Effective Project Management Tools
Product & Work Breakdown Structure
A Product Breakdown Structure is a diagram which is presented through a hierarchical structure, it details the things a project will produce, as well as the outcomes that a project intends to deliver. The PBS diagram differentiates between the different types of product i.e. the Final Product is displayed at the top of the diagram; it then goes down to the Assemblies section, once this has been displayed it goes further down the hierarchical chain and shows the Internal Products section i.e. those built by the project; finally, the External Products section is displayed i.e. those either supplied or brought in by another project.Â
Similar to a PBS however serving different needs, a Work Breakdown Structure focuses solely on the work needed to undertake a project; in addition a WBS takes a similar visual structure to a PBS, it provides a hierarchical structure of project activity and clearly details the work which must be carried out in order to complete the given project.
Why we use them
A PBS and a WBS are used for similar reasons. Once accomplished to a decent standard, a PBS can provide the project team with confidence on what exactly needs to be produced. Similarly, a WBS provides clarity with regard to what work exactly needs to be undertaken. This ultimately creates a number of benefits such as improved time efficiency, defused confusion between team members and more.
When we use them
PBS’ and WBS’ can be used for any type of project whether it be for creating something or outlining/detailing a product; it should be used when working within a team or even working independently. When used effectively, these breakdown structures can make work substantially easier due to the clarity that they provide.
How to use W.B.S
Step 1
Determine the major deliverables that must be produced
To do this, begin to think about what major deliverables must be accomplished in order to achieve the projects objectives, suppose your project was to throw a party, you may consider that a guest list for the party is required.
step 2
Divide each of these major deliverables into its component deliverables
E.g. you may determine that in order to form a guest list you are required to create an invitation page maybe on a social media platform such as Facebook; this would then allow you to be aware on who can attend the party.
step 3
Divide each of these work pieces into its component parts
E.g. allocate one member of your team to directly invite people to the party via the social media platform.
This format ensures that certain components can be broken down into different levels i.e. the Level 1 component being the guest list for the party. This was then subdivided into the Level 2 component (Creating invitations) and this was then subdivided into the Level 3 component (Sending invitations).
How to use P.B.S
step 1
Come together with your team to brainstorm ideas for developing a PBS, once you have come up with the final product, place this at the top of the hierarchical chain
E.g. suppose your final product was a Car; this would be represented at the top of the diagram.
step 2
Begin to think about subdividing the components of the final product
E.g. with regard to the Car example, this could be Suspension. This would be directly below the final product.
step 3
Identify the product components by again, brainstorming with your team
E.g. with regard to Suspension, the next section that would be directly below the sub component section could be the wheels.
This format would then continue until you and your team have divided all of the sub components for the final product.
With regard to physically creating a PBS/WBS, there are a range of software’s available for you and your team to use; one being MatchWare MindView this would allow you and your team the tools necessary to brainstorm, use Gantt Charts and so on to create your breakdown structures; in addition this work can then be seamlessly exported into Microsoft Project for further schedule definition.