WBS Approach in Project Management

A work breakdown structure (WBS) is a method for completing a complex inter-project. It is a strategy of splitting and conquering large tasks in order to do them more quickly. It is used to simplify a complicated process. By examining diverse areas of a job, several teams can become closely connected, resulting in enhanced work performance and simpler project planning.

Work Breakdown Structure: Things to Note

Begin by cutting the major specifications into smaller ones, relatively breaking them down. Start at the very top and begin to descend. Once you've decided on the primary outcomes, start breaking them down into small pieces until you've reached the adequate level of detail for your business.

Keep things simple: It should not be overly complex to the point that it is confusing or applied. The objective is to design a tool that will help with project implementation, not documentation that is so complicated that it is worthless.

Maintain consistency: Once you've decided on a foundation for your work breakdown structure, adhere to it throughout the project. This will help to ensure that everyone performing the work is conversing in the same manner and understanding the job in the same manner.

Make it versatile: It should be flexible enough to accommodate variations that arise throughout the project's life cycle. It can be modified as the project progresses and new data is available to represent the task's useful skills.

By consulting with all clients and staff, it is critical to analyze the entire project while designing it.

As the manager, you must ensure that all critical information and objectives are publicly collected and prioritized. Gantt charts, activity diagrams, tables, or checklists can be used to illustrate the degree of priority and connection between the project's activities.

After outlining the goals and functions in sequence of completion, you may assign each job to a stakeholder. Distribute accountability across team members such that no team leader bears the whole cost of the operation.


The WBS is in a hierarchical manner. Each "person" tier is someone very in respect to the parent level. The infinity rule states that each dissection must account for 100% of the parental level. It must include at least three child components.

Collectively exclusive: All items in a WBS at a specific level must be unique. There should be no conflict in their goals or tasks. It is to prevent confusion and duplication of effort.

It mainly focuses on the final output of the task, i.e. outcomes, not the tasks to achieve it. For newcomers to WBS, it is a major cause of misunderstanding.


  • You may easily format your WBS in a spreadsheet by listing the various stages, jobs, or outputs in multiple rows.

  • To manage, use a graphical workflow. These concepts and designs employ flowcharts.

  • It might consist of a simple list of instructions, outputs, and subprojects. It is the most fundamental way for creating a job breakdown structure.

  • Your work breakdown system might be represented using a Gantt chart, which is both a template and a timeline. You can link jobs and display deadlines using a Gantt graph work breakdown structure.

Types of Work Breakdown Structure

Let us look into some of the most successful Work Breakdown Structure approaches.


The top-down approach begins with the large picture (the project outcome) and works its way down to the milestones, which are typically organized by issue or task categories. It is then further classified into smaller outputs known as contract documents and responsibilities of the job or events.

The top-down strategy is a practical technique that begins with the finest goal and works its way down to lesser deliverables and activities. The upper edge strategy often necessitates competent individuals who have a broad understanding of what is required at a greater extent to introduce the project to completion.


The bottom-up technique is a brainstorming session in which employees from the many participating teams contribute tasks that must be performed. It is more of a flowing list of chores than an organized examination of when a work is broken down.

To employ the bottom-up technique, the developer may need to consider all participants before inviting them to a workshop or requesting the checklist by email.


While some prefer the first-all methodology, a mixture of both might result from a more realistic WBS. Begin with a top-down approach, Then, for the hybrid strategy, proceed to a simple and direct breakdown based on subject matter experts, project management knowledge, physical resources and prior project data and section, and office-bearers. Create the WBS shell using this information.



Asana is a software tool that is digital and enables teams to work on projects and duties. It comes in both a free and a paid edition. There are many features available on Asana. Namely, task lists, drag-and-drop assignments, desktop sharing, project layouts, schedule view, etc.


Basecamp is a web-based project solution that focuses on cooperation. Some of the beneficial features it has are to-do lists, file sharing, a message board, and a genuine chat option. Basecamp comes in both free and charged editions.


Trello is a web-based solution that uses the Kanban methodology. Task panels, card views, timeframes, and also other features are available. Trello offers both a cheap and a paid version.


Wrike is a cloud-based tool that focuses on genuine collaboration. There are task lists, Gantt charts, file sharing, and more features accessible. Wrike is available in both free and paid versions.

Updated on: 20-Dec-2022


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