Build a Work Breakdown Structure

Quick reference

• 00:04 We're going to create a work breakdown structure in this lesson.
• 00:08 But before we do that, we have this task form displayed, which is a split view.
• 00:13 We don't want to display that anymore.
• 00:16 So the easiest way to get rid of it is to just double-click on the resize line.
• 00:20 So this is the resize line, just double click and it will go away.
• 00:26 If you ever want it back again,
• 00:27 you can just double-click down here on the bottom right.
• 00:31 Of course, you can use the View tab and deselect the details check box.
• 00:38 Let's scroll to the top of the project.
• 00:40 We essentially have a list of tasks, and
• 00:44 they're not broken down into any additional categories.
• 00:48 We want to break these down into categories so it will be easier for
• 00:52 us to understand when one major area of work starts, and another finishes.
• 00:57 We do this by creating what's called a work breakdown structure.
• 01:01 And the work breakdown structure actually is made up of summary tasks.
• 01:06 And summary tasks might also be referred to as phases, stages, or gates.
• 01:12 But essentially, it's just a way to break up the project a little bit more, and
• 01:16 we're going to do that now.
• 01:19 When you build a work breakdown structure, you can look at what's called the outline
• 01:23 number, and this gives you a sense for how far indented certain tasks are.
• 01:29 So we have our Gantt chart selected, we'll now click on the Format tab under
• 01:34 Gantt chart tools, locate the Show/Hide section and
• 01:39 then check the outline number check box.
• 01:42 Now, your tasks might move around a little bit,
• 01:45 you can just scroll back up to the top.
• 01:47 Now you can see these numbers next to each task.
• 01:51 Right now, each number is coordinated with
• 01:55 the item number on the left hand side of the screen.
• 01:58 What we're gonna do is now indent some of these tasks.
• 02:02 So the first thing I'm gonna do is create a new heading just above acquire land.
• 02:07 So I'll right-click on task one and choose Insert Task.
• 02:17 Now I can type a heading for some of these tasks that are below.
• 02:32 And then I can select the tasks that are relating to Prepare House Purchase.
• 02:43 And then what I'll do is go to the Task tab, and then locate the indent icon.
• 02:50 Know when you mouse over certain icons,
• 02:53 here's the outdent icon, you'll also see that there's shortcut keys.
• 02:58 So you can also type Alt+Shift the right arrow, and
• 03:01 you'll be able to indent the task.
• 03:03 I'm going to use the icon, so I'll indent the tasks.
• 03:06 Now you can see we have this major heading of 1, and
• 03:11 then we have 1.1, 1.2, and so on for these tasks.
• 03:16 Let's create another one.
• 03:26 Now, Build House went under our one section.
• 03:30 We want this to be a two section so we'll out-dent this, and
• 03:35 then we'll select all the tasks related to building the house.
• 03:47 Finally, I'll scroll down and I'll choose one more heading.
• 03:53 So I'll indent a task, insert a task rather,
• 03:58 outdent it, and then say Interior Design.
• 04:16 And then I'll do one more task.
• 04:29 There.
• 04:30 So now we have a work breakdown structure.
• 04:33 Now it's important to note that you can actually turn a task into a summary task.
• 04:38 A summary task is what's listed as bold.
• 04:40 So here I have paint walls.
• 04:42 If I press the indent key, indent icon rather,
• 04:45 you can see the task above it turned into a summary task.
• 04:49 So you should be aware that that happens.
• 04:51 You should never assign resources to summary tasks, nor
• 04:54 do we ever link them with the predecessor linkages.
• 04:58 So I'm going to outdent that, and bring it back again.
• 05:02 So just be aware of that.
• 05:03 When you create a new summary task,
• 05:05 you really should insert a blank line and then turn that into a summary task,
• 05:10 rather than converting a current task into a summary task.
• 05:16 To summarize, we created a work breakdown structure
• 05:20 that allows us to logically group tasks into major phases of work.
• 05:25 We can indent these tasks as much as we want, but I recommend you don't do
• 05:29 more than three or four indents, otherwise it's going to be hard to read.
• 05:34 Also on the Gantt chart,
• 05:35 you can see that the summary tasks are listed here, by these brackets.
• 05:40 Summary tasks are always going to represent the start and
• 05:43 finish of the tasks that are located underneath them.
• 05:48 You do not need to keep this number on here, and
• 05:52 you can turn that on anytime you'd like by going to the Format tab and
• 05:56 choosing the Outline Number check box to turn it on and off.

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