How to Understand Work Breakdown Structures
Every project started in the workplace requires multiple steps to complete it. The project manager meets with senior management to determine the final outcome of the project. She then meets with department managers to learn what steps the company must complete to finish the project. Project managers use work breakdown structures to manage the steps necessary to complete the project. Every step includes one main task to be completed. Many main tasks include several subtasks. These structures list each task along with the length of time needed to complete the activity.
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Instructions
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Assign a leader for each main task. Each main task requires one person to oversee the requirements of completing that task. Choose an employee who demonstrates organizational skills and dedication to the project. An employee with a background in this function brings knowledge to this step. Talk to the employee's manager to ensure that the employee's workload allows him to focus on the project.
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Work with each leader to identify subtasks. Ask the leader what subtasks need to occur in order to complete the main task. List each specific subtask as you discuss it. Ask questions about the requirements of each subtask to ensure that no steps are forgotten. Within each task, identify the specific accomplishment that indicates its completion. These accomplishments need to be measurable and not subjective.
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Identify an employee responsible for each subtask. These employees may work for the task leader or for another manager in the office. Choose employees with knowledge of the subtask requirements and a proven track record for meeting deadlines. Talk to the employee's manager to determine if the employee is available to take this responsibility.
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Determine the timeframe for completion of each task. Many employees prioritize their tasks based on their deadlines. Determining when each task needs to be finished provides the deadline and allows the employee to manage his time in order to complete the task by that time.
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Mark each task completed. As the employees complete each task, indicate the completion date on the work breakdown structure. The work breakdown structure provides a visual picture of the completed tasks, the tasks in progress and the tasks not started.
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Tips & Warnings
Meet with employees regularly to ensure that each employee stays focused on the project. Ask about any challenges faced by the employee and help the employee create an action plan to address those challenges.
