In the world of project management, the right tools can make all the difference between success and failure. How do you ensure that every task is accounted for and that your project stays on track? This is where essential project management tools come into play. Two of the most fundamental tools in a project manager’s arsenal are the Work Breakdown Structure (WBS) and the Project Schedule.
The purpose of this blog is to explore the unique roles and benefits of each tool so that project managers can leverage them more effectively, improving their project planning and execution capabilities.
Understanding the Work Breakdown Structure
A Work Breakdown Structure is a project management tool that breaks the project scope into smaller, more manageable components or deliverables. It is a hierarchical view of the total scope of work to be carried out by the project, structured in a way that each level represents an increasingly detailed definition of the deliverable.
Purpose and Importance
The primary purpose of a WBS is to organize and define the total scope of the project. By examining the project in smaller parts, it becomes easier to estimate, plan, manage, and control each aspect of the project. Here are some key benefits of using a WBS in project management:
- Clear Scope Definition: A WBS helps in clearly defining what is included and excluded from the project, reducing scope creep.
- Enhanced Project Planning: By dividing the project into smaller tasks, it allows for more accurate planning and estimation of time, costs, and resources.
- Improved Communication: A WBS provides a visual representation of the project scope, making it easier for team members and stakeholders to understand the project’s structure and components.
- Better Risk Management: By identifying all required deliverables, project managers can spot potential risks early in the project.
- Performance Measurement: A WBS serves as a foundation for tracking project progress and performance against the planned scope.
Components of a WBS
A WBS typically consists of several levels, each representing a greater level of detail. Here is an outline of its structure:
- Project Title: The top level of the WBS is the project itself.
- Major Deliverables or Phases: The second level breaks down the project into major deliverables or phases.
- Sub-Deliverables: Each major deliverable is further divided into smaller, more specific components. In practice, it is common to find several levels of these sub-deliverables as the work is further decomposed.
- Work Packages: The lowest level of the WBS consists of work packages, which are smaller “packages” of work that can be estimated with confidence in terms of the time and resources required to complete them. The tasks required to complete each work package will go on the schedule. It’s helpful to think of these as packages of work to be handed off to one accountable team member.
With a Work Breakdown Structure, project managers can ensure that every aspect of the project is accounted for, facilitating better estimating, planning, execution, and monitoring.
Now that we’ve decomposed the WBS down to the work-package level, we can take the next steps — identifying all the tasks and building the schedule.
Understanding the Project Schedule
We’ve described the WBS — so let’s make a list of all the activities or tasks needed to complete those work packages! Before we jump into the deep end of scheduling, let’s step back and gain a clear understanding of the concept. A Project Schedule is a detailed plan that outlines the start and finish dates for project activities or tasks. It serves as a timeline that guides project managers in the sequencing and timing of tasks to ensure the project is completed on time.
Purpose and Importance
The primary purpose of a Project Schedule is to plan, monitor, and control the project’s timelines. Here are the key benefits of using a Project Schedule in project management:
- Effective Planning: A Project Schedule helps with organizing tasks and efficiently allocating resources.
- Monitoring Progress: It allows project managers to track the progress of tasks, identify any delays, and take steps to keep the project on track.
- Controlling Timelines: By setting deadlines and milestones, the Project Schedule ensures that the project stays on schedule and meets its deadlines.
- Resource Management: It assists in managing resources by scheduling tasks according to resource availability.
- Risk Mitigation: A detailed schedule helps identify potential bottlenecks and risks.
Components of a Project Schedule
A comprehensive Project Schedule typically includes the following components:
- Tasks: Specific activities or tasks that need to be completed to achieve project objectives. Each task should have clear start and end dates. The team looks at the work packages at the bottom of the WBS and lists the steps needed to complete each work package. That’s how this comprehensive list of all the work you’ll need to schedule and execute is built.
- Dependencies: The relationships between tasks that determine their order. In other words, does one task need to be finished before another can start? For example, we pour the concrete, give it time to cure, then frame the structure. Each task is completed before proceeding to the next.
- Resources: The team considers the skills, equipment, and materials needed to complete the tasks and uses that information to estimate how long each task will take.
- Timelines: The planned start and finish dates for each task, ensuring that all activities are sequenced appropriately.
- Milestones: Key points or significant events in the project timeline that mark the completion of major deliverables or phases. Think of these as important achievements that the team will track and report to the project sponsor or customer.
With a Project Schedule, project managers can ensure they have accounted for every task, performed the work in the best order, adhered to key timelines, and efficiently used their resources.
Key Differences Between a WBS and a Project Schedule
Project managers need to understand the distinctions and proper uses for Work Breakdown Structures and Project Schedules. While both tools are useful, they serve different purposes and focus on different aspects of the project.
Noun vs. Verb
The WBS focuses on the deliverables of the project. Those deliverables might be a product, service, or result. Think of the WBS as being filled with nouns — things the project will produce.
The Project Schedule focuses on tasks to be performed in the project. Think of the Schedule as being filled with verbs — actions the team will perform to build those work packages.
Scope vs. Time
The WBS focuses on the scope of the project. It provides a detailed breakdown of the project’s deliverables and the work required to produce them. The WBS answers the question: “What needs to be built?”
The Project Schedule focuses on time. It outlines when tasks will be performed, establishing a timeline for project activities. The Project Schedule answers the question: “When will tasks be done?”
Graph vs. Timeline
The WBS is structured hierarchically, with the project broken down into major deliverables, sub-deliverables, and work packages. This hierarchical structure ensures that all aspects of the project are identified and organized systematically. The WBS looks like a graph with summary levels at the top and more detailed nodes as you work down.
The Project Schedule is organized chronologically, with tasks arranged in the order they need to be completed. It includes start and finish dates, milestones, and dependencies, providing a clear timeline for the project’s progression. The Project Schedule progresses from left to right across the page, demonstrating the life of the project from kickoff to completion.
Usage in Project Phases
The team builds the WBS during the planning phase to define and organize the project scope. It’s used throughout the project to ensure all deliverables are accounted for and that work is progressing as planned. If a scope change is approved, the team should update the WBS to reflect it.
After the team builds the WBS, they move right into building the schedule. The Project Schedule is used during both the planning and execution phases. Initially, it helps in planning the sequence and duration of tasks. During execution, it is used to monitor progress, manage timelines, and make adjustments as necessary to keep the project on track.
Integration of the WBS and the Project Schedule
While the WBS and the Project Schedule have different focuses, they are complementary tools that work best when used together. The WBS provides the detailed scope of work required, while the Project Schedule outlines when these tasks will be completed.
You can start with the WBS to identify and organize all the tasks needed for the project. Once the WBS is complete, you can use it as a basis to develop the Project Schedule. Assign start and finish dates, establish dependencies, and set milestones based on the detailed tasks outlined in the WBS.
Mastering Project Management: Leveraging the WBS and the Project Schedule for Success
Understanding and effectively utilizing both the WBS and the Project Schedule are pivotal for success. By distinguishing between these two essential tools, you can leverage their complementary strengths to create a comprehensive and cohesive project plan. Integrating the WBS and the Project Schedule ensures that your projects are well-organized and efficiently managed from start to finish.
Make sure to take advantage of these tools in your projects to improve your planning and execution capabilities.
PMI Fellow, Eric Norman, partnered with Velociteach to create an online course, Developing and Applying Effective Work Breakdown Structures. Through his expertise within this course, you’ll earn two PDUs and learn to demystify the complexities surrounding WBS development. Aligned with the globally accepted Practice Standard for Work Breakdown Structure, this course is designed to set you on a path of excellence in project management.
If you’re looking to deepen your expertise and further develop your project management skills, Velociteach offers a range of training programs designed to provide practical knowledge and advanced techniques. Our Project Management Fundamentals class covers the art and science of delivering projects, and the WBS and Project Schedule are among the several topics included in that class. For those who want a deeper dive into scheduling, our Project Estimating and Project Scheduling classes are exceptional choices. Explore all of our self-paced courses and instructor-led classes, and take your project management proficiency to the next level with Velociteach.