Types of Work Breakdown Structures: Deliverable-Based vs Phase-Based
While the principles are the same, WBS users should be aware that different industries and different projects will require different applications of Work Breakdown Structures - i.e. different types of WBS.
The most-common type remains Deliverable-Based WBS - where the level 2 is representative of the different deliverables a project manager should expect to produce. In the case of a creative agency, this might mean a deliverable-based WBS would identify copy, photographs, and video in level 2.
Alternatively, for bigger projects with a lot of moving pieces - or where those pieces will, themselves, be spread across multiple phases - a project manager is likely to use a Phase-Based WBS. In this type, the stages of production are represented in level 2 (as opposed to individual deliverables). For example, a creative agency working on marketing materials might identify the following items in level 2: Planning, Design, Production, and Delivery.
There are additional sub-types of WBS (such as Noun Oriented, Verb Oriented, and Time Phased); however, the vast majority fall into deliverable or phase-based types.
Best (& Most Important) Features in WBS Software
There are countless project management softwares on the market but not all of them provide the necessary tools to support Work Breakdown Structures - which require a series of unique feature sets in order to maximize effectiveness. That said, tools vary as do the needs of project managers, so anyone in search of the perfect WBS tool should focus on which features they need - and which ones are not relevant to their business.
- Drag and drop functionality: This might seem obvious but WBS projects can be very complex with many moving pieces. So, ensuring you can build your Work Breakdown Structure with an intuitive and easy-to-use software will save you a lot of time.
- Progress management: whether you’re setting, altering, or measuring the progress of tasks within your WBS, look for software that provides clear measurement functionality - so that you always have a clear snapshot of the projects as a whole along with any individual parts that need a deeper look.
- Ability to link tasks: Since some WBS tasks will be dependent on others, a quality Work Breakdown Structure tool should allow you to link your tasks to illustrate dependencies as well as provide quick access to connected action items.
- Robust Reporting: A project view is helpful for project managers; however, there will be numerous cases where a WBS lead will need to present the status of a project or task to others who might not know how to navigate the tool (or understand WBS at all). For that reason, it’s important your WBS software also includes detailed reports that can be presented or summarized in a variety of ways - to make sure your intended audience can understand how things are going or what tasks still need to be completed.
Third-Party Compatibility: Another obvious point but important to consider. How well does your WBS tool play with other applications that are used within your organization? The more integrations and compatibilities a tool offers, the less chance you’ll find yourself with data or reports that need to be manually recreated - simply because they weren’t easily exportable.
History Revision: Considering how often projects change, especially complex ones, a revision tool can be a major time-saver - in the event that you (or someone else) alters your WBS and tasks go missing or no longer include all of the relevant information. Being able to look back - or even revert previous versions of your Work Breakdown Structure is a handy tool to have.
Unique Templates: As mentioned, there are multiple types of WBS - each with their own benefits and shortcomings. A tool that provides access to WBS templates ensures you set up the right Work Breakdown Structure for your project and, coupled with other useful features (such as drag-and-drop functionality), ensures even WBS beginners are working from a solid foundation.
How to Create a WBS in Project Management Software
Every project management software is different and, as such, there is no one-size-fits-all answer to how a user would create a WBS in their software of choice. Many software offerings make creating a WBS incredibly simple with step-by-step instructions and automated WBS generation. That said, there are some basic fundamentals that can assist new WBS managers in their approach to creating a Work Breakdown Structure in software that requires a more manual approach.
Step 1: Create a Top-Level Project Task for the WBS in Your PM Software
- Depending on the project and the software, the top-level project task is the main deliverable and/or project.
Step 2: Enter and Indent Task Groupings for the Project:
- Determine task groupings (sometimes called Summary Tasks) that collect individual but related deliverables into a group.
- Use Descriptive Names (“Develop Reporting System” Not “Task 1”)
- In certain software (such as Microsoft Project) Indenting distinguishes the level of nested tasks - making it clear to viewers and the software which tasks are included in a parent task.
Step 3: Enter Individual Tasks
- Indent these below Summary Tasks. These are the most granular tasks and, again, should be given a descriptive name. For each, you’ll include the task name, expected time allocated, as well as start and delivery dates for the task. Additional details can be added in, such as task assignee or relevant notes; however, these will not be required to generate the core WBS.
- At this stage, your Project Management Software may auto-populate time allocations as well as delivery dates, etc upward into the parent Task Groupings and Top-Level Project tasks; if not, you can update those manually based on the figures you’ve assigned individual tasks.
Step 4: Enter Milestone Tasks
- A milestone task effectively tells readers (and the software) important events - often completions and delivery of a task group.
Step 5: Generate or Display the WBS
- Depending on the software, generating the WBS may mean selecting a different project “view”, applying a different format, or could require adding an additional column to the report that auto-populates WBS numbering.
Again, this is one of the more manual processes - providing a granular look at organizing a WBS in generalized Project Management software. For specific instructions on the software you use, refer to that tool’s FAQ or online support.
How Workamajig Can Help With WBS in Project Management
As indicated, creating a WBS can be a relatively straightforward process; however, as a project increases in complexity and size - or requires significant changes mid-delivery - it’s important to have a robust tool that can be as flexible and intuitive as you. As a tool designed for creative and agency project management, Workamajig’s Work Breakdown Structure features help users plan their project, visualize interconnected tasks, and quickly adapt to changes, delays, and roadblocks.
Thanks to easy-to-read dashboards and project views, it’s simple to view time tracking, access files, search conversations, and update schedules - providing a clear picture of where you may need to make alterations to your WBS or where certain deliverables are in conflict or off-schedule.
With an intuitive interface and powerful features, you'll be able to streamline your workflow and get your projects done on time and on budget. Schedule a free demo to learn more about how Workamajig can help with your Project Management plans.
