Work breakdown structure
A tree with three levels: the PROJECT on top, PHASES under it, and WORK PACKAGES under the phases. Every box carries a status, a due date, working hours and a description. Unlike a mind map, here you are managing work, not ideas.
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- Breaking a project down until it is clear who does what.
- Fixing the scope: work that is not on the tree is not in the project.
- Tying work to dates and tracking progress through statuses.
Step by step
- 1A tree holds one project box. For a second project, open a new tree from the "Trees" menu on the left.
- 2The add button at the bottom follows your selection: with the project selected it says "Add phase", with a phase or work package selected it says "Add work package". With nothing selected it adds a phase under the project.
- 3To do the same with the keyboard, Ctrl-click a box: it opens a new one underneath.
- 4A plain click only selects the box. To expand or collapse the branches below it, DOUBLE-click the box; the camera centers on it too. (Double-clicking the name edits the name instead.)
- 5Right-click a box to set its name, due date, start and end time, description and status (To Do / In Progress / Done / Failed).
- 6The same menu has "Add to Agenda", which moves the item into your agenda on the chosen date. It warns you if the date is already in the past.
- 7Mark an item as Failed and the menu offers "analyze root cause"; one click sends it to the 5 Whys tool as a problem.
Keyboard shortcuts (desktop)
Tips
- What sits under a work package is a work package too; the breakdown can go as deep as you need.
- Drag without Shift and only the box you grabbed moves; everything below it stays put.
- Keep breaking work down until each work package is small enough for one person to finish alone.
- To clear a date, use the small cross next to the date field in the right-click menu; the times are cleared with it.
Worked example
Example: opening a coffee shop
Six months until opening day. The job looks big and there is no obvious place to grab it. Split into three phases, each phase produces concrete work packages that one person can own.
1. Site and permits
- Survey rents in three neighbourhoods
- Sign the lease
- Business licence
- Food handling permit
2. Fit-out
- Interior drawings
- Building work
- Espresso machine and grinder
- Tables, chairs, counter
3. Launch
- Hire two baristas
- Menu and pricing
- Supplier agreements
- Opening announcement
Twelve work packages. The scope is now fixed: work that is not on this tree is not in the project. The sequence also became visible — the fit-out cannot start before the permit lands, which makes phase one the risky one.
Frequently asked questions
What is a work breakdown structure (WBS)?
A tree that splits a project until every piece is small enough to hand to one person. The project sits at the top, phases below it, work packages below those. Its purpose is not to shrink the work but to make the scope visible: work that is not on the tree is not in the project.
How many levels should a WBS have?
Three levels cover most work: project, phase, work package. The rule of thumb is simple — if you can look at a box and answer "who does this, and how long does it take", you can stop splitting. If you cannot, go one level deeper.
What is the difference between a WBS and a Gantt chart?
A WBS answers "what has to be done". A Gantt chart answers "when". The correct order is breakdown first, calendar second. A Gantt chart drawn without a breakdown is a half-remembered task list on a timeline.
How big should a work package be?
A common measure is what one person can finish in one to two weeks. Any bigger and you cannot track progress; any smaller and the tree fills up with noise.
Is it free?
Yes. Klarsti is free and ad-free right now, and you do not need an account to build a work breakdown structure.