Overview of WBS Tools

First, let's start with an overview of WBS and WBS tools.

Features of WBS

WBS (Work Breakdown Structure, Work Breakdown Structure) is a method (in the form of a task table) to subdivide project tasks and show them in a table. The project is broken down into a tree structure to understand the project.

Since the entire project is broken down step by step from large tasks to small tasks to identify tasks, resources, and man-hours, the creation of a WBS prevents omissions and leaks of work. It also makes project management and scheduling easier and reduces the risk of project failure.

WBS can also be created in Excel. However, Excel is not suitable for WBS creation in terms of collaborative editing, version control, and speedy information sharing. Therefore, we recommend using WBS tools to create WBS.

WBS tool is a generic term for tools used to create WBS. Not only tools dedicated to WBS creation, but also project management tools and progress management tools are used to create WBS, so they are sometimes called WBS tools. WBS tools are used not only for WBS creation, but also for project management tools and progress management tools. Next, we will introduce their functions.

Functions of WBS tools

WBS tools have the following functions.

▶ A WBS can be easily created by using templates to identify necessary tasks, tasks, and resources.
▶You can also easily create other forms of project management charts, such as Gantt charts.
▶You can maintain and version control the WBS you have created.
▶It is possible not only to create a WBS, but also to centrally manage the progress status until the end of the project.
▶ Managers can also manage across multiple projects.

Advantages of using WBS tools

Creating a WBS using a WBS tool has the following advantages.

▶It has functions and components that are useful for creating WBS, so that WBS can be created quickly.
▶Many WBS tools are provided as cloud services, so they can be accessed at any time and any place, allowing you to manage your progress even when you are on the road or after work.
▶ Multiple users can jointly edit and view WBS at the same time, making it easy to share information among project members.
▶ Project members can jointly edit the data, so they can update and monitor the progress in real time.

For more information on WBS and WBS tools, please refer to " What is a suitable project for WBS? What is a project suitable for WBS and how to choose a WBS tool?

Causes of not being able to utilize WBS tools and created WBS

By utilizing a WBS tool, necessary tasks can be identified without omissions and appropriately structured in a tree structure. The created WBS can be used to create a Gantt chart or schedule management chart to facilitate the smooth progress of the project.

However, even if you have introduced a WBS tool, you may not be able to create an appropriate WBS. This is a case of "failure to utilize the tool. The following are some of the reasons for this.

Causes of not being able to utilize WBS tools

▶ You are using templates as they are.
Most tools have a number of templates available. However, there are many cases in which the tools are used as they are because customization is too cumbersome.
However, many companies use the templates as they are because they are too cumbersome to customize.

▶ You end up creating only a WBS.
WBS creation tools allow you to create project management charts in various formats, such as Gantt charts, based on the WBS. By using different formats, you can better manage the overall progress and progress of detailed tasks.
In some cases, it is troublesome to create and operate charts, and only WBS is used to manage the project. This prevents detailed schedule management, which is not possible with WBS, and thus does not allow good management of progress.
Make use of the tool's functions to create various management charts to grasp the overall picture of the project.

▶ WBS does not fit in the field
WBS tools are actually used by employees in the field, not by the information system department. If the tool is not easy to use for the employees in the field, it will not be used, and the tool will not be utilized.

▶ Just introducing the WBS and that's it.
Even if a WBS is introduced, it will not be used if no operation policy or management rules have been decided. By showing users how to use the WBS, they will have a concrete image of how to use it. This will help users to make better use of the system.

▶ No one in charge
If you are using a WBS tool, you will probably need to customize it by adding management items or using extended functions. This is the administration (maintenance) required to use the WBS tool.
However, if there is no one in charge of organizing and executing such customization or asking vendors to do so, it cannot be done. When implementing a WBS, it is necessary to appoint a person in charge of WBS management within the company.

In addition, it is often the case that the created WBS cannot be utilized. If this is the case, it will not be possible to increase the effectiveness of the WBS and tool implementation. There are the following causes:

Causes of not being able to utilize the created WBS

▶ Granularity of information is too large or not aligned
When operating a WBS, it is necessary to align the granularity of tasks in the end. This is because different granularity of tasks makes it difficult to predict the time required for task progress, and too large granularity makes it difficult to grasp the number of man-hours and resources required for work.

▶Information is out of date
During the course of a project, tasks may be added, deleted, or modified, and the person in charge may change. In such cases, the WBS must be revised. However, if daily maintenance is neglected and the WBS is not revised, the information in the WBS becomes outdated and no longer matches the current situation. If this is the case, the WBS will no longer be used.

▶Information is too packed.
There are various types of information that can be captured in the WBS, such as tasks, persons in charge, and work contents. However, if all the information is displayed at once, it is difficult to see the details, making it difficult to use.
If you have the ability to zoom in and out on the screen, make good use of it. Also, if you show the overall information in rough blocks and prepare a detailed diagram of each block separately, you can grasp the whole picture and create a WBS in which detailed information is easy to read.

How to choose a WBS tool for proper utilization

In order to avoid the "example of a WBS tool that is not being utilized," choose a tool with the following points in mind.

▶ Choose a flexible tool that can be used flexibly.
Choose a tool that is flexible, such as one that allows you to create a WBS that suits your company on a zero-based basis, or one that allows you to flexibly customize the template. It is also important that the actual employees on site can freely change the project settings.

▶ Intuitive operation
Tools that can be operated intuitively, without the need to read a manual, will be easy for anyone to use and easily accepted in the field. Ideally, a tool that can be used immediately without a period of on-site training would be ideal.

▶ Easy to input information
It is also important that the information input screen is easy to use, that mistakes are unlikely to occur during input, that there are few screen transitions, and that information can be easily revised.
If information is easy to enter, it is easy to enter detailed information, and it is easy to add, modify, and maintain information, so the risk of information becoming outdated is minimized. It is also easier to input information if it can be accessed from a mobile device.

In addition, as when selecting a tool in general, the following areas are also important.

▶ Is the fee within your budget?
With cloud services, the fee will vary depending on the number of users. First, get an estimate to see if the fee is within your budget.

▶Does the service meet the necessary functions ?
Check whether the service is a cloud service or on-premise, whether it supports multiple languages, and whether it meets the necessary functions for your company.

If you are going to create a WBS with a tool, it is important to choose the right tool.

A WBS is important to properly manage progress and keep the entire project running smoothly. Before planning a project, you should create a WBS.

However, since it is quite time-consuming to create a WBS in Excel, it is convenient to use a project management tool. With a project management tool, you can not only create a WBS, but also smoothly progress from project operation management to completion.

If you use a project management tool to create a WBS, it is important to choose a tool that is easy to create and easy to operate. In addition, be sure to frequently input information into the WBS you have created so that you can always keep track of the latest progress. For this reason, it is important to choose a project management tool that is easy to maintain.

For a project management tool, we recommend HUE Project Board, which has convenient functions for creating WBS and facilitates not only WBS creation but also progress management. Since it is a cloud service, it does not take a long time or cost a great deal of money to implement, can be used immediately after implementation, and initial costs can be reduced. 30-day trial is available, so take your time to try it out.