{"id":3491,"date":"2017-12-10T10:08:09","date_gmt":"2017-12-10T10:08:09","guid":{"rendered":"https:\/\/www.binfire.com\/blog\/?p=3491"},"modified":"2025-12-30T13:24:06","modified_gmt":"2025-12-30T13:24:06","slug":"work-breakdown-structure-complete-tutorial","status":"publish","type":"post","link":"https:\/\/www.binfire.com\/blog\/work-breakdown-structure-complete-tutorial\/","title":{"rendered":"Work Breakdown Structure: Complete tutorial"},"content":{"rendered":"

Work breakdown structure is the discipline of breaking down and simplifying tasks such that the resulting tasks are well defined and understood. <\/span><\/p>\n

This is done by breaking the large tasks into smaller tasks (called subtasks) and breaking the smaller tasks further into yet smaller tasks. <\/span><\/p>\n

This process is continued until the final subtasks are small enough to be\u00a0worked on and finished in just hours or days. The tasks at the end of each branch are called leaf tasks.<\/span><\/p>\n

Traditional project management uses work breakdown structure or WBS. Most project managers are trained in WBS and PMI<\/a> has been promoting work breakdown structure as the primary task management tool<\/a> for years.<\/span><\/p>\n

Wikipedia has a good page on work breakdown structure and the history behind it. You can read it\u00a0here<\/a>.<\/span><\/p>\n

Work breakdown structure defines every deliverable in the project. As such, it\u00a0should be the primary document in the project defining the deliverables.<\/span><\/p>\n

The main reason for creating WBS is to come up with an accurate schedule, proper resource allocation and ability to budget the project properly. <\/span><\/p>\n

WBS is not the schedule but the output of WBS is used to create the schedule and based on that, the resource allocation is created. Based on the above two, the cost is estimated and hence the budget of the project is determined.<\/span><\/p>\n

Work Breakdown Structure Fundamentals<\/span><\/strong><\/h2>\n

\"work<\/a><\/p>\n

Work Breakdown Structure Template<\/span><\/p>\n

Regardless of the\u00a0project management method you use\u00a0to plan and track your projects, be it the waterfall, agile or Hybrid methods<\/a> you\u00a0will tremendously benefit\u00a0by using the WBS to make tasks small and well understood.\u00a0<\/span><\/p>\n

Work breakdown structure brings the right discipline to the way you manage and work on your tasks and projects.\u00a0\u00a0<\/span><\/p>\n

Let’s assume your project is to build a new house on an empty piece of land.\u00a0 How do you start?\u00a0<\/span><\/p>\n

Think high level first. What does your new house need? Let’s list all the things you need to do to have your house completed.<\/span><\/p>\n

    \n
  1. Find an architect<\/span><\/li>\n
  2. Find a contractor<\/span><\/li>\n
  3. Get city permits for construction<\/span><\/span><\/li>\n
  4. Create construction plan<\/span><\/li>\n
  5. Estimate the cost and the budget needed to finish building the house<\/span><\/li>\n
  6. Build the house<\/span><\/li>\n<\/ol>\n

    The above tasks in WBS are called level 1 tasks.\u00a0The level 1 tasks are also called the100% rule. These tasks entirely capture what needs to be done in the project\u00a0for it to get completed.<\/span><\/p>\n

    Level one tasks are parents tasks and tasks directly under them are child tasks. Child tasks could themselves be parents tasks.<\/span><\/p>\n

    Child layers clarify the deliverables of their parent’s task. A complicated project could have several\u00a0layers of parent and child tasks.<\/span><\/p>\n

    Now let’s see how we can expand one of the items in the level 1 list. For this, we choose the item\u00a06 “build the house” because\u00a0building the house is more fun than chasing bureaucrats in the city hall for permits \ud83d\ude42<\/span><\/p>\n

    6.<\/span> Build the house (level 1 task; a parent task)<\/span><\/p>\n

    6.1<\/span> Clear the land (level 2 tasks; a child task)<\/span><\/p>\n

    6.2<\/span> Build foundation<\/span><\/p>\n

    6.3<\/span> Build walls<\/span><\/p>\n

    6.4<\/span> Build the roof<\/span><\/p>\n

    6.5<\/span> Electrical work<\/span><\/p>\n

    5.6<\/span> Water pipes and drainage<\/span><\/p>\n

    6.7<\/span> Paint the walls<\/span><\/p>\n

    Now let’s look at task 6.5 which is Electrical work.<\/span><\/p>\n

    6.5<\/span> Electrical work\u00a0<\/span><\/p>\n

    6.5.1<\/span> Layout wires (a level 3 task; a child task)<\/span><\/p>\n

    6.5.2<\/span> Add electrical\u00a0Box<\/span><\/p>\n

    6.5.3<\/span> Add Sockets<\/span><\/p>\n

    6.5.4<\/span> Connect wires to sockets<\/span><\/p>\n

    6.5.5<\/span> Add light fixtures<\/span><\/span><\/p>\n

    Although we have oversimplified tasks needed in building a real house, I hope you\u00a0get the idea here. First, we identified major tasks it takes in building\u00a0a house. These are the level one tasks for this project.<\/span><\/p>\n

    After\u00a0we did identify\u00a0all major tasks (level 1 tasks), we broke each one of those tasks into smaller subtasks. Then we kept doing\u00a0this process until each subtask\u00a0was small enough and well understood for us to implement it easily.<\/span><\/p>\n

    Although this seems logical to break up large tasks into smaller tasks, most teams, especially those practicing Agile project management<\/a>, do not follow this rule. This is a shame because WBS is one of the best tools for simplifying\u00a0tasks in the project.<\/span><\/p>\n

     <\/p>\n

    Dependencies in WBS<\/span><\/h3>\n

    Work breakdown structure relies\u00a0on dependencies to order tasks properly as they should be worked on during the project’s lifecycle. <\/span><\/p>\n

    In many cases, tasks are interrelated in complex\u00a0projects, one can’t start before another task is finished. <\/span><\/p>\n

    For example, in the example above one can not start plumbing work until foundation and the walls are in place. Imagine starting plumbing work when you don’t have any walls to lay the pipes behind.<\/span><\/p>\n

    Waterfall project management method<\/a> uses both WBS and dependencies. Waterfall until recently has been most widely used project management method thanks to Microsoft<\/a> Project.<\/span><\/p>\n

    Using dependencies and subtasks creates a powerful tool for planning projects properly. The project plan could be oraganized in time in such a way that tasks are started when they are needed. <\/span><\/p>\n

    This means the task has everything it needs before it gets started.<\/span><\/p>\n

    The beauty of this approach is that it creates a waterfall sequence which is much easier to visualize and follow visually.<\/span><\/p>\n

     <\/p>\n

    Baseline in WBS<\/span><\/h3>\n

    After you finish planning a project, the resulting schedule is called baseline schedule. This is the time frame you hope will take to start and finish the project. <\/span><\/p>\n

    A project is called on time when the actual and baseline match.<\/span><\/p>\n

    L<\/span>ike\u00a0most things in life, plans go wrong most of the time. You need to compare the actual progress of your project with its baseline. <\/span><\/span><\/p>\n

    This\u00a0comparison tells you if your project is on time or late and if late by how much.<\/span><\/span><\/p>\n

    Burndown charts are a great way for tracking the progress of your project during the implementation phase.<\/span><\/p>\n

     <\/p>\n

    Critical Path in WBS<\/span><\/h3>\n

    The longest task path going from the start of a project to its completion is called critical path. Critical path defines how long the project will take to finish. <\/span><\/p>\n

    The duration of the critical path is the sum of durations of all tasks along the critical path.<\/span><\/p>\n

    The only way to shorten the duration of projects is by somehow reducing the time it takes to finish\u00a0one or more tasks along the critical path. Doing so will shorten the critical path.<\/span><\/p>\n

    If a task which is not on the critical path gets delayed by a few days, it may or may not affect the duration of the project. But if any task on the critical path takes longer than planned, the project will be late.<\/span><\/p>\n

    During the implementation of the project, the critical path may change a few times. This happens when tasks which are not on critical take longer than planned in such way that a new path going through them is longer than the old critical path.\u00a0<\/span><\/p>\n

     <\/p>\n

    WBS Dictionary<\/span><\/h3>\n

    The WBS dictionary\u00a0provides a detail description of each element (task) in the project. This information is referred to throughout the life of the project to find out\u00a0the information about each task in the WBS.\u00a0<\/span><\/p>\n

    On Online project management software<\/a>, the WBS dictionary is created from the task description for each task in the project.<\/span><\/p>\n

     <\/p>\n

    Mutually Exclusive Elements in WBS<\/span><\/h3>\n

    It is important that there is no overlap between what needs to be done in tasks. Otherwise, duplicate work will be done which will reduce the productivity of the team and will increase the cost of the project.\u00a0<\/span><\/p>\n

     <\/p>\n

    Work breakdown structure is a fundamental tool in the war chest of any project manager. Regardless of the project management method you use, WBS can come handly making very complicated tasks broken down into simple subtask.<\/span><\/p>\n

    When selecting project management tool<\/a>s, make sure the application supports work breakdown structure in addition to other methods used in project management like Kanban boards, Scrum and others.<\/span><\/p>\n

    \n
    \n\"\"<\/a>\n<\/div>\n<\/div>
    <\/div><\/div><\/div>\n","protected":false},"excerpt":{"rendered":"

    Work breakdown structure is the discipline of breaking down and simplifying tasks such that the resulting tasks are well defined and understood. This is done by breaking the large tasks…<\/p>\n","protected":false},"author":2,"featured_media":4588,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[2,47],"tags":[7,23,43],"class_list":["post-3491","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-project-management-2","category-project-management-software","tag-project-management","tag-task-management","tag-work-breakdown-structure"],"yoast_head":"\nWork Breakdown Structure: Complete tutorial - Collaboration Corner<\/title>\n<meta name=\"description\" content=\"Work breakdown structure is a powerful tool for planning and simplifying tasks in projects. 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