Free Work Breakdown Structure Template [Download]
Quick Success with WBS: Use our work breakdown structure template to quickly and clearly define deliverables, manage timelines effectively, and allocate resources efficiently.
Google Sheets & Excel Friendly: Our WBS template is compatible with Google Sheets and Excel, so it's accessible no matter what you and your team's preferences and workflow styles are.
Collaboration is Key: Improve teamwork, accountability, and collaboration amongst the project team by using our WBS template to clearly define roles and responsibilities.
Quickly and systematically break down your project deliverables with our work breakdown structure (WBS) template. It will help you find project success via clearly defined project deliverables, realistic timelines, efficiently allocated resources, and improved collaboration amongst the team.
Work Breakdown Structure Template
Our WBS template helps you manage your project's resources more effectively. It’s easy to copy/paste and edit and has predefined sections for filling in work packages, deliverables, milestones and project phases, project tasks, subtasks, responsible parties, effort and cost estimates, and deadlines.
The template is spreadsheet-based (compatible with Google Sheets and Excel) and doesn’t use a tree structure. You’ll also need to create a WBS dictionary (which lists any additional details about each element in the WBS) in a separate document for use with your completed work breakdown structure.
Why Use A WBS Template?
You can use our WBS template to help you:
- Save time and expedite planning: Using our template, you can quickly break down your scope of work, project deliverables, and resource assignments much quicker, saving you valuable time during the project planning phase (or, just edit the work breakdown structure example in the same template document). Our template also allows you to set a project schedule with realistic timelines right out of the gate.
- Facilitate better communication and collaboration: Our template is designed to be filled in by the project manager (you) and used by the entire project team. It lets everyone involved see how various tasks interconnect and contribute to the project's objectives, and provides a common reference point during meetings or project updates.
- Reduce errors and maintain consistency: Working from a template helps maintain consistency across your projects and make sure that you don’t miss any important information or sections in your work breakdown structure. Information will be exactly where stakeholders and team members expect it to be, which will help you facilitate the smooth flow of project work and maintain a good working relationship with all parties.
When To Use A WBS Template
Use our work breakdown structure template during the project planning phase, especially when you are completing resource forecasting and resource allocation activities. A completed WBS is part of a comprehensive project plan and will get you on the way to smooth project execution.
How To Use Our WBS Template
Here's how to use our work breakdown structure template to break your project into smaller tasks.
Identify and Break Down Tasks
Use our work breakdown structure template to break down each deliverable into more manageable tasks and, if necessary, subtasks (especially for complex projects).
Identify each task and subtask in separate rows beneath the corresponding deliverable in the template. Consider the intended completion sequence and potential resourcing conflicts as you list your tasks.
Make sure each task is specific and achievable (i.e. it can be delegated to and completed by one team member). This clarity will help your team members understand the workflow and timing of project execution.
Before you finalize the work breakdown structure, gather input from the team—are there any tasks that need to be broken down further in order to make them achievable? Are there any dependencies that you need to map and account for (e.g. instances where a particular task needs to be completed before another can start)?
Once you've gathered input, adjust the task list, as needed, to ensure it aligns with your project needs, goals, and team capabilities.
Document Assigned Responsibilities in the Template
Assign and document responsibilities for each of the tasks identified in the previous steps. Note which team member is responsible for completing a specific task beside it in the template. Make sure to match tasks with team members who have the right skills and experience to handle them effectively.
Distribute tasks evenly when and wherever possible, and document any relevant role-specific details or limitations. Use project management tools to document each team member’s capabilities, keep track of their workload, and track progress and project scope throughout the project life cycle.
Tips For Using The WBS Template
Here are some tips for getting the most out of our WBS template:
- Be specific, but not too granular: Find a middle ground where you’re providing clarity without compromising simplicity. This will help you maintain focus on the overall project goals and project needs, make sure you’ve accounted for all necessary tasks, and keep the team clear on what they should be working on and when.
- Customize the template to suit complex projects and your specific project type. Also, update it throughout your project to reflect priority changes, changes in circumstances, or resource availability changes.
- Combine the template with resource management software: Using software tools is the best way to keep an eye on project progress, team member productivity, and assign tasks directly to your team. Many tools also include functionality for things like creating Gantt charts, setting timelines, and creating status reports to keep stakeholders and the larger team up to date on what’s happening with your project.
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