FREE Work Breakdown Structure Template
Master work breakdown structure timelines with our intuitive work breakdown structure Gantt chart template.
Get started for free
Master work breakdown structure timelines with our intuitive work breakdown structure Gantt chart template.
Get started for free
Work breakdown structure (WBS) is a couple of things. It’s a concept, for one. The idea at the core here is that you
can break down projects into smaller tasks, like ingredients in a recipe or components in a device. It’s also a way to
visually arrange work into smaller parts so that you can see what’s what, what tasks depend on others, who’s handling
specific tasks, and more.
You can work in different document types, too, like a WBS template Excel,
Word, and Gantt charts, but all WBS structures will have some common elements. Whether you’re using a WBS template in
Excel or a task breakdown template, it’ll look similar to this:
The goal here is simple: making complex projects clearer and helping you complete them faster and more accurately. That said, the right document types make a big difference in your ability to break big projects down into smaller tasks and then manage everything effectively within a work breakdown structure Excel sheet. Gantt charts are among the best tools for this.
Pairing a WBS project management template with a Gantt chart brings your project to life. A Gantt chart lays out the
timeline, showing how your tasks overlap and progress within WBS templates. That makes it easy to see which tasks
depend on others, where resources might be overused or underutilized, and scheduling conflicts that might make you
miss deadlines.
Here’s why Gantt charts are essential and outperform a basic work breakdown structure Excel template:
You can see the start and end dates for every task. This lets you see if tasks are starting or ending too close to one another if start/end dates for one task affect other tasks, keep team members and stakeholders in the loop about tasks progress and scheduling, and a lot more.
They help you assign team members and tools to specific tasks. It’s all about balancing people and making sure they have what they need, when they need it. Without that ability, you could find that your people aren’t being used to their best advantage, that tools aren’t being used correctly, or that you’re not allocating and using your resources right.
You can visualize what’s done, what’s next, and what’s overdue. The difference a visual timeline makes is pretty significant. You can then use that to inform everything else. Maybe you need to move people around, or you need to accelerate the pace of specific tasks so that deliverables are ready when other tasks need to start.
With a generic work breakdown structure template Excel free download, your WBS can feel abstract and difficult to manage. A Gantt chart encourages project success.
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A free WBS template isn’t just a random list of tasks—it’s an organized framework. Here’s what a strong Excel WBS template includes:
These are the big-picture goals you’re working toward. It’s what you list at the top of your project management work breakdown structure template and what each task and subtask gets you one step closer toward.
Wondering how to create a work breakdown structure in Excel? List the key steps that guide your progress. Each phase or milestone constitutes one step closer to project completion.
While phases and milestones in your project management WBS template help guide your project, they may be too big on their own to be achievable. You’ll need to break them down into subtasks, which are just actionable steps for each phase.
All projects are driven by people. And knowing who’s handling what is important for accountability and forward momentum. Who’s in charge of each task? Break it down on your Excel work breakdown structure.
Set clear timelines to keep everything moving. Yes, you’ll have a project deadline, but each phase or milestone, and even individual subtasks, should have its own. This helps you manage the project and make sure that things are completed sequentially.
In a perfect world, you could complete tasks as you saw fit. We don’t live in such a world, and most of your tasks will depend on others being done first. Take the time to list out which tasks rely on others to be completed first and then connect other dots (who’s responsible, what are the deadlines, what resources are required, etc.).
Using a work breakdown structure template Word or work breakdown structure example Excel helps make sure you don’t miss a single thing and that your project moves forward steadily.
Want your project breakdown template to truly work for you? Keep these tips in mind when creating work breakdown structure templates:
Your work breakdown schedule template should include 100% of the work required for the project, nothing more, nothing less. This gives you the most accurate picture of what’s required to reach completion and helps you avoid unexpected delays or resource requirements.
Make sure every layer of your WBS diagram template is clear and evenly detailed. Remember that this information guides not just you, but those responsible for handling individual tasks and phases.
A WBS chart template paired with a Gantt chart delivers flexibility, visibility, and more when and where you need it. Tom’s Planner’s Gantt chart makes breaking down any project easier so that you can complete it faster and more accurately.
Collaboration with team members helps keep you from overlooking anything on your project WBS template. It also gives everyone the information they need, keeping the team on the same page.
A work breakdown structure is used to organize projects by breaking them into smaller tasks, making them easier to manage and execute. A sample WBS template is a tool for clarity, accountability, and tracking progress.
The best WBS format depends on your needs. For detailed tracking, a WBS Excel template is a good option. For presentations, a WBS chart template or Word document may work better.
Unnecessary details like overly granular tasks, personal notes, or unrelated goals shouldn’t be in a WBS. Stick to the scope and avoid clutter.
The 100% rule helps your WBS capture all project work—nothing more, nothing less. It helps guarantee completion and prevent scope creep.
A WBS organizes project tasks into a hierarchy. On the other hand, a Gantt chart lays them out on a timeline.