How to Create a Work Breakdown Structure: A WBS Masterclass

The Work Breakdown Structure (or WBS) is one of the few truly fundamental tools of Project Management. But how do you create one?
I am not going to start with activities - despite the fact that this is, linguistically, what the word ‘work’ implies. I will determine the activities by analyzing all of the deliverables we create.
Deliverables are products, capabilities, or results (for example, a thing, a process, or an event)
So, to create a WBS, we need to create a Hierarchical decomposition of ALL of the deliverables of the project. If it’s not on the WBS, it won’t get done.
I will be clear about my terminology, so you can apply a consistent process.
LEVEL 0
So, at the top, (Level 0) we will deliver the project - the end product.
LEVEL 1
Level 1 is the Key-Line. Decide on an organizing principle for your WBS. (major deliverables, phases, types of product or domains of work, team, …). These will form the Workstreams for your project.
LEVEL 2
Identify major deliverables that fall under each heading. Not all of them need to be end-deliverables.
An End Deliverable is a deliverable that is defined by the goal of the object.
LEVEL 3
The alternative is Interim Deliverables. These are deliverables that you do not want for themselves, but because you need them as part of the process of developing your end deliverables.
Interim deliverables and components for each deliverable that help you get to end deliverables are ‘sub-deliverables’
LEVEL 4
You can have multiple levels of sub-deliverables
Structure them logically.
Document Your WBS
Create a WBS Index. Number 1, 2, 3 across your Key Line. Then, number the major deliverables under 1 as 1.1, 1.2, 1.3 etc
You have a choice of formats:
• Hierarchical list
• Graphical hierarchy chart
• Table listed by WBS Element Index - can add descriptions, resources, estimates of time cost - creates WBS Dictionary
Final stage…
Present your WBS for sign-off. Your Completed WBS is now a full statement of the Scope of Your Project.
Good Practices
Make sure the labels you use represent clear statements of what the deliverable is
Then think about interim deliverables
Use MECE
ME Mutually Exclusive
CE Collectively Exhaustive
Turning your Product-based WBS into tasks and then, into a plan
Step 1: Work Packages
Break deliverables into work packages.
Step 2: Activities
Work packages consist of activities.
Step 3: Planning
Once you have a complete decomposition of your WBS into tasks, from these, you can:
• estimate durations,
• determine dependencies,
• apply resources,
• allocate responsibilities, and
• estimate costs
The Work Breakdown Structure is a fundamental Project Management tool. It is a:
• Scoping and scope management tool
• Planning tool - basis for defining activities and everything that flows from this
• Resource allocation and management tool
• Basis for detailed risk identification
• Governance tool
• Communication tool
• Reporting tool
• QM tool
• Basis for Integrating all other tools
Recommended Videos
Carefully curated video recommendations for you:
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A while back, I asked Project Managers in a couple of forums what material things you need to have, to do your job as a Project Manager. They responded magnificently. I compiled their answers into a Kit list.
kit.co/MikeClayton/what-a-pro...
Note that the links are affiliated.
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#Project #ProjectManagement #WBS

[@Onlinepmcourses]

My video explaining what a Work Breakdown Structure is, has been one of my most popular. But loads of you have asked: 'How do I create a WBS, Mike?' So, it's high time I gave an answer!

[@Onlinepmcourses]

Thank you for watching - please do subscribe to the channel and, to join my community, sign-up at onlinepmcourses.com/assets440251/the-onlinepmcourses-newsletter/

[@carolineemery1354]

What template do you use for this Mike?

[@Onlinepmcourses]

@@carolineemery1354 I don't use templates although you can create a template WBS dictionary in a spreadsheet, from the one on screen. Historically, I have just used Word (or another word processor) to create a WBS, using the structured list formatting.

[@Franky566]

@@Onlinepmcourses this guy explained in 30 seconds what a professor could not explain in several hours.

[@Onlinepmcourses]

@@Franky566 Thank you!

[@wheelspins]

Recently I started learning Project Management and accidentally bumped on to your channel while searching for a detailed explanation of WBS! This short clip cleared the doubts I had and certainly I’ll be watching more content!

[@Onlinepmcourses]

That's great. You have over 600 videos to catch up on, so I hope they will be able to clear up a load more of your doubts and questions. Welcome aboard!

[@urmomsh0use]

This type of video needs an example - bringing it out of the abstract

[@Onlinepmcourses]

Maybe so. I did not want to make the video too long.

[@robertrackers3276]

I, personally, have Project Management as the first item on the Key Line level. That is where the entire Project Management process begins, and it prevents it from possibly omitted. It also reminds Stakeholders that you aren’t working on the process just because you love that which you do. Thanks again for your great delivery of great content. As always, Best Regards!

[@Onlinepmcourses]

Robert - that's a sound approach. I also like to put Project Management on the Key Line, but maybe not first! I prefer last, because it serves the others, rather than first suggesting it leads them. But that is a preference thing with so little impact.

[@gulshanbanas1887]

Thanks Mike, your entire PM series is fantastic. Really appreciate your knowledge sharing and clarity of your delivery 👍

[@Onlinepmcourses]

Glad you like them! Thank you.

[@Amazing4u]

Great idea to put the WBS Dictionary. I often add the key risks to WBS too at later stage when doing risk planning and associate them to the risk register number.

[@Onlinepmcourses]

Excellent point, Ali. The best way to carry out a rigorous risk identification is to work from the WBS dictionary. It helps us to be thorough and, as you say, gives us a numbering system too.

[@janetjandrositz1191]

I am a proposal manager on a large government response team. One of our team members is responsible for the WBS. We have a meeting to discuss this topic later today. Thank you for breaking down the WBS so succinctly and clearly. Prior to listening to your video, I would not have had much to contribute. Now I believe I will be able to do just that. Thank you again.

[@Onlinepmcourses]

Janet - thank you for letting me know - this is one of the reasons I make videos!

[@janishani1]

A massive thank you, Sir. I'd also like to sincerely congratulate you for you are your own hero 🙃 I can somehow (not knowing how) feel it. Bravo on you, Sir, very well done! 👏🏽👏🏽👏🏽👏🏽👏🏽🤩👌🏽✨

[@Onlinepmcourses]

Thank you very much!

[@mariacitygirl3825]

I am so happy I found your channel 🙂 You are so good at teaching this. Four minutes in, I paused the video, checked out your channel, and subscribed.

[@Onlinepmcourses]

Thank you, Maria. I’m glad you found me.

[@johnboy5736]

Hi Mike. Very well described regarding the levels. Thankyou for your time and efforts. John

[@Onlinepmcourses]

Thank you, it's my pleasure.

[@gpindepinde]

Clear organized👌 presentation with clear and sound examples. Thank you Sir👏

[@Onlinepmcourses]

You're most welcome

[@beebless2358]

Greetings, I have been wanting to ask you to make a refresher video for this... I have my notes, but it's always great to hear someone with good delivery to explain. Thanks.

[@Onlinepmcourses]

My pleasure, Bee.

[@TwiceEssential]

Amazing.

[@Onlinepmcourses]

Thank you! Cheers!

[@PTHouy]

Very clear explained. Thanks you.

[@Onlinepmcourses]

My pleasure.

[@yimernone4387]

thank you for ur generous and so educative talk

[@Onlinepmcourses]

You're very welcome.

[@clarieclaire00]

Thanks!

[@Onlinepmcourses]

Wow! Thank you very much for your Superthanks. You are very welcome!

[@_firstmoves]

This is amazing, thank you!!!

[@Onlinepmcourses]

You're so welcome!

[@yohanesliong4818]

Very informative and helpful. Thank you!

[@Onlinepmcourses]

You're very welcome!

[@flashtheoriginal]

Superb stuff. Really informative. Thank you Mike. I have subscribed

[@Onlinepmcourses]

Awesome, thank you!

[@Doggysoft]

Thanks, Mike

[@Onlinepmcourses]

You're welcome.

[@patelkhushi3079]

Great one..it was quite helpful.Thank you!

[@Onlinepmcourses]

Glad to hear that!

[@sandhugurman0]

Hi, This is an amazing video explaining the work breakdown structure which is an important part of project management and ensuring that the work is going as per the plan and without any risk involved. The approach explained in the video is great and can even be learned by beginners. Great video, thanks!

[@Onlinepmcourses]

Glad it was helpful!

[@merciadios5113]

THANK YOU!

[@Onlinepmcourses]

No problem

[@kidistamosa9084]

Thank you!!!

[@Onlinepmcourses]

You're welcome!

[@everythingisfake7555]

thank you, sir

[@Onlinepmcourses]

You're welcome.

[@prakashwillrocku]

❤❤❤ You are awesome

[@Onlinepmcourses]

Thank you 💕

[@irisvirusofficial]

Thank you

[@Onlinepmcourses]

You're welcome.

[@bengarick]

I'd be interested in your view on Product vs Deliverables. Currently working as a PMO Manager in IT, I often see Charters/PIDs with deliverables being 'Validation plan', 'Testing Plan'. I have tried to distinguish the difference with the PMs (rightly or wrongly) that the deliverables are the, as you say, Tangible thing or things that are or makeup what is handed over to the business. I use the term Products as the things the project (PM) Produces to provide assurance over the process or deliverables within the project.

[@Onlinepmcourses]

I don't think there is anything wrong with your definitions - as long as you and your colleagues use them consistently within your organization. However, I see products and deliverables as interchangeable terms. But I distinguish between end-products, or end-deliverables on the one hand, and interim products or interim deliverables on the other. The siple fact is that there are no absolute standards of terminology across the whole of Project Management, globally.

[@jawadhassan82]

Great video, very helpful. I have a question please. The WBS you have explained in the video, is it deliverable based WBS or phase based deliverable?

[@Onlinepmcourses]

In this video, I describe a deliverable-based WBS and ten add tasks/activities at the end.

[@StevenSsamba]

Some advice to all who watch and have not taken the course. Take Mike's course too.

[@Onlinepmcourses]

Thank you, that's good advice 😉

[@nickjerrat]

Great video. I thought you preferred activities rather than products / deliverables in the WBS? Or do you use activities/tasks under the deliverables / sub-deliverables?

[@Onlinepmcourses]

I do prefer to use activities in my WBS (and then add products under them). However, I also acknowledge that my audience skews to the US, where a product-based WBS is dominant.

[@nickjerrat]

@@Onlinepmcourses wow thanks for the rapid response. Sounds good, I might do that as well.

[@andrewsuttar]

Hey Mike! Love your channel... QUESTION: How would you go from a WBS and PDM diagram into Favro (specifically)? I love Favro and am wondering how you would approach laying out project-scaffolding for your team in Favro? Would you use different boards for each each tier in your WBS? My goal is to build a template "Collection" in Favro and then adapt (and relabel) it on a project by project basis.

[@Onlinepmcourses]

Andrew, this is a tricky one. I am no expert in Favro, but I don't think it is the right tool if you want to create assets like a Work Breakdown Structure or a Precedence Diagram (PDM - Precedence Diagram Method). Both of these approaches come from a very-much predictive PM world. Favro is much more an Agile and collaboration tool. Sometimes, trying to bend the tool to a need it wasn't designed for will produce a poor and clunky solution at best. Favro does allow us to create data tables, so a WBS dictionary is eminently possible - but auto-numbering of items may not be possible - I'd have to try. To my knowledge, it won't draw Precedence Diagrams, but you can use the data table to store predecessor and successor data against each activity. That may allow export as a spreadsheet in a format that a tool like MS Project could import. But, you wouldn't use a hammer for driving a screw - even though (as previous owners of my house have demonstrated - you kind-of could!!

[@kefasblackson5621]

@@Onlinepmcourses how do i Develop a work breakdown structure (WBS) of the activities and the duration of each activity if I want to evaluate the effectiveness of the livelihood Project

[@Onlinepmcourses]

@@kefasblackson5621 I don't understand your question, Kefas. What do you mean by the livelihood Project?

[@wojciechkalinowski3827]

What if MECE is not possible? Because the end tasks needs to overlap? Do we make a big pipe for the WBS or do we use another technique?

[@Onlinepmcourses]

I assume you mean 'what if you can't define tasks that are mutually exclusive?' - that your tasks overlap? That sureely means that to stop double work, you'll have to merge them into one task, or require the people working on each to work together. But is it really not possible to unscramble the task into two parts? I don't say it isn't, but I am struggling to find an example. I do not know what you mean by 'big pipe'.

[@traceywilson5749]

Great video. Do you have a WBS Dictionary template you can share?

[@Onlinepmcourses]

Thank you. Unfortunately, no. But I will add it to my backlog for my Project Management Templates Kit: onlinepmcourses.com/project-management-tools/project-management-template-kit/

[@jacoduvenhage4097]

Good day Mike May I ask if these videos are also available in French and Spanish?

[@Onlinepmcourses]

I am afraid not, Jaco.

[@jacoduvenhage4097]

@@Onlinepmcourses Thank you very much for the reply Mike. Great videos and training.

[@Onlinepmcourses]

@@jacoduvenhage4097 My pleasure

[@faseehaneil3809]

Hi Mike! Could you please tell me how can we make a gantt chart that includes multiple projects in it. I am a total beginner at this and i have been given a task to make a gantt chart to keep a track of all the projects that media org i am working in has planned for the next six months. Please please let me know if thats possible and how as all i can find till now is 1 projects divided into multiple tasks. Thankyouu soo much!

[@Onlinepmcourses]

Start with this video: 'How to Create a Gantt Chart in 9 Easy Steps' kzbin.info/www/bejne/fImaYaWNeqprm7s There is no reason why you cannot place multiple projects on one chart. However, when you need to show multiple projects, sometimes all the client/boss really needs is a summary level that shows how they relate to one another. This is a Project Roadmap. I have a video scheduled, and I have just re-jigged my schedule a little, so that it will come out this week (13 July 2023). Look out for 'What is a Project Roadmap? How to Make One and How is it Different from a Gantt Chart?' on Thursday, at kzbin.info/www/bejne/j4CxoKOlr9N9l5I

[@gregwest5588]

I was about to ask the same thing

[@Onlinepmcourses]

@@gregwest5588 My project roadmap video is now live: kzbin.info/www/bejne/j4CxoKOlr9N9l5I It's one of my fastest-growing in terms of views!

[@everythingisfake7555]

On the MECE principle, regarding collectively exhaustive does that mean I as the PM need to know exactly how everything is going to be completed? Say if I am a construction PM, do I need to know everything the plumber needs to do in order to complete his work package? For example, i know the house needs toilets, baths and sink installed and running, but I don’t know how the plumber will do it technically, I just have the deliverable I want to see. Is there such a thing as delegating it to the plumber so they complete the the work to industry standard that we can confirm during inspection and handover? I dont think its common for a plumber to add to a project managers wbs themselves, maybe the pm has a phonecall with them and maps it out?

[@Onlinepmcourses]

Let me use your example: 'Say if I am a construction PM, do I need to know everything the plumber needs to do in order to complete his work package?' My answer is 'no'. The common question is 'how far down the WBS should we go?' And the answer depends on which type of WBS... 1. For a US-style WBS that breaks down products... YES, you need to list every product, down to the level where you will need to assess its quality and performance against specification. Because that's your sign-off checklist. But, even there, in your plumber scenario, do you check each joint in the pipework, or do you check that the sink taps work and there are no leaks? 2. For a UK-style WBS what breaks down activities... NO, you need to go down as far as you need to to be confident that the person doing the work (the plumber in your example) sees the task as one coherent activity that they fully understand. So, yes, you can specify 'fit the sink into the kitchen worktop', rather than itemizing the sink-top, taps, plumbing, seals... etc. However, you may look at your resources and see that it will be fitted by an apprentice. Then you may decide to take your WBS to another level of detail, to ensure that the apprentice misses nothing. So, in summary, I agree with your assessment. We need to be pragmatic, to delegate, and deal with seasoned professionals in a way that respects their expertise (while also respecting the client's need for certainty of outcome).

[@everythingisfake7555]

@@Onlinepmcourses Interesting - the American WBS to me seems a bit redundant, especially since you can create an accompanying product breakdown structure (afaik from my research) that is supposed to breakdown the product itself. I look at a PM as a tactician and organiser, and to be that you must be able to delegate properly, it is impossible to have a specialist operational knowledge of every part of the project (God I hope so or I’ll never make it haha). It’s like the Commanding Officer of an army tells a Sniper what to do, but he does not himself have the specialist training of that sniper, there will be much about the craft that he does not know intricately. I personally feel like it is too much friction to over granulise things at such an early phase in the project too, start with the necessary detail and also the necessary amount of vagueness for you to actually get going, know what I mean? thank you again for taking the time to respond in such detail. I am very appreciative of that really, I feel so lucky to be able to talk to somebody as experienced as yourself like this.

[@Onlinepmcourses]

@@everythingisfake7555 You are very welcome. I agree that the UK WBS approach makes a little more sense (but then, that is how I was first taught). However, on many projects, we need a PBS, so starting with the US approach may be more pragmatic. And, that's how I look at Project Managers: pragmatists. Maybe your tactician/commanding officer metaphor works well here. I certainly agree that we don't need detailed operational or subject knowledge to lead a project.

[@DavidWhelbourn]

In my experience the UK focuses on deliverables in PRINCE2 - work is added after.

[@Onlinepmcourses]

Good to know, thank you.

[@Djmack1992]

Not watching this video is why Star Citizen will never leave Alpha.

[@Onlinepmcourses]

I'm sorry, but I don't get the reference. But I will assume it's a compliment - Thank You.

[@Franky566]

the jargon in project management is so dense it makes the turbo encabulator seem like plain english.

[@Onlinepmcourses]

You are right! There is a lot of jargon. That's why: 1. I have around 150 videos on this channel with titles that start 'What is...' My PM Dictionary playlist is here: kzbin.info/aero/PLsz8d8r2a994mqQQVM2ELvjmx_CUJATMq 2. I wrote this $1.99 eBook: Decode the Jargon of Project Management - geni.us/cUWUCh

[@kayshlyemarion8663]

😮

[@kayshlyemarion8663]

Help

[@Onlinepmcourses]

Errm. I can't help if I don't know what you need.

[@everythingisfake7555]

do you have a video/course that is just about the fundamental principles that project management is built upon? like the truth without the faff and fancy words/unnecessarily complicated phrases/words.

[@Onlinepmcourses]

Yes, I have three tiers of core video courses depending on how deep you need to go (and also a low-cost email course). You can compare them here: onlinepmcourses.com/core-project-management-courses-2023/

[@everythingisfake7555]

@@Onlinepmcourses do you think every project needs a gantt chart of all of the documentation? say if im just painting a living room and kitchen, that is basically a project, but i feel like getting into all of this would just make it sluggish when i could just turn up and paint the house? is this kind of knowledge better applied to big year long type projects like in construction?

[@Onlinepmcourses]

@@everythingisfake7555 No. Every project does NOT need a Gantt chart. It is the role of the PM to understand how much planning is necessary and useful. And then to determine which tool is most appropriate to use, to create and communicate the plan, and to monitor performance against it. When I repaint, I make a list of things I need to do, and then sort them into the most logical; sequence. I then use that to make a list of materials and tools I need. Then, I assemble what I need (from stock and shopping). As I make progress I tick off the tasks on the list. That's plenty of planning and documents for me. If you are new to painting the house, I'd also recommend a risk log - sit down with members of the household and brainstorm everything that could go wrong (clue: paint spills is high likelihood) and then figure out how to prevent or minimize the risk of them.

[@everythingisfake7555]

@@Onlinepmcourses thank you again for breaking that down into its smaller components, much easier to digest. if you did a ‘day in the life’ type video where we got to be over your shoulder for the initiation phase of a project, i think that would be a major hit, because your approach is very measured and simple. also, maybe something like, the bare minimum artefact documents every project needs, in which scenario you would use one and not use one kind of thing. also i had a question, do you separate a task from the best technique used to achieve it? say if the task is paint the ceiling, do you break it down to tiny atoms like, which type of brush to use, how to properly paint the ceiling, how to cover the floor etc… or do you just have the task (paint the ceiling)? is a separate best method/practice document created by pms?

[@Onlinepmcourses]

@@everythingisfake7555 Thank you - that's an interesting idea - I will consider it.

[@kanhashukla6265]

4.5 stars for the explanation. The tile says "how to". You should have totally included an example following your methodologies. Didn't learn anymore than my professor already explained.

[@Onlinepmcourses]

Thank you for your 4.5 stars. I 'should' have included an example? Maybe, but perhaps better, 'you'd have liked' an example. Maybe I'll do one in another video, but I prefer to keep videos to around 10 minutes and this already needed over 13.

[@warrenduplessis1757]

Thanks!

[@Onlinepmcourses]

You're Welcome! Thank you very much, Warren.