Work Breakdown Structure (WBS): What it is, how to create it and its importance

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Define the scope, gather the team, identify the main components of the project, break down the phases into smaller tasks, structure the WBS hierarchically, check its completeness, document it and finally apply it to your project management. Phew!

Need to manage your project? The answer is in the Project Breakdown Structure (WBS). Want to visualize the strategies and tasks required to achieve your goals in detail?

EAP. Do you want to ensure that every step of your project is carefully planned and executed? EAP!

You need to check it out: More agility in your workflows using the Bitrix24 tasks and projects module

What is a work breakdown structure?
The WBS is a visual, hierarchical, and delivery-oriented breakdown of a project. It is precisely through this subdivision process that not only project managers , but other professionals can now break down the scope of a project and check all pending tasks and steps so that their projects are completed successfully.

Importance of WBS in project management
It’s no wonder that creating a Work Breakdown Structure is the first step in developing a project schedule . It defines all the work that needs to be done (and in what order) in order to achieve the project’s objectives and goals.

Delving deeper into your project through a visual representation will help you understand the scope of the project and help you allocate resources to all of your tasks. A well-constructed WBS helps with important project management process groups and knowledge areas, such as:

Project planning , scheduling and budgeting;
Risk, resource, task and team management.
A WBS also helps you avoid common project management issues like missed deadlines , scope creep, and cost overruns. Your project scope may consist of multiple phases or smaller subprojects—and even these subprojects can be broken down into tasks, deliverables, and work packages! Your WBS can help you manage these items and gain clarity on the details needed to accomplish all aspects of your project scope.

Also read: How to develop a business project: importance and software used

Types of work breakdown structure
There are two main types of Work Breakdown Structures: deliverable-based and phase-based. The choice of which one to apply to your project depends on how it will be divided — in terms of time or scope.

A deliverable-based WBS starts by breaking down the project into all the major scope areas and then divides them into project deliverables and work packages. A phase-based WBS displays the final deliverable at the top and, like the deliverable-based WBS, performs the same division into deliverables and work packages.

Learn about the components of the WBS
Project — the highest level of the WBS, representing the project as a whole. This level provides an overview of what needs to be achieved;
Major deliverables or phases — divided just below the project, the details of the main areas of the project are carried out here. “Planning”, “Execution” and “Closing” are part of this level.
Sub-deliverables or sub-phases — This level breaks down major deliverables or phases into smaller, more manageable parts. Each sub-deliverable represents a key part of the major deliverable. Within the “Planning” phase, for example, you might have sub-deliverables such as “Scope Definition” or “Schedule Development.”
Work packages — Work packages are the smallest, most detailed components of the WBS. They represent the work that needs to be done to complete the sub-deliverables. Each work package can be assigned to an owner or team and contains detailed task descriptions.
Tasks — within each work package are individual tasks. These tasks, which are simply actions that need to be performed, represent the most detailed level of the WBS and are essential for executing the project. Tasks are usually accompanied by deadlines, responsible parties, and dependencies.
Milestones — Milestones indicate the completion of a major phase or deliverable. They help track the progress of the project and indicate whether or not it is on track.
Work breakdown structure levels
project breakdown structure

The EAP fulfills its purpose on three levels. They are:

First level
The first level of the WBS represents the project as a whole. This is where the overall objectives of the project and its main purpose are put into play.

Second level
At the second level, the project is divided into focus areas or phases. These divisions can be based on deliverables or on stages in the project life cycle.

Third level
The third level further disaggregates the focus areas or phases into sub-deliverables netherlands telemarketing data or sub-phases. Each sub-deliverable is an essential component of the main delivery, facilitating detailed management and monitoring.

Work packages and their definitions
Work packages represent the basic units of work that need to be accomplished in order for sub-deliverables to be completed. Each work package is, in turn, a collection of related tasks or activities that, when completed, contribute to the delivery of a specific part of the project.

Specificity, responsibility, measurability and temporality are some of the main characteristics of work packages.

Relationship between the parts of the WBS
The Work Breakdown Structure is organized hierarchically, where each level provides greater depth to the project's deliverables and activities. The relationship between the parts of the WBS represents one of the indicators of the cohesion of the project plan.

In a building construction project, for example:

Project (First level) :
Construction of the commercial building;
Main deliverables or phases (Second level) :
Planning;
Execution;
Closing;
Sub-deliveries or sub-phases (Third level) :
Planning: scope definition, schedule development;
Execution: foundation, structure, finishing;
Closing: Final inspection, handover of the building;
Work packages :
Foundation: excavation, installation of reinforcement, concreting;
Structure: assembly of pillars, construction of slabs;
Finishing: painting, installation of windows and doors.
Each of these work packages is essential for the completion of the sub-deliverables, which, in turn, complete the main deliverables, leading to the completion of the project as a whole.

Find out what an efficient WBS contains
A WBS (Work Breakdown Structure) is the foundation of successful project management. It provides a visual, hierarchical model that breaks down the project scope into smaller, more detailed parts known as work packages.

This breakdown not only makes it easier to understand what needs to be done, but also promotes effective communication, more accurate planning, and meticulous execution of each step.

The logic behind the WBS is simple: by breaking a project down into smaller, interrelated tasks, complexity is reduced, making each step more understandable and manageable. This approach transforms a project that might seem overwhelming into a set of clear activities, each with clearly defined goals and outcomes.

The EAP functions as a “strategic map”, guiding teams and managers along the way and ensuring that all efforts are aligned with overall objectives.

EAP Dictionary
The WBS dictionary is an important extension for detailing each project item. It works as a kind of manual that describes the scope of each task or step within the project.

This document helps avoid misunderstandings by providing a detailed explanation of terms, activities, and objectives. It can also include additional information such as acceptance criteria, required resources, and potential associated risks.

For example, when listing a task as “develop a landing page,” the dictionary should answer the following questions:

What visual elements will be used?
Who is responsible?
What is the ultimate goal?
Task description
A well-written WBS description is the starting point for effective execution. It needs to be clear, concise and specific, eliminating any doubts about what needs to be done.

For example, instead of simply listing “Review contract,” the full description could be: “Review vendor partnership contract, highlighting financial clauses and possible adjustments needed, and submit revised document by Friday.”

This detailed approach prevents errors, ensures expectations are aligned, and makes it easier to prioritize tasks. Furthermore, it is essential that the description is accessible to all team members and available in a centralized platform, such as Bitrix24, for reference and updates.