WBS Tools – Definition, Best Uses, & Examples

Wbs tools

Are you looking for a better way to manage your workflow? WBS tools, or Work Breakdown Structure tools, can provide an organized and efficient approach.  

A WBS is a project management tool that organizes large projects into smaller, manageable tasks. Breaking down the complex components of a project into smaller elements, allows experienced leaders and teams to plan and execute their work more effectively.

In this blog post, we’ll look at what WBS tools are and how they’re used in project management, as well as some real-world examples. We’ll also explore why so many businesses are turning to these powerful tools to help them get more out of their projects.  

So if you’re ready to learn about the power of Work Breakdown Structure tools, let’s dive in! 

What are WBS tools?

Work Breakdown Structure (WBS) tools are used to break down large and complex projects into manageable pieces. They provide a visual representation of the tasks, deliverables, and timeline associated with a project. WBS tools help to organize project timelines and activities, enabling teams to create, track and adjust their project plans as needed. 

These tools can be used at any level within an organization or on individual projects. They provide a clear roadmap for completing all the goals necessary to successfully execute a project, eliminating any confusion about responsibilities or expected outcomes.

Additionally, they allow teams to quickly identify areas in need of improvement or changes that need to be implemented for the successful completion of the task at hand.  

Workflow management

made easy!

Importance of using WBS tools 

work breakdown structure in project management

Are you thinking of using a Work Breakdown Structure (WBS) tool for your project management process? If so, then you should know that a WBS tool can provide many benefits. Here are just some of the advantages you can get when you use WBS tools for managing your projects: 

1. Improved Scheduling and Planning

WBS tools make it easier to plan and manage projects by breaking down tasks into smaller elements, giving managers more control over the entire process. With this increased control, managers can better anticipate risks and issues related to their project and take appropriate action during each stage of its development.  

2. More Accurate Budgeting

When planning a project, different assumptions need to be made about cost estimates in order to accurately budget for it. A WBS tool makes these calculations much simpler by providing detailed breakdowns of both labor and materials associated with each task needed to complete the job. This ensures that nothing is missed or overlooked which could potentially affect budget accuracy in the future.  

3. Better Resource Allocation

With all tasks broken down into individual elements, resource allocation becomes much more manageable with a WBS tool as well. By analyzing what resources are needed at any given time throughout the life cycle of the project, managers can assign necessary teams or individuals accordingly without overextending existing staff or wasting money on unnecessary expenses like overtime paychecks or overlooked costs in materials procurement stages.  

4. Enhanced Project Visibility

Keeping track of progress on any large-scale project can be challenging if there is not adequate visibility across all aspects involved in completing it successfully from start to finish. But with a powerful WBS program like Microsoft Project Manager installed onsite, this problem will become non-existent because everyone’s roles and responsibilities become crystal clear due to easy access schedules that show who needs to do what when throughout any given day’s timeline right up until completion date arrives. 

5. Greater Accessibility

Last but certainly not least important is the accessibility feature found within most modern-day WPS programs nowadays which allows users from multiple locations to share information via cloud-based application platforms such as Microsoft Office 365 or Sharepoint virtually eliminating geographical boundary lines when collaborating online together virtually making global teams possible no matter where team members originate from originally at inception point! 

WBS’s importance for project managers:

  • The work breakdown structure serves as the foundation for the planning stage since it gives an overview of a project and its deliverables
  • Calculating the number of employees required, the cost, and the timetable for the entire project can be challenging
  • It informs your whole crew on what has to be done and how to accomplish it
  • The work breakdown structure (WBS) gives team members a better understanding of how their components fit into the overall project plan
  • The work breakdown structure (WBS) gives a clearer understanding of the project scope, which assists in the prevention of changes
  • A work breakdown structure outlines who is responsible for which tasks, making it easier for everyone involved in the project to coordinate 

How to create a work breakdown structure?

Let’s see how to create a work breakdown structure in a few steps:

1. Get the project specifications

It might be difficult to gather project requirements. It is more than just asking a few questions; it is a refined ability. You can go for questionnaires, mind mapping, and historical data to figure out what tactics work best for you over time, so start experimenting with your team and see what will work.

2. Identify the key project phases or deliverables 

The next stage is to decide if you want to utilize a deliverable or a phase-based strategy. This is entirely up to you and will be determined by your work style. You can record each stage with a work breakdown structure (WBS) template after you have decided how to manage it.

3. Break each project phase or deliverable down into smaller tasks

This stage comprises defining and segmenting the critical components of completing a phase/deliverable into manageable components.

4. Estimate the time required for each job

This may be accomplished in the preceding phase. Your team’s talents and expertise may come in handy here. You may also use a work breakdown structure from a prior project to speed up this procedure.

5. Be certain that your tasks are unique

To ensure that you are as efficient as possible, ensure that your jobs are separate. You need your roles to be: Independent of other jobs and not replicated elsewhere in the work breakdown structure to the maximum extent possible without going too far

6. Present the completed task breakdown structure to your team and get feedback.

Get a final review of the work breakdown structure from your team and fill in any gaps that arise. You want you and your team to spend time developing and reviewing the work breakdown structure. At first, it may appear challenging. Yet, it might provide the basis for producing a lot more exact estimate for a proposal and all subsequent initiatives.

Types of WBS tools

Two types of work breakdown structures tools are in project management: process-oriented WBS and deliverable-oriented WBS. Contrary to popular belief, both forms may (and should) be used to specify the scope of your project.

These can give unique and important insights into the project management process when utilized together.

1. Process-based WBS

This work breakdown structure (WBS) mainly emphasizes the project in terms of steps, work phases, or functions. It outlines the activities that must be accomplished within several disciplines to complete a project, and individual parts are frequently expressed in verb form.

The benefit of using a process-oriented work breakdown structure alongside your deliverables-oriented work breakdown structure is that it provides a thorough breakdown of work from a functional aspect, resulting in a more coherent project scope. Furthermore, it ensures that high-quality procedures are used throughout the length of your project.

2. Delivery-based WBS

This WBS tool will be largely concerned with project deliverables, as the name indicates. These might be physical things, digital content, or online services (website/mobile app). It relates the project’s scope to each delivery in an easy way. Project managers regularly use this WBS template to create project budgets, resource estimates, etc.

WBS for automobile manufacturing is an excellent example. The interior, body, and electronics are at the top of the hierarchy. After that, you may link the components you will need to construct for each of these heads.

What are the different WBS levels? 


There are different levels of WBS that can be used depending on the size and complexity of your project.  

The top level typically includes the main elements or deliverables for a project, while lower-level items flesh out those broader categories with more specific details. Here is an overview of the different levels:  

1. Level 1: This is where you list out your major deliverables as “top-level” tasks or components. For example, if you were building a website, Level 1 might include Website Design, Development, Testing & Quality Assurance, User Documentation, etc.

2. Level 2: Once you have defined your top-level tasks, you should break them down further into smaller sub-tasks that need to occur for each major component to be completed successfully – this is where Level 2 comes in. 

3. Level 3: Similar to Levels 1 and 2 above but involves breaking down the subtasks even further into individual activities needed for completion e.g., validation would involve user research surveys and feedback sessions, etc.

4. Level 4 (optional): Depending on how complicated or detailed your project plan needs to be—you may opt for additional breakdowns like so – within Wireframe Creation &Validation mentioned earlier we could have tasks such as drawing up wireframes using tools like Figma/Mockplus/InVision etc. 

Examples of WBS templates

To help you create your own effective WBS structure, let’s look at some examples of different templates that are available:  

  1. Gantt Chart Template – A Gantt chart is an incredibly useful tool for visualizing the different tasks that need to be completed on a particular project timeline. It’s also great for managing resources and keeping track of progress over time, as well as outlining any dependencies between various elements of the project.  
  2. Milestone Template – The milestone template is a great way to keep track of significant events throughout the life cycle of a project or task. It can help you stay on top of deadlines by having clear markers for when certain goals should be reached or major milestones accomplished along the way.  
  3. SWOT Analysis Template – A SWOT analysis is often used to identify potential strengths and weaknesses within an organization or process before beginning any type of activity or development effort that would depend upon these factors being taken into account in order to succeed effectively and efficiently. This kind of template enables users to easily outline key facts about their environment which may influence how they go about meeting their objectives successfully  
  4. Task List Template – This type of template focuses on breaking down larger tasks into smaller ones so that they can be better managed by those who are responsible for carrying them out successfully over time periods typically ranging from days up until weeks or months depending upon complexity levels associated with each item listed here. 

What is the best WBS software for you? 


nTask is a versatile, cloud-based platform that provides users with a comprehensive suite of tools designed to make managing projects simpler and more efficient.  

With the ability to break down large tasks into smaller tasks and assign those tasks to team members, nTask helps teams stay on track and ensure that each part of the process is being completed in a timely manner. The user-friendly interface allows users to easily navigate through different sections of the software with ease.  

Plus, since all data is stored securely online, it’s easy for teams to collaborate even when they’re miles apart.  

For users who need an extra hand getting up and running, there’s also plenty of support provided by their customer service team who are available 24/7 via phone or email if any assistance is needed setting up the system or troubleshooting any problems along the way.  


  • Create, assign, and manage multiple projects. 
  • Streamline task assignments by assigning tasks to individuals or teams.  
  • Add subtasks to ensure tasks are clearly broken down into manageable chunks.  
  • Receive notifications and reminders for due dates and updates in real time.  
  • Track project progress with detailed reporting tools such as Gantt chart, Kanban chart & time logs.  
  • Manage team workload by setting up recurring tasks that recur on a daily/weekly/monthly basis. 
  • Boost collaboration & communication between teams by allowing them to comment on each task & document their progress alongside the assigned task.  
  • Automatically sync the platform with third-party applications like Dropbox, Google Drive, etc for efficient data management and sharing of files related to a task or project. 

Pros of nTask:  

  • Streamlines project management by helping users to assign and review tasks quickly.  
  • Has a user-friendly interface that is easy to navigate.  
  • Offers multiple collaboration tools such as chat, file sharing, and task tracking.  
  • Supports various integrations such as Slack and Google Drive for enhanced productivity.  
  • Automates workflow processes with its automated reminders and notifications feature.  
  • Includes an activity log that helps to track changes in the project timeline and progress.   

Cons of nTask: 

  • Depending on project requirements, some workflow processes can be slightly difficult to understand 

Manage Projects Easily

Using nTask!

Tips for using WBS online tools


Here are some tips for getting the most out of your WBS online tool experience: 

  1. Set up templates: To maximize efficiency, create templates with all of the fields already filled out so that new tasks can be completed more quickly. Templates should include standard formats as well as any special requirements specific to your organization or project requirements. This will save time and help ensure accuracy when entering data points into the system. 
  2. Streamline approval processes: Use automated approval processes using WBS workflow features to eliminate unnecessary delays associated with manual approval steps or approvals via email or paper form submissions.  This will enable team members to focus on actual work instead of paperwork!   
  3. Leverage reporting capabilities: Utilize reports from within your WBS tool to get real-time insights into progress towards timelines, budgets, etc., allowing managers to identify areas where improvements may be needed quickly and make necessary adjustments with minimal disruption or loss of productivity by team members.  
  4. Use existing data sources for integration: Connect your existing databases with your WBS system for easy access to relevant data points such as customer profiles, project details, and other important metrics that need monitoring at any given time during the course of projects. 
  5. Integrate task management software: Sync calendar appointments, meeting notes, and task lists between multiple applications including Microsoft Outlook/Google Calendar/Trello/Asana, etc. 


1. Is WBS a tool or technique? 

WBS (Work Breakdown Structure) is both a tool and a technique. It is used to divide a project into its component parts/tasks, making it easier to organize, estimate, and track the progress of the project. 

With WBS, large projects can be broken down into smaller tasks or deliverables that are more manageable and easier to plan for specifications and timelines. A Work Breakdown Structure also ensures that all the important pieces of the project are accounted for so nothing gets forgotten or overlooked during development. 

2. What are WBS diagrams? 

A WBS (Work Breakdown Structure) diagram is a hierarchical visual representation of a project’s deliverables and tasks. It breaks down the major project objectives into smaller, more manageable components or sub-tasks.

The structure provides a systematic way to identify and organize the required activities for the successful completion of the project. Furthermore, it serves as an effective communication tool that enables stakeholders to understand how their contributions fit into the larger picture of the entire project process.
The different levels in WBS represent increasing levels of detail; thus allowing for better understanding and planning on an individual task level while keeping an overview of the entire project. 

3. Is WBS different from the Gantt chart? 

Yes, WBS (Work Breakdown Structure) and Gantt Chart are two different tools used in the project management process.  

The WBS is the decomposition of a large project into smaller and more manageable components or tasks that can be organized in a hierarchical structure. On the other hand, the Gantt chart is a visual representation of activities and tasks over time using graphical bars with start and end dates indicating their duration. 
So each task included in the WBS is then represented on a timeline using arrow diagrams to understand dependencies between activities within or across projects with Gantt charts.


In conclusion, WBS online tools can be a great way to make project management easier and more efficient.  

By following these tips, you will be able to use them more efficiently and effectively for your projects. First, if possible it is best to invest in a quality WBS software package that includes features such as collaborative editing and task prioritization as this can help save time when planning out complex projects.  

Secondly, always ensure that all stakeholders are aware of the project objectives before constructing the work breakdown structure so that everyone is on the same page regarding what needs to be done. 

Finally, don’t forget to review your progress periodically while completing tasks since this can help you identify any weak points in your workflow or scheduling processes. With these tips in mind, using an online WBS tool should become much simpler and better suited for managing even larger-scale projects with ease. 



Improve team communication
& work visibility today!

Improve team communication & work visibility today!

Join Over 250,000+ Smart Teams for Free
  • Client logo
  • Client logo
  • Client logo
  • Client logo
  • Client logo
  • Client logo
By signing up, I agree to the nTask Privacy Policy and Terms of Service.