5 Tips From Ricardo Vargas To Master A Work Breakdown Structure
Summary
TLDRThis video script offers five essential tips for mastering the creation of Work Breakdown Structures (WBS) in project management. It emphasizes the importance of including all work, avoiding verbs, preventing duplication of efforts, and structuring the WBS delivery-based rather than time-based. Additionally, it advises against single-child items to ensure a comprehensive and well-organized project scope. The speaker shares personal best practices and invites viewers to access downloadable materials and further resources.
Takeaways
- π The Work Breakdown Structure (WBS) is a tool for organizing ideas and dividing a project into smaller components.
- π WBS can be created through decomposition (breaking down larger components) or aggregation (combining smaller components).
- π·οΈ All work required for a project must be included in the WBS to ensure nothing is missed and to provide a comprehensive view of the project scope.
- π« Avoid using verbs in WBS elements; instead, use substantives to describe the work packages clearly and to avoid confusion about execution items.
- π Writing WBS items in all caps can be a personal best practice to distinguish them from tasks in project management software.
- π Do not duplicate efforts within the WBS; each component should be unique to prevent confusion and ensure accurate budgeting and scheduling.
- π Disregard time-based WBS; focus on delivery-based WBS that reflects the components of what is being planned to deliver, rather than phases.
- π Use network diagrams, Gantt charts, or Kanban boards for chronological representation of work, not the WBS.
- π« Avoid 'single child' items in the WBS, which means not breaking down a component into just one smaller piece, as this goes against the purpose of decomposition.
- π Work packages are the lowest level of the WBS and should contain task lists with action verbs for execution.
- π The WBS helps in structuring thoughts and work, making it easier to understand and manage the full scope of a project.
Q & A
What is a Work Breakdown Structure (WBS)?
-A Work Breakdown Structure (WBS) is a tool used to organize the work within a project. It breaks down the project into smaller components, making it easier to manage and understand the scope of the work involved.
How can the WBS help in organizing ideas and dividing bigger components into smaller pieces?
-The WBS helps by providing a hierarchical decomposition of the project into smaller, more manageable work packages. This allows for better planning, execution, and tracking of the project's progress.
What are the two methods to create a WBS?
-The two methods to create a WBS are decomposition, where you break down larger components into smaller ones, and aggregation, where you combine smaller elements into larger components based on their affinity.
Why is it important that all work is included in the WBS?
-Including all work in the WBS ensures that every aspect of the project is accounted for, preventing any work from being overlooked and ensuring the project's completeness.
What is the significance of avoiding the use of verbs in the WBS elements?
-Avoiding verbs in WBS elements helps to clarify that the elements represent divisions of work rather than actions or tasks. This distinction is important for clear communication and understanding of the project's scope.
Why should WBS elements be written in all caps according to the script?
-Writing WBS elements in all caps is a personal best practice to distinguish them from tasks in project management software, which may not differentiate between WBS elements and tasks.
What does the script suggest to avoid in terms of duplicating efforts within the WBS?
-The script suggests avoiding duplicating efforts by not listing the same work under different headings. This ensures that the WBS accurately represents the unique components of the project without redundancy.
Why does the script argue against using a time-based approach for the WBS?
-The script argues against a time-based WBS because it assumes a chronological approach to project work, which may not always be the case. The WBS should focus on the components of the deliverables rather than the phases or time frames.
What is the concept of 'single child' in the context of a WBS, and why should it be avoided?
-A 'single child' in a WBS refers to a situation where a component is broken down into only one sub-component. This should be avoided as it does not truly reflect the decomposition process, which should result in multiple smaller components from each parent element.
What is the purpose of a task list in relation to WBS work packages?
-A task list is associated with each work package and contains the specific actions (using verbs) that need to be executed to complete the work package. It provides a detailed breakdown of the work at the lowest level of the WBS.
How can the script's tips help in delivering successful projects?
-The tips provided in the script can help in delivering successful projects by ensuring that the WBS is comprehensive, clear, and well-structured. This leads to better project planning, execution, and ultimately, successful completion.
Outlines
π Mastering the Work Breakdown Structure (WBS)
The speaker introduces the Work Breakdown Structure (WBS) as a vital tool for organizing ideas and defining project scope by breaking down larger components into smaller, manageable pieces. The importance of correctly using the WBS is emphasized, and the speaker outlines five tips to master creating WBS charts. The first tip is to ensure all work required for a project is included in the WBS, using 'Project Kitchen' as an example to illustrate the concept. The speaker also provides a resource link for further materials and study.
π« Avoid Verbs and Duplicate Efforts in WBS
The second paragraph delves into the specifics of creating a WBS, highlighting the importance of avoiding verbs and instead using substantives to clearly define work packages. This helps to prevent confusion and ensures that each element of the WBS represents a distinct piece of work. The speaker also advises against duplicating efforts, stressing the need for a singular, comprehensive representation of all tasks within the WBS to facilitate accurate budgeting and scheduling.
π Delivery-Based WBS Over Time-Based Structures
In the third paragraph, the speaker challenges the notion of time-based WBS, advocating for a delivery-based approach that focuses on the components of the project's deliverables. This method is contrasted with chronological representations such as Gantt charts or network diagrams, which are more suitable for displaying project phases. The speaker emphasizes the importance of avoiding single-child items in the WBS to ensure a thorough breakdown of work packages and to facilitate effective project management.
Mindmap
Keywords
π‘Work Breakdown Structure (WBS)
π‘Decomposition
π‘Aggregation
π‘Work Package
π‘Verbs
π‘Task List
π‘Avoid Duplication
π‘Delivery Based
π‘Network Diagram
π‘Single Child
Highlights
The Work Breakdown Structure (WBS) is a vital tool for organizing ideas and defining the scope of a project by dividing larger components into smaller, manageable pieces.
Many people misuse the WBS chart; understanding the correct way to create it is crucial for effective project management.
A WBS chart functions like an organizational chart but for work division rather than people, breaking down the project into smaller components.
There are two methods to create a WBS: decomposition, which breaks down larger tasks into smaller ones, and aggregation, which combines smaller tasks into larger components.
Decomposition is the common approach, starting with a larger task and breaking it down until reaching the desired level of detail or work package.
Aggregation is useful when work packages are already being delivered but lack a structured WBS, combining tasks by affinity to form the project.
Tip number one for creating a WBS is to ensure all work required for the project is included, with no exceptions.
Tip number two advises against using verbs in WBS elements, as they imply action items rather than divisions of work, which should be substantives.
The speaker recommends writing WBS items in all caps to differentiate them from tasks in project management software.
Tip number three emphasizes avoiding duplication of efforts in the WBS to ensure clarity and prevent confusion in budgeting and scheduling.
Tip number four argues against time-based WBS, advocating for delivery-based WBS that focus on components of the deliverables rather than phases.
The speaker suggests using network diagrams, Gantt charts, or Kanban boards for chronological representation instead of a WBS.
Tip number five warns against single child items in a WBS, as they do not contribute to the decomposition process and should be avoided.
Work packages should be the lowest level of the WBS, containing task lists with action verbs for execution.
Summary tasks in a WBS exist to facilitate the breakdown of ideas and improve control over the project as a whole.
The speaker provides a downloadable resource for viewers to study and apply the concepts discussed in the video.
The video concludes with an invitation to subscribe for more content on project management, risk management, and related tools.
Transcripts
One of the tools that
I use most to organize my ideas,
define the scope of a project is
the Work Breakdown Structure.
And the Work Breakdown Structure
can be extremely helpful
for you to organize your ideas and
divide the bigger components into smaller pieces.
However, many people use the WBS chart
in the wrong way.
Let's understand today five tips for you
to Master the Art of Creating WBS charts.
In order to make sure that we all
understand the concept of the WBS
I prepared this year.
So a WBS chart is it's like an org chart
and an org chart where you divide
instead of people into divisions,
you divide the work.
So you take the work that is a project,
divide it, it in into smaller components
and divided it into even smaller.
And you can do and create a WBS in two ways.
The easiest one that most of the people use
is by doing a decomposition
where you take a bigger piece
and you divide into a smaller one,
into a smaller one, into a smaller one,
until the granulometry that you want.
And this smaller grain is the work package.
Another way of doing this is by aggregation
where you take a lot of pieces of sand,
grains of sand, and you start combining them
by affinity until you reach the top.
The aggregation is very common
when you already have some work packages
being delivered,
but you don't have these structures.
So you combine them into bigger
and bigger components
until you have the full project.
I have a video that I produced many,
many years ago that I'm very proud of,
and if you want to see myself
a little bit younger explaining the concept,
just click on the link above.
But this is not what I want to talk today.
This is just for us to understand.
What I want is to share with you
some of the tips that are very, very important.
And I want to start with the tip
number one.
The tip number one says that all work,
and when I say all means,
all must be on the WBS.
It means this work is all
the required work to do
Project Kitchen, for example.
Does this work includes cleaning?
Oh yes. If cleaning is not here,
for example,it means your project
is not supposed to include cleaning.
So everything.
That you will do must.
It's not should,
it must be included.
So if I take a look on. One, two, three,
four, five, six, seven, eight, nine, ten, 11,
12. On 12 work packages.
It's all the work I need to do
to complete this fictitious project
called Project Kitchen.
Don't worry, I'm creating this.
You can download all these materials
as you do in all of my videos
in the link above.
So just click the link above
and you can download this
and you can track any study on the top of that.
The tip Number two, it's avoid using verbs.
And this is something super interesting
that I know that people will say
no, but this is just a language issue.
Yes,
but language is what we use to communicate.
And if we do not communicate properly,
people will not understand.
So let me show you: tools organization.
It's not organize the tools.
It's not prepar the kitchen.
Kitchen preparation.
Is not paint the walls, it's painting.
And why this simple thing?
Because every time you use a verb,
you are talking about an execution item
and not a division of work.
So what happens?
You only use verbs on the actions,
on the actions, on the very for example,
every single work package is
divided into a task list.
The task list is what really the person
that is executing the project will do.
And on that task list,
on that place you should use verbs.
But all the others,
because otherwise people will think.
Prepare the kitchen.
It means all I need is to prepare the kitchen.
But they don't know exactly.
Which are the tasks.
But if it's kitchen preparation,
I'm expecting that I will see the verbs
and the items that I need
to do to prepare the kitchen.
So this is a very simple
but avoid verbs use always substantives.
And I know. Look, even for myself,
this is not a tip, okay?
But what I
do, I always write the items of my WBS chart
in all caps.
Why I do that?
Because most of the softwares,
for example,
you use for normal scanning,
like Microsoft Project,
they do not divide what is a task
and what is a WBS element.
So I do that by putting all caps
in all elements
that will build the WBS chart and
on the top of every single work package,
then I have a task list
and the task list will be the lowest level
of my Microsoft project schedule.
This is just, and this is please,
you don't need to follow.
I'm just using this as a best practice
for me in all the projects I do.
And another one.
Tip Number three.
Do not duplicate efforts.
Do not write something two times.
For example, here.
Painting of the ceiling and
painting of the bathroom ceiling.
Look, the bathroom ceiling
is part of the ceiling,
so it doesn't make any sense.
And even more, because this is not cleaning,
it has nothing to do with the painting.
So do not duplicate.
And it's very common that
you duplicate the efforts far away when you have,
I would say, a big WBS chart.
And when you see you,
you have painting here and then you have
some painting there and you are duplicating.
Remember all the process of budgeting,
all the process of scheduling
relies on you
having all the work and only the work.
There is nothing exceeding and there is
nothing missing for you.
So this is tip number three.
Tip number four.
This is a very polemic.
And this is you know.
I, I saw some books,
I saw some standards saying differently.
And I respect them
despite of not agree.
For me there is no such a thing
like time based WBS.
The WBS is always for me, delivery based.
What are the components of what
I'm planning to deliver?
And then I divided the work
into these components.
For example,
I divide my kitchen in tools organization,
kitchen preparation, painting and cleaning.
I don't divide into phase one,
Phase two, phase three or phase four.
I don't do that because
this is assuming that you are doing it
in a chronological way and
it's not necessarily done in a chronological way,
because if you want to show things
in a chronological way,
what should you use?
It's not the WBS chart.
You use, a network diagram,
a Gantt chart, a Kanban board.
But not at WBS
because the WBS you want to show
the contributions of every single component
to the bigger piece,
to the bigger part of the project.
So don't do that.
If you ask me, Ricardo,
have you done that before?
Yes, but it must be in such a specific case.
For example, I did, for example,
some parts that I took one piece
and I put phases because
it was so critical for me
and the phases were all so,
concealing, you know,
so close that it was good for me
to do that way.
But it's not the best practice.
For example, if you want to do a house,
the best way for you to split
the work of a house
is into different components
or different specialties.
For example, electrical, plumbing, you know,
wall, ceiling.
Instead of saying, you know, phase one,
you know, cleaning and phase two,
because it will be cumbersome.
Because depending on some phases,
you will mix works on electrical,
plumbing, carpentry, everything together.
And it will not be very easy for you
to manage how each piece contribute to the top.
For me, this is one of the most relevant tips
I would give to you.
And last and but not least,
is to avoid what we call single child.
Items single child.
Because look,
if we go back to the main definition,
if we go back here, what is the composition?
Let's go to the meaning of the word, the composition.
The composition means
to take something bigger
and break it into smaller pieces.
So it's to divide one big piece into two,
three, four smaller,
and then you take another one and break
into two, three, four.
But imagine something that I'm
breaking one piece into one.
And this is exactly
what I'm suggesting you to avoid.
It's no single child.
If you decompose kitchen preparation,
you must decompose into at least two items.
It can be intense, but at least two items.
Otherwise, just don't decompose and consider
these one the work package.
You know, these one can be the work pack.
For example, if you
have a network sorry,
a WBS that is like this. Okay.
Like this. And I ask you,
let me just draw here just to
make things a little bit more complex.
Let's suppose. I ask you to tell me.
How many work packages are on this view?
A work package is this smaller element
is the lowest level
and the best way that I explain
it in the video that I did many years ago is
that it's the box without any box below.
One, two.
Three. For.
Five, six.
And in every work package
you will have a task list
with the verbs and you have a
WBS dictionary and everything else.
What are these tasks here?
The summary tasks here.
They only exist to help you to break your
ideas instead of having these six pieces.
In the ground.
You combine them to make your
life easier and to make your control over
the whole that is the project easier.
So this is why.
So look, this is a work package
that is at the same level
because it's connected to to
the main topic,
But it doesn't matter.
It means this probably
is much smaller than this one
because this one require or it's much less complex.
It depends on the project.
So you don't need to
go up to the same level on everything.
So like, like this here, for example, this.
All the work packages are here
on the third level, first,
second and third.
It's not true. Always this.
I have a work package on the second.
Imagine this is the first.
On the third I have two
and a three and I have two
on the fourth level. Okay,
This is just an example.
So with these five tips.
I hope I can make your life
a little bit easier
when you are preparing this because
this is a very helpful,
and can make a massive difference
in the way you structure your mind,
your work to understand what is the
full work that I'm expecting to accomplish
with this project.
I hope you enjoyed this video and join me.
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