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WORK BREAKDOWN STRUCTURE TOOLKIT



Effective project management is a critical component of overall business success, and comprehending the importance of a Work Breakdown Structure (WBS) is deemed paramount. As Jeff Bezos, the founder of Amazon once said, "Your margin is my opportunity", a clear demonstration of the importance of tight project control in optimizing cost, scope, and time.

The Essence of Work Breakdown Structure and its Relevance

The Work Breakdown Structure or WBS is a pivotal tool in project management. It serves as a visual representation of the project scope, providing a hierarchical overview of what needs to be done, who will do it, and when. Its key objective is to establish clear task allocation while keeping track of individual aspects of the project. This enables project managers to monitor progress and identify issues promptly with a view to taking proactive steps.

Key Principles of Work Breakdown Structure

A well-crafted WBS for project management includes three main sections - the project, deliverables, and tasks. One of its core principles is the 100% Rule which states that the WBS includes 100% of the work defined by the project scope and captures all deliverables. Another widely accepted principle is that the WBS should be outcomes or product-focused, not centered around actions. The focus on outcomes often engenders unique insights and innovative solutions.

Creating an Effective Work Breakdown Structure

When constructing a WBS, it's essential to involve team members who will be executing the tasks, ensuring that nothing is overlooked and fostering ownership and commitment. Each task should be well-defined, with the expected outcome, deliverables, and time estimates clearly stated. It should also be kept flexible to accommodate possible changes in team dynamics, project scope, or resource availability.

Benefits of Employing a Work Breakdown Structure

Mastering a Work Breakdown Structure can yield significant benefits such as improved decision making, Resource Management, and Performance Management. A study by the Project Management Institute (PMI) notes that 37% of projects fail due to a lack of clearly defined objectives and milestones, declaring that a WBS is critical to project success.

  1. Improved Decision Making: A WBS helps managers view the big picture and make informed decisions regarding schedule alterations, resource allocation, or scope changes.
  2. Efficient Resource Management: It provides an overview of tasks, facilitating better management of human resources, and the allocation of team members based on the project's requirements. It also fosters Innovation by enabling the optimal use of available resources.
  3. Enhanced Performance Management: The WBS facilitates progress tracking and the identification of potential bottlenecks, aiding in preventive measures and ensuring project success.

Key Achievements using a Work Breakdown Structure

Many reputable firms have used the WBS approach successfully. For example, a prominent case is the renovation of the Central Station in New York, where the project management team utilized a special WBS for Risk Management purposes. It helped them mitigate the risks associated with the combination of old structure and modern technology. As a result, the project was completed successfully within the budget and time estimates.

Thus, the Work Breakdown Structure is an essential tool for effective project management. Its application can facilitate Operational Excellence, strategic alignment, and successful project completion. To paraphrase Peter Drucker, the quintessential management consultant, only what gets measured gets managed and only what gets managed gets done - WBS facilitates this measurement and management.




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