Create a Work Breakdown Structure

Decompose scope → hierarchical work packages → estimate + assign + track. Foundation for effort + resource + schedule.

Use When

• Charter approved + scope defined
• Classic/waterfall planning
• Large initiative → manageable pkgs
• Basis for estimation + resource
• Shared understanding of work

In

• Required: Approved charter (scope + deliverables)
• Required: Methodology (classic/waterfall / hybrid)
• Optional: Historical effort data
• Optional: Team composition + skills
• Optional: Org WBS templates

Do

Step 1: Extract Deliverables

Read charter. List deliverables + acceptance. Group → 3-7 top-level cats → WBS Level 1.

Got: L1 elements match charter deliverables.

If err: Charter vague → draft-project-charter to refine.

Step 2: Decompose → Work Packages

Each L1 → sub-elements (L2, L3). 100% rule: children = 100% parent scope. Stop when pkgs:

• Estimable (person-days)
• Assignable (1 owner)
• Measurable (done/not-done)

WBS outline:

# Work Breakdown Structure: [Project Name]
## Document ID: WBS-[PROJECT]-[YYYY]-[NNN]

### WBS Hierarchy

1. [Level 1: Deliverable Category A]
   1.1 [Level 2: Sub-deliverable]
      1.1.1 [Level 3: Work Package]
      1.1.2 [Level 3: Work Package]
   1.2 [Level 2: Sub-deliverable]
2. [Level 1: Deliverable Category B]
   2.1 [Level 2: Sub-deliverable]
3. [Level 1: Project Management]
   3.1 Planning
   3.2 Monitoring & Control
   3.3 Closure

Codes (1.1.1 fmt). Max 3-5 levels. Always include "Project Management" branch.

Got: Complete WBS, 15-50 pkgs, unique codes.

If err: >5 levels → scope too large → split sub-projects.

Step 3: WBS Dictionary

Each leaf → entry:

# WBS Dictionary: [Project Name]
## Document ID: WBS-DICT-[PROJECT]-[YYYY]-[NNN]

### WBS 1.1.1: [Work Package Name]
- **Description**: What this work package produces
- **Acceptance Criteria**: How to verify it's done
- **Responsible**: Person or role
- **Estimated Effort**: [T-shirt size or person-days]
- **Dependencies**: WBS codes this depends on
- **Assumptions**: Key assumptions for this work package

### WBS 1.1.2: [Work Package Name]
...

Got: Entry per leaf pkg.

If err: Missing entries → incomplete decomp → Step 2.

Step 4: Estimate

Per pkg, 1 method:

• T-shirt (XS/S/M/L/XL) → early planning
• Person-days → detailed
• 3-pt (optimistic/ML/pessimistic) → high-uncertainty

Summary:

## Effort Summary
| WBS Code | Work Package | Estimate | Method | Confidence |
|----------|-------------|----------|--------|------------|
| 1.1.1 | [Name] | 5 pd | person-days | High |
| 1.1.2 | [Name] | M | t-shirt | Medium |

Total = sum of all pkgs.

Got: Every pkg estimated + confidence.

If err: Low confidence >30% pkgs → SME refinement session.

Step 5: Deps + Critical Path

Map deps:

## Dependencies
| WBS Code | Depends On | Type | Notes |
|----------|-----------|------|-------|
| 1.2.1 | 1.1.1 | Finish-to-Start | Output of 1.1.1 is input to 1.2.1 |
| 2.1.1 | 1.1.2 | Finish-to-Start | |

Longest chain = critical path candidate.

Got: Dep table w/ FS relationships.

If err: Cycles → decomp errs → Step 2.

Step 6: Review + Baseline

Combine WBS + dict → final docs. Verify 100% rule every level. Stakeholder sign-off.

Got: WBS.md + WBS-DICTIONARY.md created + reviewed.

If err: Missing scope found → add pkgs + re-estimate.

Check

• WBS file w/ doc ID + codes
• 100% rule every level
• Every leaf in dict
• All pkgs estimated
• Deps no cycles
• PM branch included
• Critical path ID'd
• Depth ≤5 levels

Traps

• Confuse deliverables vs activities: Elements = nouns (deliverables), not verbs. "User Auth Module" not "Implement Auth".
• Violate 100% rule: Children ≠ 100% parent → missed work.
• Too shallow / deep: 2 levels vague; 6+ micromgmt. Target 3-5.
• Skip PM branch: PM work (planning, mtgs, reports) = real effort.
• Estimate pre-decomp: Estimate pkgs, not cats. L1 estimate unreliable.
• No dict: WBS w/o dict = tree of labels. Dict = def of done.

→

• draft-project-charter — scope + deliverables feed decomp
• manage-backlog — WBS pkgs → backlog items
• generate-status-report — report % complete
• plan-sprint — hybrid: sprint-plan from pkgs
• conduct-retrospective — review estimation + decomp quality