WBS (Work Breakdown Structure) Guide

What is WBS?

Work Breakdown Structure (WBS) is a project management technique that breaks down complex projects into smaller, manageable components. It's a hierarchical decomposition of work that helps you:

  • Define all project deliverables
  • Estimate time and resources accurately
  • Assign clear responsibilities
  • Track progress systematically

WBS Components in Plexo

1. Projects

The top level of your WBS. Each project has:

  • Name and description
  • Start and end dates
  • Team members and leaders
  • Overall budget and timeline

2. Categories (Optional but Recommended)

Organize tasks into logical groups:

  • Level 1: Major phases or features (e.g., "Design", "Development", "Testing")
  • Level 2: Sub-categories (e.g., "Development" > "Frontend", "Backend")
Example: 
Mobile App Project
├─ Design (24 tasks, 480 hours)
│   ├─ UI Design (15 tasks)
│   └─ UX Research (9 tasks)
├─ Development (45 tasks, 900 hours)
│   ├─ iOS (22 tasks)
│   └─ Android (23 tasks)
├─ Testing (18 tasks, 180 hours)
└─ Deployment (6 tasks, 60 hours)
Category management showing 2-level hierarchy with task counts
Category management: 2-level hierarchy with task counts

3. Tasks

The actual work items. Each task includes:

  • Name: Clear, actionable title
  • Estimated Hours: How long it should take
  • Actual Hours: Time actually spent (auto-calculated from progress)
  • Remaining Hours: Time still needed
  • Assignee: Who's responsible
  • Priority: P1 (High), P2 (Medium), P3 (Low)
  • Status: Planned, In Progress, Completed, Canceled, Reopened
  • Start/Due Dates: Scheduled timeline
  • Dependencies: Tasks that must complete first (Coming soon)
Task detail view showing all fields with sample data
Task detail view: All fields with sample data

Best Practices

1. Break Down to the Right Granularity

Too Large: "Build Website" (500 hours) - Hard to track and estimate

Too Small: "Change button color" (0.5 hours) - Too much overhead

Just Right: "Implement user login page" (8-40 hours) - Manageable and trackable

Rule of Thumb: Tasks should be between 4-40 hours. If a task is larger, break it down further.

2. Use Action-Oriented Names

  • ✅ Good: "Design homepage mockup", "Implement payment API", "Write user guide"
  • ❌ Bad: "Homepage", "Payment", "Documentation"

3. Estimate Conservatively

Add buffer time (20-30%) for:

  • Unexpected issues
  • Code reviews and testing
  • Meetings and communication
  • Learning and research

4. Assign Owners Clearly

Every task should have exactly one primary assignee. This creates accountability and prevents confusion.

5. Update Progress Regularly

Update task status at least daily:

  • Move tasks to "In Progress" when you start
  • Update actual hours as you work
  • Move to "Done" when complete

6. Use Categories Wisely

Good category structures:

  • By Phase: Planning → Design → Development → Testing → Deployment
  • By Feature: User Auth → Dashboard → Reports → Settings
  • By Team: Frontend → Backend → DevOps → QA

Common Patterns

Software Development Project

Project: Web Application
├─ Requirements (8 tasks, 80 hours)
├─ Design (12 tasks, 120 hours)
│   ├─ UI/UX Design (8 tasks)
│   └─ Database Design (4 tasks)
├─ Development (45 tasks, 900 hours)
│   ├─ Frontend (20 tasks)
│   ├─ Backend (20 tasks)
│   └─ Integration (5 tasks)
├─ Testing (15 tasks, 150 hours)
│   ├─ Unit Tests (8 tasks)
│   └─ Integration Tests (7 tasks)
└─ Deployment (5 tasks, 50 hours)

Marketing Campaign

Project: Product Launch Campaign
├─ Strategy (6 tasks, 60 hours)
├─ Content Creation (20 tasks, 200 hours)
│   ├─ Blog Posts (8 tasks)
│   ├─ Social Media (8 tasks)
│   └─ Videos (4 tasks)
├─ Design (12 tasks, 120 hours)
├─ Advertising (10 tasks, 100 hours)
└─ Analytics (4 tasks, 40 hours)

Event Planning

Project: Annual Conference
├─ Venue & Logistics (15 tasks)
├─ Speakers & Content (12 tasks)
├─ Marketing & Promotion (18 tasks)
├─ Registration System (8 tasks)
└─ Day-of Operations (20 tasks)

Advanced Tips

Use Dependencies Wisely

Link tasks that must be completed in sequence:

  • "Design database schema" must finish before "Implement database"
  • "Write API" must finish before "Connect frontend to API"

This helps Plexo calculate the critical path and predict delays.

Track Milestones

Mark important project checkpoints as high-priority tasks:

  • "MVP Demo Ready" - End of sprint 1
  • "Beta Release" - Pre-launch milestone
  • "Go Live" - Official launch

Review and Adjust

WBS is not set in stone. As you learn more about the project:

  • Add new tasks for unexpected work
  • Adjust estimates based on actual performance
  • Reorganize categories as needs change
  • Update dependencies when priorities shift

Next Steps