Work Breakdown Structure (WBS)
The project's work as a numbered outline (1, 1.1, 1.1.1) with an owner, dates and effort for each item. Days, effort done and the overall progress against the plan are worked out for you.
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Country versions
- International
A template, not advice.
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What it is
A work breakdown structure (WBS) splits a project into smaller and smaller pieces of work until each piece can be estimated, given to one person and checked as done. The pieces are numbered as an outline: 1 for a phase, 1.1 for a work package inside it, 1.1.1 for a task inside that. A good test is the "100 percent rule": the breakdown contains all the work of the project, and only that work.
This sheet keeps one row per item with its owner, start and end dates, effort and percent done. The days are counted for you, the effort done is worked out from effort and percent, and the roll-up under the table shows the overall progress, the progress the plan expected on the status date, how far ahead or behind you are, and how many items are not started, in progress, done or on hold. There is one international version; the unit of effort (days, hours or months) is your choice. It is a general planning template, not legal or accounting advice.
When to use it
- You are planning a project and need to see all the work before estimating time and cost.
- Several people share the work and every item needs one named owner.
- You report progress to a sponsor or client and want a figure that is calculated, not guessed.
- A proposal or a contract needs a work breakdown as an appendix.
How to fill it in
- Enter the project name and the status date; your name comes from your saved details.
- List the phases and number them 1, 2, 3. Under each, add work packages (1.1, 1.2) and, where needed, tasks (1.1.1).
- Give every lowest-level item an owner, a start and an end date and an effort estimate in the unit you chose.
- As work proceeds, update the % done and the status of each task; the summary rows stay without effort.
- Read the roll-up under the table, then print the sheet or download it as a Word or Excel file for the project folder.
Common mistakes
- Breaking down by activity ("meetings", "emails") instead of by result. Name each item for what exists when it is finished.
- Going too deep. A task of an hour or two belongs in a checklist, not in the WBS.
- Entering effort on a phase and on the tasks under it as well; the total then counts the work twice.
- Leaving the owner empty. An item without an owner is an item nobody finishes.
- Forgetting to move the status date. The comparison with the plan is only as current as that date.
Steps at a glance
- Fill in
- Check the preview
- Save as PDF, Word or Excel
Country versions
Pick the country you need. Each version uses the wording and layout commonly found there; a version marked “check with local advice” should be read by someone who knows the local rules before it is used.
- International (XX): Written in English, Korean, Japanese, German
Designs
The same form in several designs. The fields and the wording stay the same; only the look changes.
- Compact
- Ledger
- Boxed form
- Plain (black and white)
- Banner
- Classic
- Modern
- Minimal
- Side band
- Warm
- Formal
- Executive
Your details fill it in
Fields that ask for your name, address or company details are filled from My details, so you do not type them again; you can still change any field for one form. Signed in, your details stay in your account; otherwise they stay in this browser only. A passport, identity or social security number is never saved.
Questions
- How many levels should a WBS have?
- Usually three or four. Stop when every lowest-level item can be estimated, given to one person and checked as done. More levels than that make the sheet hard to keep up to date.
- What is the difference between effort and days?
- Effort is the amount of work, for example 10 person-days. The days column is calendar time from the start date to the end date, both included. A task of 10 person-days can take 5 calendar days if two people share it.
- Why do the summary rows not add up their children?
- The roll-up stays simple and honest: only the lowest level carries effort and progress, and the totals add those. You may type a percentage on a summary row for information; as long as its effort is empty it is not counted.
- How is the planned progress worked out?
- For each item with effort and dates, the form assumes the work is spread evenly between start and end. On the status date it counts the share of the days that has passed, from 0 before the start to 100 percent after the end, and weights it by effort.
- Is this form legal, tax or accounting advice?
- No. It is a template: it gives you the usual structure and wording, not advice. Rules differ by country and case, so have someone qualified read anything that matters before you sign, send or file it.
- Which countries and designs does it come in?
- It comes in 1 country versions: International. 12 designs.
A form is a template, not legal, tax or accounting advice. Rules differ by country and case.