What is WBS?

WBS (Work Breakdown Structure) is also called a work breakdown structure diagram, and is a method of subdividing project tasks and showing them in a table (task table format). By breaking down a project into tasks and creating a tree structure, it is possible to grasp the relationship between tasks and the resources required to process them.

In WBS, the entire project is first divided into large tasks. Then, the large tasks are broken down into smaller tasks step by step, and the necessary tasks are identified and organized in a tree structure. Because the entire project is grasped first, and then broken down into smaller tasks, it is more difficult for omissions and omissions to occur when identifying tasks, and it is easier to see how tasks are related to each other. In addition, since omissions and leaks are less likely to occur, the risk of project failure can be reduced.

The tasks structured in the WBS are the process to the final goal of the project and are the basis for project management and schedule creation.

The larger the project, the greater the benefits of creating a WBS.

Advantages of WBS

Creating a WBS has the following benefits.

▶ Clarifies the final goal
▶ Clarifies the tasks required to reach the final goal and prevents omissions when identifying tasks
▶ Makes it easier to assign tasks
▶ Clarifies the resources required
▶ Makes it easier to estimate the number of man-hours and time required
▶ By clarifying the resources required,
▶ It becomes easier to explain costs and deadlines to the client. ▶ It becomes easier to manage progress.

Cautions of WBS

▶It is difficult to identify the work in the stage close to the final goal.
WBS is created before the start of the project. Therefore, there is a lack of information about the second half of the project and other future matters, making it difficult to create a WBS as it is.

For the latter half of the project, it is necessary to determine and revise the details step by step while monitoring the progress.

▶It is time-consuming to create a new WBS each time
The WBS is to be created for each project. However, if a new WBS is created for each project, it is very time-consuming and there is a risk that the WBS format itself may contain omissions or gaps. Instead of creating a new WBS from scratch every time, you can easily create a WBS by preparing several templates according to the contents of the project.

For more information on WBS, please refer to " Using a tool is useful for creating a WBS! What are the reasons for not making good use of tools?" for more information.

What is a Gantt chart?

A Gantt chart is a horizontal bar graph with time on the horizontal axis and processes on the vertical axis, which represents project tasks and their progress.

It can represent the progress of the entire project (tasks, remaining man-hours, schedule, progress status of each member, etc.) in a centralized and easy-to-understand manner.

Gantt charts, also called line charts, are often used for project schedules and roadmaps.

However, a roadmap is only an overview of the project. When using a Gantt chart as a roadmap, it should be created based on rough goals, not detailed tasks. Based on the Gantt chart created as a roadmap, a more detailed WBS or Gantt chart can be created and used for project management.

For more information on roadmaps, please refer to " What is a method for smooth project progress? The benefits of a roadmap and how to create one " for more information.

Advantages of Gantt Chart

▶It allows you to visualize the progress of tasks throughout the project
▶It allows you to share the overall tasks and progress status within the project team
▶It is simple in shape and expression, and anyone can understand it just by looking at it

Both WBS and Gantt charts represent the tasks of a project. How do they differ and how should they be used?

How to use WBS and Gantt Chart

Actually, WBS and Gantt chart are similar but different: WBS is a list of tasks subdivided into smaller tasks, and Gantt chart is a chart created for the purpose of visualizing the schedule of those tasks.

In other words, the tasks identified in the WBS are the base for creating the Gantt chart.
It is not enough to use one or the other.

The WBS is used to manage the relationship between tasks and the resources required to process tasks in detail, while the Gantt chart is used to manage the overall task schedule. The WBS is used to manage the relationship between tasks and the resources required to process them.

Therefore, it is recommended to use both WBS and Gantt chart together for smooth project management.

Using WBS and Gantt Chart together makes project management easier

WBS is an essential method when planning a project. By identifying necessary tasks and estimating man-hours, you can make a proper plan and prevent missing tasks.

However, a WBS that only lists tasks and man-hours is difficult to read when managing a project. Therefore, if you create a Gantt chart, you can list the schedule and progress status. By using not only one but also both of them, you can manage your project more smoothly.

To create WBS and Gantt chart, it is convenient to use templates and project management tools. For example, a project management tool can automatically create a Gantt chart from the WBS.

We recommend the HUE Project Board as a project management tool for creating WBSs and Gantt charts, Gantt charts can be automatically created from the WBS. You can also view data in other formats for smooth progress management. Since it is a cloud service, it does not take long to implement, can be used immediately after implementation, and initial costs can be kept low. 30-day trials are available, so please take your time to try it out.

More information about HUE Project Board can be found here.