How to Simplify Construction Projects with a Work Breakdown Structure

Table of contents

• Understanding the Basics of Work Breakdown Structure
• The Hierarchical Structure
• The Importance of a Well-Defined WBS in Construction
• What Are the Key Components of a Construction Work Breakdown Structure?
• Steps to Create an Effective WBS for Your Project
• Common Mistakes to Avoid When Developing a WBS
• Tools and Software for Creating a Construction WBS

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What’s the best way to eat a pizza? One slice at a time. The same concept applies to a construction project. Rather than looking at the whole project as one large, complex deliverable, it helps to slice it down into smaller, more manageable tasks. That’s exactly what a construction work breakdown structure does, and they help construction teams work more efficiently with more clarity than those who work without them.

In this guide, we’ll go over work breakdown structures and explain what they are, what they do, and how to plan one for your projects. This project management skill technique can help transform your planning and help you deliver better projects. 

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A Work Breakdown Structure (WBS) is, by definition, a hierarchical decomposition of a project into smaller, more manageable components called work packages. Essentially, it’s dividing up the different tasks and responsibilities on a project into small easily assignable and completable tasks.

There are a few purposes for work breakdown structures. First, they are a tool for project management to use to take the bigger, overall project and dissect it into smaller parts that are easier to understand. But they’re also helpful for planning and scheduling the individual phases of a project to ensure that everything occurs in order and that details aren’t missed. Last but not least, they also make estimating easier and more accurate. 

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A work breakdown structure includes different levels to break down major deliverables into detailed sub-deliverables and work packages. We’ll go into greater detail, but they are essentially:

• Major Deliverables: The primary results of a project during each phase of construction. These often include Project Initiation, Design and Planning, Construction, Testing and Commissioning, and Project Closure.
• Sub-Deliverables: Each of the major deliverables is then broken down into smaller components of the project. So, under construction, a WBS might contain sub-deliverables such as site prep, foundation, framing, exterior finishes, and interior finishes. 
• Work Packages: Work packages are the smallest, most specific deliverables in a WBS. Rather than focusing on deliverables, work packages focus on actionable tasks. So, under interior finishes, work packages might include electrical wiring, plumbing installation, drywall installation, and other actionable tasks. 

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There are all sorts of ways to plan and schedule a construction project, so why would a WBS be so important? Well, it really comes down to maximizing efficiency.

Project Clarity

A well-defined WBS allows construction managers to really drill down into the project scope. Not only does this help plan what needs to be done, but it also helps avoid scope creep, where the project starts to expand beyond the original scope. Having clearly defined and actionable items allows contractors to quickly identify any variances and make any required adjustments via change orders or request denials.

Resource Management

Effective resource management really requires a clear picture of the project overall as well as clear tasks. When a contractor understands exactly what’s involved in completing a deliverable package, they’re able to estimate better, allocate the correct labor and materials to the project, and generally maintain a more efficient workflow without dealing with waste or scarcity. 

Stakeholder Communication

Part of developing a work breakdown structure in construction project management is involving the other stakeholders on the project. These other parties help define their role and explain what’s necessary, allowing the project management team to create an inclusive, fully-tailored WBS. This promotes team cohesion and sets the project off on the right foot in terms of communication. 

Performance Measurement

A WBS structure for construction is a planning tool, but it can also be used for performance measurement. With each project broken down into identifiable chunks of the overall work, each package can be tracked for progress. With a timeline assigned, each of those chunks can then be monitored against variances in the schedule, allowing teams to adjust priorities, reschedule contractors, and keep the project on track.

A WBS can also be used as the foundation for EVM, or Earned Value Management. This technique uses metrics such as the Planned Value, Earned Value, and Actual Cost to help determine whether the project is on time, ahead of schedule, or lagging behind. Construction teams that use EVM will find that construction project breakdown is a perfect start for establishing their metrics. 

Part of what makes a work breakdown structure for construction projects so helpful is that they work in a mechanical sense, a lot like construction projects. They’re both made up of components that are easy to understand and work together in the overall project. Here are the key components that make up a WBS in construction management:

Project

The topmost level of a WBS in construction is the overall project. It represents the main goal of the project, such as the completion of a building, roadway, or other construction projects. It’s essentially the entire scope of work on which the WBS is based.

Major Deliverables

Major deliverables generally refers to the different phases of the construction project. For example, most construction WBS major deliverables include design, procurement, construction, inspection, and turnover. Each WBS’s major deliverable may vary based on the project.

Sub-Deliverables

The sub-deliverables break the major deliverables down into smaller components that can then be further subdivided. For example, the construction deliverable might be broken down into further sub-deliverables such as foundation, structural framing, exterior finishing, interior finish, HVAC installation, electrical installation, plumbing installation, and more.

Work Packages

The next level down includes the work packages, and these are generally the actionable tasks that can be assigned to the individual teams or subcontractors on a project. For example, the electrical sub-deliverable can be broken down into first-floor wiring, second-floor wiring, main panel installation, or further, as needed.

Once all of the work packages are complete, the sub-deliverable can be marked as complete, and so on.

While it might seem like creating a WBS is as simple as considering the components of each phase of a project, there’s more to it than that. The following are the steps to follow to create an effective WBS for your project, regardless of its type or nature.

Step 1. Gather the Necessary Requirements

By and large, this is the most important step in creating an effective WBS. It requires meeting with all of the stakeholders on the project to discuss the scope, their roles, and key deliverables. 

Step 2. Identify the Major Deliverables

Break the project down into the major deliverables to represent either the phases of the project or the individual components. This might include phases such as design and planning, procurement, pre-construction, construction, and final inspection. But, if broken down by components, major deliverables could be foundation construction, structural framing, MEP system installation, interior finishing, and exterior finishing. 

Step 3. Subdivide Deliverables into Sub-Deliverables

Dissect the major deliverables into smaller sub-deliverables. For example, foundation construction can be broken down into excavation, rebar installation, and concrete pouring. Do this for every major deliverable to make the project more manageable.

Step 4. Identify Work Packages

Break the sub-deliverables down into smaller, actionable tasks that are easy to understand, assign, schedule, and track. For our concrete pouring example, we can break the process down into work packages such as form setup, concrete pouring and leveling, and form removal. 

These are the core tasks associated with the sub-deliverables and major deliverables. It’s often the other subcontractors and stakeholders who help define them, so be sure to communicate throughout this process to ensure the WBS is truly comprehensive. 

Step 5. Define the Tasks and Assign Responsibilities

Take the work packages down a level even further by defining tasks and assigning the responsibilities to the individual teams or subcontractors. If the task involves two or more teams of subcontractors, be sure to break it down even further. 

At this point, it should be easier to estimate the time and costs associated with each task for better estimating. 

Step 6. Establish Key Milestones

With everyone’s roles and tasks assigned and understood, it’s time to assign the key milestones. These are generally the completion of sub-deliverables and major deliverables, and referring to these helps gauge where the project stands and whether it’s behind or on schedule.

Step 7. Review and Validate

This is one of the most critical steps. Once your rough WBS is ready, review it with stakeholders, contractors, and subcontractors to ensure that every critical aspect of the project is accounted for to cover the entire scope and that each item is clearly defined and assigned properly. 

Step 8. Iterate and Update

Update the WBS as the project progresses. A WBS is a living tool that will shift and adjust as the project moves forward. Updating it as it goes ensures that it remains a useful tool and baseline. 

There are a few things you’ll want to avoid while creating a WBS for construction projects. Keeping an eye out for the following ensures the construction breakdown structure is helpful and effective, not cumbersome with too much overreach.

1. Overcomplicating the Structure: The point of a WBS is to simplify the project into small, actionable tasks. However, avoid micromanaging and over-complication by creating a WBS that’s too complex and specific. 
2. Vague Task Definitions: The opposite of over-complication is vague task definitions. If they aren’t actionable or assignable, you haven’t delved deep enough. 
3. Ignoring Stakeholder Input: Ignoring stakeholder input is a sure way to drag out the WBS development process and will likely lead to missing important components. 
4. Neglecting Integration: The WBS needs to align with the overall project management plan, which means it has to be an integral tool. If not, it’s a waste of time that does nothing more than establish the scope of work. 

There’s a common solution to all of these issues: communication. Make sure to communicate with all of the parties on the project to ensure that the WBS is clear and easy to understand. Also, establish the WBS as the baseline for scheduling to ensure it’s integrated with the rest of the project management tools. 

Creating a construction work breakdown structure (WBS) can be complex, especially when defining work packages, which often feels like hitting a moving target. Thankfully, various tools and software solutions are available to simplify the process. These platforms help break down project phases, share WBS details efficiently, and improve communication across teams.

When evaluating tools, prioritize features like Gantt charts for scheduling, resource management modules, and collaboration tools that allow real-time updates and team input.

Why Outbuild is Your Ideal WBS Solution

Outbuild stands out as a premier choice for developing construction WBS. It offers customizable Gantt charts, project timelines, and robust collaboration features. These allow project managers to break tasks into detailed phases and share them seamlessly across teams. Outbuild also integrates with Procore, making it easier for construction teams to synchronize WBS structures with their existing project management software. This ensures that project teams can maintain clarity, track progress, and keep everything on schedule.

Here are some key aspects of Outbuild’s WBS feature:

1. Simplification of Complex Projects: Outbuild’s WBS helps teams divide large-scale construction projects into smaller, more manageable sections, making it easier to assign resources, track progress, and manage the project.
2. Improved Task Breakdown: It allows users to create detailed task lists that correspond to the overall project goals, ensuring that each task is clearly defined and aligned with the project’s requirements.
3. Alignment with Lookahead Planning: Since Outbuild integrates lookahead planning into its platform, the WBS feature works seamlessly with detailed task planning, allowing teams to track and update progress in real time. This ensures that short-term tasks are always aligned with the master schedule.
4. Collaboration and Accountability: The WBS feature enhances collaboration by providing transparency in task assignments and progress tracking, making it easier to hold teams and subcontractors accountable.
5. Customizable Structures: The feature can be tailored to fit the specific needs of any project, with flexibility to adapt to different types of construction schedules and workflows.

The WBS tool ensures that every part of a project is planned out, improving communication, reducing the risk of oversight, and helping the team stay on track for successful project delivery.

Schedule a demo today to experience how Outbuild can streamline your construction projects and enhance efficiency.

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