Decomposition project management in IT

A work breakdown structure (WBS) is a project management tool that breaks down the total scope of work required to release a product, service, or project into smaller, more manageable components. A WBS provides a hierarchical representation of the project scope, turning overall strategies and goals into specific objectives, workflows, phases, and action plans.

The work breakdown structure is used in project management for several reasons:

• defining the project tasks that form the critical path; 
• planning activities that include a performance measurement baseline (PMB);
• defining the deliverables;
• planning resources, timeframes, and priorities;
• getting a clearer picture of the risks faced by the project during its implementation.

Each work breakdown structure consists of several parts:

• Project Baseline or scope statement, which includes the project plan, description, and title;
• Project Stakeholder;
• Project Schedule;
• Project deliverables and supporting subtasks.

Different types of work breakdown structures

General visual methods used by teams include timelines (Gantt charts), Kanban boards, and calendars.

Timelines (or Gantt charts)

Chronological timelines are great tools for vivid visualization of work. They also provide the necessary functionality for WBS. 

Kanban boards

Kanban boards are similar to timelines, but different in the way they are visually organized. Unlike a horizontal structure, they are designed to look like boards. One of the best advantages of this tool is the ability to see all the details of a task at once.

Calendars

The third option of creating a WBS is to use team calendar software. Although it's not as commonly used to break down structures as the above options, it's still a great visualization tool. They are especially useful for large projects to switch between day, week, and month views.

Different forms of work breakdown structure

There are three main types of work breakdown structures in project management:

Work breakdown structure based on deliverables.

This is a method of dividing the entire project into hierarchical subtasks.

It is based on keeping the main areas of the project scope at the top of the tree and branching it out into different subtasks and deliverables that support the project scope completion. This type of WBS uses deliverables rather than phases to indicate the completion of the project.

This is the most common type of work breakdown structure. It is usually used for short-term projects with clearly defined deliverables. It has several tasks being performed simultaneously, and they do not serve as a prerequisite for the next task.

Work breakdown structure by phase

This type of work breakdown structure splits the project into different time-limited phases that include specific work packages. The work breakdown structure by phases puts deliverables first and divides the project into five project management phases – initiation, planning, execution, control and closeout. Usually used for long-term projects.

Work breakdown structure based on responsibility

This is a type of work breakdown structure where a project is divided and structured based on the teams in charge of the project. For example, work is divided between teams of designers, developers, marketing, etc.

Levels of work breakdown structure

There are typically 3 levels, but the number depends on the project.

Level 1: The parent task

It is the basic part of the project. The project goal or parent task lies at the first level of the work breakdown structure. 

So, for example, if the project is about updating the design of a website, the first level would be: updating the design.

Level 2: Dependencies and tasks

This level consists of subtasks or dependencies directed at achieving the project goal. Considering the example above, let's look at the tasks that will need to be completed to update the product design:

• Rewrite the brand rules,
• Create a feedback structure,
• Redesign the logo,
• Add a new photo gallery.

Now we need to get a more detailed list and smaller tasks in order to complete them. This leads us to the third level of the work breakdown structure.

Level 3: Sub-dependencies

These are clear, effective, measurable tasks that can be defined by deadlines and have very specific deliverables. Thanks to this, the entire project is very clear to stakeholders.

1. Rewrite the brand rules

Corporate colors 

UX design

2. Create a feedback structure

Header

Form structure

Language recommendations

3. Logo redesign

Sketch 

Mockups

Final design

4. Add a new photo gallery

Photoshoot

Editing photos

Final selection

Why is the work breakdown structure important?

A detailed review of the WBS project explains the work that each team member has to do. Without a WBS, there is a high probability that the team will not fulfill the requirements, and it is also likely that the deliverables and potentially even the entire project goal will not be achieved.

These are some of the main advantages of a work breakdown structure:

1. Provides a better understanding of roles and responsibilities

As the WBS breaks down the tasks and assigns them to individuals, the team can see who is responsible for which aspect of the work and when the results should be delivered. More importantly, project team members see how their work contributes to each deliverable and, ultimately, to the project goals. As a result, they are more motivated and engaged.

2. Ensures proper and on-time task completion

The WBS breaks down the deliverables to the deepest level of detail, reducing the possibility that any tasks or additional deliverables will be lost in the process. The breakdown process minimizes ambiguity and confusion around a team's responsibilities and deadlines.

3. Allows tracking of activities

Since the WBS defines, specifies, plans, and assigns each task to achieve a specific goal, it creates an identified baseline. Monitoring activities against the baseline increases the chances that the project is progressing according to expectations.

The WBS is one of the most important artifacts that a project manager must provide to achieve the main goal of creating a project.