5 Tips From Ricardo Vargas To Master A Work Breakdown Structure

Summary

This 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

• 📚 The Work Breakdown Structure (WBS) is a tool for organizing ideas and dividing a project into smaller components.
• 🔍 WBS can be created through decomposition (breaking down larger components) or aggregation (combining smaller components).
• 🏷️ 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.
• 🚫 Avoid using verbs in WBS elements; instead, use substantives to describe the work packages clearly and to avoid confusion about execution items.
• 🔑 Writing WBS items in all caps can be a personal best practice to distinguish them from tasks in project management software.
• 🔄 Do not duplicate efforts within the WBS; each component should be unique to prevent confusion and ensure accurate budgeting and scheduling.
• 📅 Disregard time-based WBS; focus on delivery-based WBS that reflects the components of what is being planned to deliver, rather than phases.
• 📈 Use network diagrams, Gantt charts, or Kanban boards for chronological representation of work, not the WBS.
• 🚫 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.
• 📋 Work packages are the lowest level of the WBS and should contain task lists with action verbs for execution.
• 🌟 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

00:00

📚 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.

05:03

🚫 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.

10:07

📈 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.

Keywords

💡Work Breakdown Structure (WBS)

The Work Breakdown Structure (WBS) is a project management tool that organizes and defines the total scope of a project. It breaks down the project into smaller, more manageable components or work packages. In the video, the WBS is central to the theme of organizing ideas and dividing larger tasks into smaller ones, exemplified by the 'Project Kitchen' example where all work must be included in the WBS to ensure nothing is missed.

💡Decomposition

Decomposition, in the context of WBS, refers to the process of breaking down larger work elements into smaller, more detailed components. The script describes this as taking a 'bigger piece' and dividing it 'into a smaller one, into a smaller one,' until the desired level of detail is achieved. This is crucial for creating a comprehensive WBS that captures all aspects of a project.

💡Aggregation

Aggregation is the opposite of decomposition; it involves combining smaller work elements into larger components. The script mentions this as a method used when work packages are already being delivered but the WBS structure is not yet established. It is used to build up from individual grains of sand to the full project, ensuring that all work is accounted for in the WBS.

💡Work Package

A work package represents the smallest unit of work within a WBS. It is the 'smaller grain' mentioned in the script, which is the end result of the decomposition process. Each work package is expected to have a task list associated with it, detailing the specific actions required to complete that package.

💡Verbs

The script advises against using verbs in the WBS to avoid confusion between the work elements and the actual tasks that need to be executed. Instead, nouns should be used to describe the work packages, reserving verbs for the task lists that outline the specific actions to be taken, such as 'painting' instead of 'paint the walls'.

💡Task List

A task list is a detailed breakdown of the actions required to complete a work package. The script emphasizes that verbs should be used in task lists, which are the lowest level of the project schedule and guide the person executing the project on what needs to be done.

💡Avoid Duplication

The script stresses the importance of not duplicating efforts within the WBS. This means not listing the same work element more than once, such as 'painting of the ceiling' and 'painting of the bathroom ceiling,' which would be redundant since the bathroom ceiling is part of the overall ceiling work.

💡Delivery Based

The video argues that a WBS should be delivery based, focusing on the components of what is being planned to deliver, rather than time-based or phased. This approach helps to clearly define the contributions of each component to the overall project, as opposed to structuring the WBS around phases which might not reflect the actual work involved.

💡Network Diagram

A network diagram is a project management tool mentioned in the script that is used to show the chronological sequence of tasks. It is suggested as an alternative to a time-based WBS, which the speaker argues is not the correct use of the WBS tool. Instead, a network diagram is better suited for illustrating the order in which tasks should be completed.

💡Single Child

The term 'single child' refers to a situation in a WBS where a work package is not further decomposed into smaller elements. The script advises against this, emphasizing that each work package should be broken down into at least two items to ensure a thorough understanding of the work involved and to avoid missing any components.

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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