The importance of a WBS or "Figuring out what we have to do?"

One of the key items in the successful delivery of a project is the WBS (work breakdown structure) or as I call it "Figuring out what we have to do?"  It drives out the schedule and helps you identify what can be done in parallel.  We all know this (being the good PMs that we are), but how do you go about doing it?  How detailed do you need to go? Finally, how do you know when you're done and next steps?

 "Figuring it out"
So how do you go about building out the WBS?  I think the WBS is a great team building exercise that will assist with team cohesion.

As a PM, facilitate and help guide the session(s).  I usually try to carve out the major components or chunks and let the team drill down from there. Standard tools of white boarding, sticky notes or flip charts can be used.  They key item here is, let the team go and identify all the components.  This way you can get a sense of "what we have to do".

In the strictest process in creating a WBS effort isn't addressed on the first pass.  This might be appropriate for something net new or if you're operating in an environment that has a tightly process.  I would go ahead and start adding effort to each of the tasks wherever possible, even if it is an estimate.  You will at least get a sense of what this will take.

"How low do we go?"
So how detailed should you go?  Well that really depends. Do you need a tightly defined project schedule or are you going to manage the project via major milestones.

Like a fractal, a WBS can be a high level outline, or an infinite list of activities.  The extra granularity will allow for the creation of a detailed project schedule.  Question is do you need that detail/granularity.  There will be a limit to how useful this giant list of work is.  Schedules, as we know always change and this extra detail might not be required (future topic).  Again, it depends on the project and your style.

There's no hard and fast rule that WBS tasks need to be down to the most granular level.  The idea is to make sure you've covered all the key "chunks".

"I think I'm done, now what?"
Now you have this list of tasks, congratulations!  You've "Figured out what we have to do".  This is a big achievement and sometimes is missed on urgent projects. Concerned you may have missed something?  Don't worry, next step is creating a schedule or mapping out the major milestones.  You can still go back and add anything you've missed.

The completed WBS defines the project.  You can plan more effectively, provide better status and overall have sense of comfort that you "Know what you have to do." It sets you up for success to deliver the project.