Work breakdown structure template

Break down project workstreams into smaller tasks and subtasks

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Work breakdown structure

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Use this template to visualize your project and break it down into smaller tasks and deliverables so that you can complete your project efficiently and effectively.

A work breakdown structure (WBS) is a hierarchical structure that outlines the project scope and breaks down the work into smaller, more manageable components. It organizes and defines the project deliverables, individual tasks and sub-tasks, and project needs, providing a visual and structural framework for understanding the project's work elements.

The work breakdown structure template helps you:

Center everything on your project’s north star
Organize complex projects into a series of smaller tasks and workflows
Visualize your whole project across every phase
Define a clear hierarchy of manageable tasks to be accomplished

How to use the work breakdown structure (WBS) template

To use the Mural work breakdown structure template with your team, follow the steps outlined below.

Step 1: Define the project scope

The first step in using the work breakdown structure template is to define the scope of work for your overall project. What departments, teams, and people will be involved? What are the main areas of focus? Include any relevant dates here to guide the project schedule.

Step 2: Write down the different phases of your project

Use the second section of the template to map out the different phases of development, including any project tasks relevant to those phases below (e.g., if you have a ‘Planning’ phase, you may want to have tasks below like ‘Cost/benefit analysis’).

Step 3: Add work packages associated with each project phase

What are the project processes and jobs to be done for each phase? Include the tasks specific to each work package that will ladder up to the overall goals of the phase.

Step 4: Write down the activities tied to each work package

Here, the Mural breaks it down into tasks and subtasks — for example, if you have an activity tied to deploying a product, you may have subtasks that should be included, such as ‘Create environments,’ or ‘Build apps.’

Be sure to include the project needs associated with each work package. This will ensure you have the necessary resources for each project phase.

Tips for running a work breakdown workshop

To get the most out of your work breakdown structure session, you should:

Have a clear picture of the scope of your project and stakeholders mapped out, so that you can engage the right project team members and avoid any blind spots
Use Mural features like commenting or tags for sticky notes to add further context to tasks, or assign tasks to specific stakeholders within the mural
Track your progress as your project evolves — your mural is a living document that should reflect the state of your project as you move through each phase, helping all stakeholders instantly grasp progress

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Work breakdown structure template FAQs

What is a work breakdown structure in project management?

In project management, a work breakdown structure (WBS) is a hierarchical representation of the project scope that breaks down the work into smaller, more manageable components. It organizes and defines the project deliverables, tasks, workflows, and sub-tasks, providing a visual and structural framework for understanding the project's work elements.

The WBS helps project managers and team members to better plan, execute, monitor, and control the project by providing a clear and organized view of the project's scope and its interdependencies.

What is the difference between a WBS and a project plan?

A work breakdown structure (WBS) and a project plan are two distinct but interrelated components in project management. While they serve different purposes, they complement each other to ensure successful project execution. Here's a breakdown of their differences:

Work Breakdown Structure (WBS)

Purpose: The WBS focuses on breaking down the project scope into smaller, manageable components. It organizes and structures the work elements, creating a visual hierarchy of deliverables, tasks, and sub-tasks.
Level of Detail: The WBS provides a hierarchical decomposition of the project work, capturing the major deliverables, phases, and subsequent levels of sub-deliverables or tasks. It does not include specific timelines, dependencies, or resource assignments.
Scope Orientation: The WBS primarily represents the project's scope and its breakdown, enabling a clear understanding of what needs to be accomplished.
Communication: The WBS is a valuable communication tool that helps stakeholders visualize the project's structure and facilitates discussions around project scope and deliverables.

Project Plan

Purpose: The project plan outlines how the project will be executed, including specific tasks, timelines, resource assignments, dependencies, and milestones. It provides a roadmap for project implementation and management.
Level of Detail: Unlike the WBS, the project plan includes detailed information such as task durations, dependencies, resource allocation, cost estimates, and scheduling constraints. It provides a comprehensive view of the project's execution and management aspects.
Time Orientation: The project plan focuses on scheduling and sequencing the tasks, establishing the project timeline, and ensuring that activities are completed in a logical and timely manner.
Execution and Control: The project plan serves as a guide for project execution, allowing project managers to track progress, manage resources, monitor dependencies, and make necessary adjustments to keep the project on track.

In summary, the WBS is primarily concerned with breaking down the project scope into manageable components, while the project plan focuses on the detailed execution, scheduling, resource allocation, and control aspects of the project. The WBS sets the foundation for organizing the work, while the project plan provides the operational and tactical guidance for carrying out the work according to the defined structure.