How can you develop a work breakdown structure (WBS) and responsibility matrix effectively?

1 Identify the project objectives and deliverables

The first step is to identify the project objectives and deliverables, which are the outcomes and results that you want to achieve. You can use the SMART criteria to make sure your objectives and deliverables are specific, measurable, achievable, relevant, and time-bound. You can also consult with your stakeholders, such as your clients, sponsors, and team members, to clarify their expectations and requirements.

2 Create the WBS hierarchy and structure

The next step is to create the WBS hierarchy and structure, which is a graphical representation of the project tasks and subtasks. You can use a software tool, such as Microsoft Project or Excel, or a simple diagram, such as a tree or a table, to create your WBS. The WBS should start with the project name at the top level, followed by the major phases or deliverables at the second level, and then the tasks and subtasks at the lower levels. You should follow the 100% rule, which means that each level of the WBS should include all the work required to complete the level above it.

3 Define the WBS elements and codes

The third step is to define the WBS elements and codes, which are the names and identifiers for each task and subtask. You should use clear and concise language to describe the WBS elements, and avoid using verbs or adjectives that imply action or quality. You should also use a consistent and logical numbering system to assign codes to the WBS elements, which will help you track and communicate the progress and status of the project.

4 Develop the responsibility matrix

The fourth step is to develop the responsibility matrix, which is a table that shows the roles and responsibilities for each task and subtask. You can use the RACI model to define the responsibility matrix, which stands for Responsible, Accountable, Consulted, and Informed. Responsible means the person who does the work, Accountable means the person who approves the work, Consulted means the person who provides input or feedback, and Informed means the person who needs to know the results. You should list the WBS elements on the left column of the table, and the project roles on the top row of the table, and then fill in the cells with the appropriate RACI codes.

5 Review and validate the WBS and responsibility matrix

The fifth step is to review and validate the WBS and responsibility matrix, which means to check and confirm that they are accurate, complete, and aligned with the project objectives and deliverables. You should involve your stakeholders, such as your clients, sponsors, and team members, in the review and validation process, and solicit their feedback and approval. You should also update and revise the WBS and responsibility matrix as the project changes or evolves, and communicate the changes to the relevant stakeholders.

6 Use the WBS and responsibility matrix for operational planning

The final step is to use the WBS and responsibility matrix for operational planning, which means to apply them to plan and execute the project tasks and subtasks. You can use the WBS and responsibility matrix to estimate the time, cost, and resources needed for each task and subtask, and to allocate and assign them accordingly. You can also use the WBS and responsibility matrix to monitor and control the project performance and quality, and to report and communicate the project status and issues.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?