How to Create a WBS in Excel: Choosing Your Best Way to Make a Stunning Work Breakdown Structure
A work breakdown structure (WBS) is an amazing project management tool used to break down complex projects into smaller tasks. By dividing them hierarchically, managers can better manage, evaluate, and assign activities to team members.
One of the easiest ways to create WBS is using Excel. However, the market offers many powerful project management tools that help to generate a WBS even better.
GanttPRO is an excellent example. The platform allows for visualizing a work breakdown structure for projects of any complexity.
Keep reading to discover more.
How do we make a WBS in Excel?
A work breakdown structure designed with the Microsoft platform assists in overseeing the completion of complicated tasks within any kind of project. It helps to assign deadlines and costs, simplify project planning and monitoring.
Let’s dive into the ways of creating a WBS in Excel.
Generating a WBS with the help of Excel SmartArt Graphics
We start with the most evident way to build a basic WBS in Excel, using the SmartArt Graphics feature.
Here’s how you can do it.
1. Open a worksheet
Open Excel and start a new worksheet. Title it.
2. Find the SmartArt Graphics feature
Smart Graphics is one of the popular features in Excel. You’ll easily find it by clicking on the Insert tab and following the Illustrations section.
3. Pick up a shape of your WBS
Choose the Hierarchy section and select a specific SmartArt Graphics shape to create your work breakdown structure.
You will see the Hierarchy Smart Graphics.
4. Make some customization work
Now you can name your first task in the top box of your structure. A special editor will appear on the left of SmartArt Graphics. Type the required content that will be displayed in your WBS.
You can also choose the design and colors of your WBS. Use the Change Color button at the top menu to do it.
5. Save and enjoy it
Now you only need to save your WBS.
Go to the File tab and click the Save As section. And that’s it!
If you think that Excel has only one option to create a WBS, then you’ll get a surprise below.
Yes, there is another way of designing a work breakdown structure in Microsoft Excel.
Making a WBS in Excel with a tabular list
There is one more way to make a work breakdown structure with the help of Excel — using a tabular hierarchy (when tasks are numbered using common outlining).
Let’s consider the steps of how to do it.
1. Create your new worksheet
First of all, you need to start a new sheet. Build its framing, choose colors, and set up borders.
Add the unique ID numbers for all of your future items.
2. Fill the columns starting with descriptions and the info about task owners
Fill up the Description section. You may do it in the following way: 1 — a certain part of a certain project; 1.1 — a task; 1.1.1 — a subtask.
Enter all responsible people.
Then you can add more columns and fill them with the required data, including the percentage of every item’s completion, start and end dates, duration, priority, etc.
Choose all your work columns and go to Format cells. Excel will propose the options for advanced customization and automation.
Looks easy, right?
However, if you need a more professional way to build a WBS, it’s a high time to explore the power of an online Gantt chart.
How do we make a work breakdown structure in GanttPRO?
GanttPRO is a robust alternative to Excel.
This PM tool is based on a professional Gantt chart. It helps various teams to schedule and control their work from planning to completion.
Using a Gantt diagram, you’ll be able to organize your work breakdown structure as a visually appealing project timeline with task dependencies and project milestones.
With GanttPRO, you can create a WBS from scratch or apply Gantt chart templates. These templates can be customized according to your plan.
Below is the example of how you can apply GanttPRO WBS in a construction project.
By having a reliable WBS, you’ll avoid unclear planning and delays in construction projects as well as the projects in any sphere and industry.
To generate such a beautiful work breakdown structure, you’ll need to do the following steps:
1. Initiate a project
Log in to your GanttPRO account. Create a new project.
GanttPRO allows for planning your WBS initiatives for a month, year, or any other period of time.
2. Fill up your timeline
Add tasks clicking on the Add a task button under your project. Title them.
3. Consider the hierarchy
Split your tasks into smaller subtasks.
To do it, click on the three dots to the right of each of your tasks.
4. Apply the WBS feature
Now order your tasks and subtasks using the WBS feature.
Use the Plus sign in the top right corner of the project grid.
Now you’ll see the fields with the various options.
Click on a Work Breakdown Structure field. Order your activities to visualize the required hierarchy.
Using such reliable software solutions as Microsoft Excel and GanttPRO for building a work breakdown structure is a great way to outline the scope of your project and arrange all its parts.
If you want to know more details about these tools for creating a WBS as well as the way to import a WBS from Excel to GanttPRO, explore the full version of this article here: https://blog.ganttpro.com/en/how-to-create-wbs-in-excel/.
Also read:
