Work Breakdown Structure

Introduction

A work breakdown structure is a results-oriented planning tool that simply organizes all the work of a project. Work breakdown structures are usually portrayed graphically in a hierarchical tree; however, it can also be displayed in outline form with lists of categories and tasks.
Work breakdown structures enable the user to physically diagram and group elements of a project that encompass the entire scope of the project. The structure allows the user to break down a large project into descending, detailed levels. Each detailed level outlines the project’s work, but not the work itself.

How to use Work Breakdown Structures

In planning large projects, it is common for a person to get overwhelmed and frustrated with all of the tasks which are involved in the process. Even on smaller projects, it is difficult to comprehend every detail which will take place over a certain period of time and by a number of different people. Work breakdown structures can help simplify projects in these situations.

Work breakdown structures follow these five simple steps:

1. To begin a work breakdown structure, start with the broadest area of detail to create a clear goal of what needs to be accomplished. Beginning with correct goals helps keep the work on the schedule and maintains a clear focus on what needs to be accomplished.
2. Assemble a team which will help you manage differing areas of the project. Psychologists say that our brains can normally comprehend 7-9 items at one time; therefore, assembling a team to help manage a large project is critical. In choosing a team, gather ‘decision makers’ and ‘action planners’ who posses the knowledge to know what needs to be accomplished and understand in which order tasks need to be completed.
3. Break down the project into organized divisions by generating major work breakdown structure headings. These headings represent the broadest areas to accomplish. Begin by brainstorming ideas and major headings for the various paths involved in the work breakdown structure. It is a good idea to write these headings on cards so that they can be seen and the broadest level of detail emerges. The cards give you flexibility to move ideas around. The cards also help open up the secondary level of the breakdown structure and keep it from being to narrow. Some cards will need to be adjusted and removed until the breakdown structure is completed and looks something like the following: