Work breakdown structure and scheduling

Work Breakdown Structure (WBS)

The Work Breakdown Structure (WBS) is an essential tool for project management that helps organise and order the work required for a project.
The WBS is a hierarchical decomposition of the total scope of work to be carried out by the project team to accomplish the project objectives and create the required deliverables.
The structure starts at the highest level, with the project objective or final output, and breaks down into manageable smaller components or tasks.
It enables the project manager to focus on individual tasks and helps in resource allocation, scheduling tasks, budgeting, and risk management.
Each task within the WBS is assigned a unique identifier, often numerical or alphanumerical, called a Work Package.
A Work Package is a grouping of tasks that can be assigned to a team or individual and can have a clear start and end date.

Creating a Work Breakdown Structure

The process of building a WBS starts with defining the major deliverables or outcomes of the project.
Each deliverable is then decomposed into smaller components or tasks. This process continues until the tasks are broken down to a level that can be estimated and managed effectively.
It’s essential not to create too many levels of tasks though, as this can make the project difficult to manage.
There are two main formats for creating a WBS: an Indented Hierarchy Chart or a Graphical Tree structure.
Regardless of the format, each item within the WBS should have a scope statement. This describes in detail what the task involves and what the outcome should be.

Project Scheduling

Once a work breakdown structure has been developed, the project manager can create a schedule for the project.
This involves assigning durations to each task based on the amount of work, available resources, and project deadlines.
Dependencies are then identified, allowing the creation of a Critical Path, which identifies the longest sequence of tasks that must be completed on time for the project to finish on schedule.
Various project scheduling techniques can be used, such as the Gantt chart, which visually portrays the schedule of tasks over the timeline of the project.

Project Monitoring & Adjusting

With a schedule in place, the project manager can track the progress of individual tasks and the project as a whole.
If tasks fall behind schedule, the project manager can identify them quickly and take corrective action.
The schedule should be reviewed regularly and adjusted as necessary throughout the project duration.
Regular monitoring allows for proactive management, helping to prevent small delays from turning into larger issues that could derail the project.

Remember, the Work Breakdown Structure and Project Scheduling are vital tools for managing project scope, time, and cost effectively to ensure a successful project outcome.