shorter projects with a really clear outcome. An example of this may be an annual revenue report of the company.
- Phase-based: This approach is appropriate for large projects. Here, project phases are created to list a group of tasks to be done. These task groups are then completed in phases. The outcomes of these types of projects are less defined. An example may be lowering the energy use of the company by 20 percent over the next two years.
What Are The Levels Of WBS In Project Management?
The WBS diagram is hierarchical in nature, meaning that each level has a certain degree of importance. These are the four levels of work breakdown structure.
- Top-level: This is the final deliverable of the project. It may be a product or a report, for instance. The aim of the project team is to achieve this outcome, as it is the end goal of the project. Teams can designate this as the title of the project.
- Controls account: This is a crucial stage of the project that contains the main tasks and primary deliverables. Before the project reaches its ultimate deliverable, this can also involve major project components like equipment and some of the major tasks.
- Work packages: These are the major tasks that the project team completes to progress towards the controls account. This includes the small tasks that need to be performed in order to proceed towards the larger tasks.
- Activities: This is the level where tasks and subtasks are completed to advance toward the work packages phase. These are the smallest tasks of a project. These tasks are at the end of the diagram, but these are the first tasks a team would start working on at the beginning of the project.
Importance Of WBS
A work breakdown structure is extremely important for complex and larger projects. It provides clarity and prevents overlooking any important task. These are the importance of using WBS:
Allocating tasks
WBS diagram or document makes it easier to allocate tasks and assignments to the team members. It helps the team members to understand what they need to do to achieve the goals. When tasks are assigned to a specific person or team, the chances of duplicity decrease.
Creates schedule and timeline
WBS helps to determine the project schedule and timeline. It estimates how long a task can take to complete. Thus, project managers can give accurate timelines to the customers. It lays out the plan for executing the tasks in a given period and directs the team to act accordingly.
Provides clarity
In complex and large projects, teams often get confused about the tasks that are interconnected. WBS helps to provide clarity and clarify the confusions by identifying who is responsible for a task. This increases the efficiency of the whole process.
Cost estimation
It helps to allocate adequate resources to a project by determining the budget of the tasks. This helps to prevent overspending. Breaking down the tasks gives a clear overview of the money to be spent on each task, thus creating accurate budget estimates.
Assessing risk
Breaking down the project into smaller parts helps to identify the potential areas of risk. Early assessment of any risk may make it easier to mitigate it. This may have a positive impact on project delivery.
Monitoring progress
Work breakdown structure helps to monitor the progress of the project. It identifies the areas that need changes and aids in completing the project on time.
Acts as work statement
WBS acts as a statement of work where you can outline the elements that you will provide after the execution of the project. It gives an itemised presentation of the project elements.
How To Create A WBS In Project Management?
WBS is a hierarchical structure and should be created in a stepwise manner. These are the steps of creating a WBS:
- Defining objectives: The first step is to define the objectives and goals of the project. List the end products or elements you want to develop. Then determine the tasks that are essential to achieve the project goal.
- Emphasising the phases: Determine the project phases in a hierarchical manner to achieve the project objectives. After listing the different phases, subdivide them into manageable tasks.
- Determining deliverables: Determine the deliverables after the completion of each phase of the project. Make a summary that includes every activity and deliverable you need to do to finish the project.
- Allocating tasks: Assign the tasks to the members of the project team. Also, determine the resources that you need to provide to each member or team.
Methods Of WBS
Let us have a look at the following popular methods of creating a work breakdown structure:
- Timeline (Gantt charts): Timelines also known as flowcharts or Gantt charts are extremely helpful. They help in importing spreadsheets, tracking progress, adjusting tasks, connecting tasks, adjusting deadlines, assigning task owners, adjusting colour tracking and sorting tasks. They are a colourful way of visualising work.
- Kanban boards: This board is different from timelines as they are not horizontally organised but look like boards. These boards help to track progress, adjust tasks, connect tasks, adjust deadlines, plot workflows, communicate in one place and plan product roadmaps. It is one of the most frequently used tools for day-to-day tasks.
- Calendars: Using team calendar software is the third way to create your own WBS. They are helpful for switching between day, week and month views for large projects. They give a different visual experience and can import an existing spreadsheet.
Tips To Create A WBS
These are some essential tips to consider when creating a work breakdown structure:
- Use a template or design software for designing a WBS. They provide clarity about the tasks to be performed by the team members.
- Ask the stakeholders for providing feedback when creating WBS. To make sure you cover every facet of the project, get advice from team members and experienced project managers.
Example Of WBS
Here is an example of WBS:
Zuzu, an electronic vehicle company, makes a WBS to emphasise the best process of producing an electric scooter. The top level is the final product or the completed scooter. The controls account level consists of the main components of the scooter, such as the engine, wheels, brakes and battery. The third level includes tasks or components required to manufacture the control account tasks, like seat, handle, back and front wheels and battery unit. The last phase is the activities level. It comprises product development, research and testing. Here the different parts of the scooter are tested and designs of the popular scooters are researched.
WBS in project management is an efficient tool for completing complex and large projects. It helps to plan, manage, and perform the tasks of the project in a hierarchical and stepwise manner. Work breakdown structure is effective in mitigating the challenges and risks of the projects. It makes it easier for the project team to understand what is expected from them and how it should be done. WBS empowers the project team by allowing them to be flexible with their workflows in accomplishing the tasks.
