Leveraging MS Project’s WBS for planning

A well-made Work Breakdown Structure contributes a lot to successful project planning and execution. This hierarchical decomposition of a project into manageable chunks adds more clarity and efficiency to the process, facilitates the detailed scheduling and helps to allocate resources. Just as any other worthy Microsoft Project alternative, this reputable project management software also offers the possibility to create WBS for any project plan. However, it is not always clear how to do it, if you’ve just started working in this complex tool. So, here’s a short and clear guide that will save you tons of time.

How to create and use the Work Breakdown Structure in MS Project

Set up a project

Here, everything is quite easy. Start a new project by selecting “File” > “New” > “Blank Project”. Go to “Project” and set the start date and other relevant details in “Project Information”.

Create WBS

Now, let;s get into the task list. Add your project tasks in the “Task Name” column. Don’t worry about order or hierarchy yet; just get all tasks listed. In the “Duration” column, assign a duration to each task.

To organize tasks into hierarchies, use indent (Task > Indent Task) and outdent (Task > Outdent Task) buttons. This will reflect your project’s structure.

Refine WBS

To obtain a clear structure, add task dependencies to the activities that are related to each other using the “Predecessors” column.

Identify major milestones by entering tasks with zero duration or by marking a task as a milestone. Just click on “Task”, head to “Information” , select “Advanced” and, finally, “Mark task as milestone”.

Last but not least, go to “Resource” and select “Add resources”. Assign resources to tasks under the “Resource Name” column after adding resources to your project.

Customize WBS codes

In Microsoft Project, adjusting WBS codes to better suit your project’s needs is pretty straightforward. Just navigate to Project > WBS > Define Code. From there, you can choose whether you want your codes to be letters, numbers, or a combination of both, and decide on the level of detail that makes sense for your project.

If you ever need to tweak those codes later on, it’s no problem at all. Microsoft Project allows you to edit them whenever you need, ensuring your WBS codes always align with your project’s evolving requirements.

Control project WBS

Once you’ve got your WBS in place, it becomes a powerful tool to keep an eye on task progress, how resources are being used, and whether you’re on track with your deadlines. Remember, your WBS isn’t set in stone. It’s expected to evolve as your project moves forward. So, make sure to refresh it whenever tasks progress or when there’s a shift in completion percentages.

A neat perk of using Microsoft Project is its ability to generate WBS-based reports with valuable insights into how your project is doing, how resources are being allocated, and where you might be hitting snags. This feature is a game-changer, helping you stay informed and make necessary adjustments along the way.

What are WBS levels?

It will be also useful to know that a Work Breakdown Structure (WBS) is organized into multiple levels where the project’s total scope is deconstructed into manageable chunks. Here’s an overview of typical WBS levels:

1. At the top, you’ve got the whole project. Picture something big, like production.
2. Then, we break it into big deliverables or phases, like “Research and Development,” “Production,” and finally, “Release.” Each of these is a major milestone on the way to our end goal.
3. Next, we zoom in a bit to the work package level. This is where we start immersing ourselves into the details. For example, under “Research and Development,” we might have “Preliminary Design,” “Final Design Approval,” and “Blueprint Creation.”
4. Dive deeper, and we hit the task level. This is where we outline exactly what needs to be done. Think “Conduct Market Research” or “Create Sketches.”
5. And for those who really love specificity we’ve got subtasks. Taking “Create Sketches” as an example, we break it down into “Sketch Concept 1,” “Sketch Concept 2,” and “Gather Feedback on Sketches.”

What’s the difference between WBS and task list?

You might be a bit confused about the difference between a normal task list and a Work Breakdown Structure (WBS).

Well, think of the WBS as the big picture or the blueprint of your project. It breaks down the entire project into manageable elements, focusing on the project’s deliverables. It’s like the roadmap of what needs to be accomplished, without diving into the details of how things will be done.

On the other hand, the activity list is all about the step-by-step actions required to complete the tasks defined in the WBS. It goes into the details of every task, outlining the specific actions you’ll take to reach the finish line. So, the WBS gives you the overall structure, while the activity list gets into the specifics.

How to define if you need a WBS in your project?

Here are some common indicators that suggest a WBS would be beneficial for your project.

1. You are dealing with a complex project

This ‘complexity’ means that the project is large, has many components, or involves complex tasks. Or, that it spans across different departments or teams, or involves many stakeholders.

2. You need a detailed plan

When you’re dealing with a project that demands detailed planning for resources, time, and costs, the Work Breakdown Structure (WBS) comes into play and simplifies things significantly. It’s like your reliable tool for meticulous organization.

Moreover, projects carrying substantial risks find value in the WBS because it enables a thorough risk assessment at various project levels. This helps you stay prepared for potential challenges that may arise. In essence, it’s about both simplifying and ensuring readiness for whatever your project encounters.

3. You seek high-quality output

Projects aiming to produce complex deliverables can use a WBS to define and manage quality standards for each component or task.

4. Your tasks should be executed in particular order

If your project involves tasks that must be completed in a specific order or tasks that depend on the completion of others, a WBS can help map out these dependencies clearly.

5. You need strict budget and cost control

In projects that require detailed budgeting and cost tracking at various levels, a WBS will assist in categorizing and monitoring expenses.

6. You need to track progress continuously

A WBS simplifies the process of monitoring project progress by breaking it into details. Furthermore, for projects that necessitate detailed performance reports, the WBS structure provides a valuable framework for data collection and analysis. It serves as a structured guide, making the reporting process more efficient and organized.