Managing a project can feel overwhelming, especially when you have to keep track of all the resources involved. That’s where a resource breakdown structure (RBS) comes in. Think of it as a map that organizes all the resources you need—whether it’s people, materials, or time—into clear, manageable categories.
In this guide, we’ll walk you through everything you need to know about creating and using a resource breakdown structure. You’ll learn what it is, how it works, and why it’s a must-have tool for efficient project planning. Whether you’re managing a small team or a large-scale project, understanding the RBS can help you allocate resources wisely, avoid unnecessary costs, and keep your project on track.
What Is a Resource Breakdown Structure?
A resource breakdown structure (RBS) is a tool used in project management to organize and categorize all the resources needed to complete a project. It works like a roadmap that helps you see exactly what’s required—whether it’s people, materials, equipment, or even finances. By breaking resources into manageable parts, a resource breakdown structure makes it easier to allocate and track them throughout the project.
Imagine you’re building a house. You’ll need workers (human resources), bricks and cement (material resources), machines like cranes (equipment), and money to cover expenses (financial resources). The RBS organizes all these resources into a clear structure, often represented in a hierarchical chart, so you can understand what’s needed and where it fits into the bigger picture.
How it’s structured
A resource breakdown structure is usually built as a hierarchy, starting with broad categories at the top and drilling down into specific details. For example:
- Human resources: Project manager, designers, construction workers.
- Material resources: Wood, steel, concrete.
- Equipment resources: Bulldozers, cranes, hand tools.
- Financial resources: Budget allocation for salaries, supplies, and contingencies.
This structure makes it easier to see how resources are connected and how they’ll be used in different parts of the project.
Resource Breakdown Structure Examples
Here are some Resource Breakdown Structure templates to help visualize how different types of resources can be organized:
Construction Project Resource Breakdown Structure Example
Software Development Project Resource Breakdown Structure Example
Event Planning Resource Breakdown Structure Example
Project Resource Breakdown Structure
Library Management System Resource Breakdown Structure
Project RBS Example
Components of a Resource Breakdown Structure
A resource breakdown structure is like a detailed inventory of everything you’ll need to complete your project. It organizes resources into categories, making it easier to plan and manage them. Let’s break down the main components of an resource breakdown structure to help you understand how it works.
1. Human resources
These are the people who will work on the project. They include everyone from managers to team members. You’ll list their roles, skills, and availability. For example:
- Project manager
- Designers
- Developers
- Construction workers
Why it matters: Knowing who’s on your team and what they can do helps you assign the right tasks to the right people.
2. Material resources
These are the physical items or materials needed to complete the project. They can vary depending on the type of project. Examples include:
- Raw materials like wood, steel, or cement
- Office supplies like paper and printers
- Inventory for production, like parts or components
Why it matters: Tracking materials ensures you have everything you need when you need it, avoiding delays and extra costs.
3. Equipment resources
These include tools, machinery, and other equipment required to carry out tasks. Examples are:
- Construction equipment like cranes or bulldozers
- Technical tools like laptops or software
- Specialized instruments like medical devices
Why it matters: Proper planning ensures the necessary equipment is available and functional when needed.
4. Financial resources
This refers to the budget allocated for the project. It includes costs for salaries, materials, tools, and other expenses. Examples include:
- Funds for purchasing materials
- Payments for contractors or freelancers
- Contingency funds for unexpected expenses
Why it matters: Managing financial resources ensures the project stays within budget and avoids unnecessary spending.
5. Time resources
Time is a critical resource in any project. This component includes the hours, days, or weeks allocated for tasks. Examples include:
- Team member working hours
- Deadlines for project milestones
- Availability of rented equipment
Why it matters: Understanding time resources helps prevent scheduling conflicts and keeps the project on track.
Putting it all together
When these components are combined in an resource breakdown structure, they create a clear and organized structure. This helps project managers see what resources are available, plan their use, and address gaps before they become problems. By breaking resources into these categories, a resource breakdown structure makes resource management easier and more efficient for any project.
Who Is in Charge of Making a Resource Breakdown Structure?
The responsibility for creating a resource breakdown structure usually falls on the project manager. The project manager is in charge of overseeing the project and making sure everything is planned and organized. Since the resource breakdown structure helps organize and manage resources, it’s a key part of the project planning process.
Who else may be involved?
While the project manager takes the lead, other team members may also play important roles in creating the resource breakdown structure:
- Team leads or department heads: If the project involves multiple teams or departments (like marketing, development, or finance), the leaders of those teams might help identify the specific resources their group will need.
- Resource managers: In larger projects, resource managers may assist in identifying and allocating physical and human resources. They ensure the right resources are available at the right time.
- Subject Matter Experts (SMEs): Experts in specific areas (like technology or materials) might provide input on the types and quantities of resources required for their parts of the project.
When to Make a Resource Breakdown Structure
A Resource Breakdown Structure should be created during the early stages of a project, typically right after the project’s scope and objectives are defined. Here’s when to make a resource breakdown structure:
1. During project planning
The resource breakdown structure is created once the project’s scope and objectives are clearly defined. This is when you first start thinking about what resources (like people, equipment, or money) will be needed to accomplish the project’s goals. It’s a key part of the planning process, helping you get a full picture of what’s required.
2. Before allocating resources
Before you start assigning specific people or materials to tasks, you need a clear list of all the resources you’ll need. The resource breakdown structure helps you see all of these in one place, making it easier to assign resources efficiently and avoid overloading any one area. This step ensures that everything is in place for the project to run smoothly.
3. When you have a detailed work breakdown structure
It’s best to create the resource breakdown structure after the Work Breakdown Structure (WBS). The WBS breaks down the project into smaller tasks, and the resource breakdown structure helps you figure out which resources are needed for each task. This way, you can link the right resources to the right parts of the project.
4. When you need to monitor and control resources
The resource breakdown structure isn’t just useful during the planning phase. It helps you manage resources throughout the project. If there are changes to the project or unexpected issues arise, you can refer to the resource breakdown structure to adjust resource allocations. This keeps everything organized and ensures that no resource is overlooked during the project’s execution.
How to Make a Resource Breakdown Structure
Creating a resource breakdown structure is a step-by-step process that helps you organize and manage the resources needed for your project. Here’s a detailed guide to help you create one effectively:
Step 1: Identify project scope and objectives
Before creating a resource breakdown structure, you need to clearly understand what your project is all about. This means defining the scope (what needs to be done) and the objectives (the goals you want to achieve).
Understand the project’s purpose:
Ask yourself and your team questions like:
- Why is this project being done?
- What are the key deliverables?
- What outcomes are expected?
Break down the deliverables:
List the main deliverables or results the project should produce. For example:
- For a construction project, deliverables might include a completed building or a landscaped garden.
- For a software project, they could be a working application or a new feature release.
Clarify the boundaries:
Be specific about what is included in the project and what isn’t. This helps avoid confusion later. For example:
- A website project might include design and development but exclude ongoing maintenance.
Understand the project timeline:
Identify key deadlines and milestones. Knowing the time frame will help you estimate how long resources will be needed.
Identify constraints and requirements:
Note any limitations, like budget caps or resource availability. Also, list essential requirements, such as specific skills or tools.
Step 2: List all required resources
Once you understand the project’s scope and objectives, the next step is to figure out what resources you’ll need to make it happen. This means creating a complete list of everything required to complete the project successfully.
Start with the basics:
Think about what the project needs in terms of people, materials, equipment, money, and time. Break it down into these main categories:
- Human resources: Who will work on the project?
- Material resources: What physical items are needed?
- Equipment resources: What tools or machines are required?
- Financial resources: How much budget is available?
- Time resources: How long will tasks take?
Consider each task or deliverable:
For every task or deliverable in the project, ask yourself:
- What skills or team members do I need?
- What materials or tools will they use?
- Are there any specific deadlines or time constraints?
Example: For a marketing campaign,
- Human resources: Graphic designer, content writer, marketing manager.
- Material resources: Brochures, posters.
- Equipment resources: Design software, laptops.
- Financial resources: Budget for ads, printing costs.
- Time resources: Weekly working hours, campaign launch deadline.
Brainstorm with your team:
Involve your team to make sure you don’t miss anything. They might think of resources you didn’t consider.
Account for additional needs:
Think about indirect or supporting resources, such as:
- Office supplies for team members.
- Maintenance or technical support for equipment.
- Backup plans or contingency resources for unexpected issues.
Step 3: Organize resources into categories
After listing all the resources needed for your project, the next step is to group them into logical categories. This makes it easier to track, manage, and allocate resources as the project progresses.
Create broad categories:
Start by grouping resources under high-level headings. These are the main types of resources your project will need, such as:
- Human resources: People working on the project.
- Material resources: Physical items like raw materials or supplies.
- Equipment resources: Tools, machines, or technology.
- Financial resources: Budget or funds available.
- Time resources: The time required to complete tasks.
Break each category into details:
Within each main category, list the specific resources you identified earlier. For example:
- Human resources: Project manager, developers, designers.
- Material resources: Steel, wood, packaging materials.
- Equipment resources: Excavators, laptops, software licenses.
- Financial resources: Budget for salaries, vendor payments, and emergency funds.
- Time resources: Weekly working hours, deadlines, project milestones.
Use a hierarchical structure:
Organize the categories and their details in a tree-like format. Start with the broad categories at the top, and add subcategories or specific items underneath.
Example:
- Human resources
- Project Manager
- Graphic Designer
- Content Writer
- Equipment resources
- Laptops
- Design software
- Camera for photoshoots
This structure makes it easy to see the relationships between resources and helps you track them better.
Keep it simple and clear
Use clear labels and avoid overcomplicating the categories. The goal is to create an organized and easy-to-understand resource map.
Step 4: Develop the hierarchical structure
Once you’ve listed all the resources and grouped them into categories, it’s time to organize them into a hierarchical structure. This step creates a visual breakdown of resources, showing how they are related and categorized. Here’s how to do it:
Start with the main categories: At the top level, list the broad resource categories, such as human resources, materials, equipment, and finances. These categories act as the foundation of your structure.
Add subcategories: Under each main category, break resources down into smaller, specific groups. For example, under human resources, you might include project managers, team members, and contractors.
List individual resources: Continue breaking down the subcategories to include detailed items. For instance, under materials, specify items like concrete, steel beams, or wires, depending on your project.
Organize it visually: Use a tool like a diagram or a chart to map out the hierarchy. This makes it easier to understand and refer to during the project. Tools like Creately can help you design a clear and professional-looking Resource Breakdown Structure.
Check for completeness: Review the structure to ensure all resources are included and categorized correctly. Make adjustments if needed to avoid gaps or overlaps.
By developing a clear and logical hierarchical structure, you create a powerful tool for tracking and managing resources throughout your project. It makes resource allocation simpler and ensures nothing is missed.
Step 5: Assign responsibilities and ownership
After organizing your resources into a clear structure, the next step is to assign responsibilities and ownership. This ensures that every resource is managed and used effectively. Here’s how to do it:
Identify key roles: Decide who will be responsible for managing each category or specific resource. For example, assign a team leader to oversee human resources or a procurement officer to handle materials.
Match responsibilities to expertise: Assign tasks to people with the right skills and experience. For instance, technical equipment should be handled by engineers or specialists familiar with it.
Communicate roles clearly: Make sure everyone involved understands their responsibilities. This avoids confusion and ensures that resources are allocated and monitored correctly.
Set accountability: Establish clear expectations for resource management. For example, the person responsible for financial resources should ensure the project stays within budget.
Track ownership: Use the Resource Breakdown Structure to document who is responsible for each resource. This creates a clear point of contact for any issues or updates.
By assigning responsibilities and ownership, you create accountability and improve resource management. This step ensures that resources are handled properly, reducing the risk of delays, waste, or confusion during the project.
Step 6: Review and refine
Refining your Resource Breakdown Structure ensures it’s accurate, complete, and easy to use. Here’s how to do it:
Check for completeness: Review the resource breakdown structure to ensure all resources are included. Look at each category and subcategory to avoid missing anything important.
Validate assigned responsibilities: Ensure responsibilities align with the project’s needs, and confirm that everyone understands their roles.
Simplify where needed: Reorganize any parts of the resource breakdown structure that seem unclear or overly detailed. Aim for a logical, easy-to-follow structure.
Get feedback: Share the resource breakdown structure with your team or stakeholders. They may identify gaps or suggest adjustments to improve it.
Align with project goals: Ensure the resource breakdown structure supports your project timeline and objectives. Refine it to stay in sync with any changes.
Plan for updates: Regularly review and update the resource breakdown structure during the project to keep it relevant and useful.
A well-reviewed and refined RBS becomes a reliable tool for managing resources efficiently throughout the project.
Resource Breakdown Structures in Project Management
A Resource Breakdown Structure is a tool that helps organize and categorize all the resources needed for a project. It shows project managers which resources are required for each task or phase, making it easier to allocate resources efficiently and ensure everything is noticed. The RBS organizes resources into a hierarchy, which helps with tracking and managing them throughout the project.
Key roles of the resource breakdown structure in project management
- Organizes resources into categories - The resource breakdown structure groups resources into categories like human resources (e.g., team members), material resources (e.g., raw materials), equipment resources (e.g., tools, machines), and financial resources (e.g., budget). This makes it clear what is needed at each stage of the project.
- Helps with resource allocation - By listing all the resources required, the resource breakdown structure helps project managers assign them to the right tasks. It ensures resources are used efficiently and not duplicated or underused.
- Improves resource management - The RBS allows project managers to track resources and quickly spot any shortages or gaps. This helps adjust plans and ensure enough resources are available.
- Facilitates budgeting and cost management - The resource breakdown structure helps estimate costs by identifying the resources and their costs. This makes it easier to stay within budget and adjust if costs rise unexpectedly.
- Supports scheduling and time management - The RBS helps create realistic timelines by showing how much time each resource will need for a task. This helps avoid delays and manage time effectively.
- Aids in communication - The resource breakdown structure serves as a reference document for the whole team. It helps everyone understand what resources are needed and when, improving communication and alignment among team members, departments, and stakeholders.
Helpful Resources
Master resource management with this complete guide. Learn strategies to optimize resources, foster innovation, and drive business growth effectively.
Explore resource breakdown structure templates to simplify project planning. Organize, allocate, and manage resources effectively with these customizable tools.
Learn how to master resource scheduling in project management with this practical guide. Optimize resources, reduce conflicts, and keep projects on track.
Discover resource planning templates to streamline project execution. Organize resources, minimize bottlenecks, and ensure project success with Creately.
Challenges of Implementing a Resource Breakdown Structure
While a Resource Breakdown Structure is a helpful tool in project management, creating and using it can come with challenges. Here are some common difficulties project managers might face:
- Identifying all necessary resources - It can be hard to list every resource required for a project, especially for large or complex ones. Missing a key resource can lead to delays or budget issues, so it’s important to be thorough.
- Keeping the RBS up to date - As a project progresses, resources may change or new ones may be needed. If the resource breakdown structure isn’t regularly updated, it may become inaccurate, leading to confusion or poor resource allocation.
- Overcomplicating the structure - Sometimes, project managers create an overly detailed or complex resource breakdown structure that’s difficult to manage. It’s important to keep it clear and easy to understand, focusing on the main resources needed without overwhelming the team with unnecessary details.
- Coordination among teams - For larger projects, multiple teams may need to contribute to creating the resource breakdown structure. Coordinating and aligning everyone’s input can be challenging, especially if different teams have different ideas about what resources are needed.
- Balancing resource allocation - Allocating resources to the right tasks at the right time is crucial, but balancing this can be difficult. If too many resources are assigned to one task, others may be left under-resourced, which can affect the project timeline.
- Resistance to change - Team members may resist using a new system like the RBS, especially if they are used to working without it. Overcoming this resistance and getting buy-in from everyone involved can take time.
Best Practices for Effective Resource Breakdown Structure
To make the most of a Resource Breakdown Structure, it’s important to follow best practices. Here are some tips to ensure your resource breakdown structure is useful and effective:
- Be clear and concise - Keep the resource breakdown structure simple and easy to understand. Focus on the essential resources and avoid overcomplicating the structure. A clear RBS will help everyone quickly identify what resources are needed and when.
- Include all necessary resources - Take the time to identify every resource your project will need. This includes human resources (team members), materials, equipment, and finances. Make sure nothing is overlooked to avoid delays later.
- Organize resources logically - Group similar resources together in a logical way. For example, separate human resources, equipment, and materials. This makes it easier to track and manage resources at different stages of the project.
- Update the RBS regularly - As the project progresses, resource needs may change. Regularly update the resource breakdown structure to reflect any changes or additions. This ensures the structure stays accurate and helps avoid resource shortages or duplication.
- Involve all stakeholders - When creating the RBS, get input from all teams and stakeholders involved in the project. This ensures that the resource breakdown structure is comprehensive and reflects all resource needs from different perspectives.
- Use the RBS for planning and tracking - The RBS should be used not just for initial planning, but also for tracking resource use throughout the project. This helps you stay on top of what’s available, what’s been used, and what might be needed in the future.
- Ensure flexibility - While the resource breakdown structure provides a clear structure, it should also be flexible enough to adapt as the project evolves. This helps you adjust when unexpected changes or needs arise.
- Communicate the RBS to the team - Make sure all team members are familiar with the resource breakdown structure. Clear communication ensures everyone understands what resources are available and can help in their proper allocation.
Create, Organize, and Manage Your Resource Breakdown Structure in Creately
Creately offers powerful features that make creating, organizing, and managing your Resource Breakdown Structure seamless and efficient.
Ready-to-use templates
Creately provides pre-designed resource breakdown structure templates that can be tailored to fit your specific project needs. These templates come with a logical structure, helping you save time and focus on the details instead of starting from scratch.
Drag-and-drop simplicity
Its intuitive drag-and-drop interface allows you to easily organize and arrange resources. You can move elements around to build a clear hierarchy, making it easy to visualize and refine your resource breakdown structure as your project evolves.
Real-time collaboration
Creately lets multiple team members work on the same resource breakdown structure simultaneously. You can invite collaborators, view their edits in real time, and ensure everyone stays aligned on resource requirements and updates. Creately allows you to add comments directly to any element in your RBS. This is perfect for clarifying resource details, providing instructions, or addressing team feedback.
AI-powered assistance
With Creately VIZ, the AI feature, you can automate parts of the resource breakdown structure creation process. It helps you identify gaps, suggest changes, and generate insights, streamlining the resource planning process.
Notes and attachments
Add detailed notes, comments, or even attach files to individual elements of your resource breakdown structure. This feature makes it easy to include additional context, such as resource descriptions, cost details, or usage instructions, directly within the diagram.
Flexible export and sharing options
Once your resource breakdown structure is complete, you can export it in various formats (PDF, PNG, SVG) or share it via a secure link. This ensures that your team and stakeholders can access the document in a format that works best for them.
Version control and history
Creately keeps track of all changes made to your resource breakdown structure. You can view past versions and restore them if needed, giving you peace of mind when experimenting or making updates.
Integration with other tools
Creately integrates with popular tools like Confluence, Microsoft Teams, and Slack. This means your RBS can become a dynamic part of your workflow, easily syncing with your overall project management strategy.
Presentation Mode
With Creately’s presentation mode, you can turn your resource breakdown structure into a professional visual aid for meetings or reports right on the canvas. This feature highlights each section of your RBS step by step, making it easier to walk stakeholders through your resource plan.
Wrapping Up: The Importance of a Resource Breakdown Structure
A well-crafted Resource Breakdown Structure is essential for successful project management. It helps you organize, allocate, and monitor resources efficiently, ensuring your project stays on track. By breaking resources into clear categories, the resource breakdown structure simplifies planning, improves communication, and supports better decision-making throughout the project lifecycle.
Whether you’re managing a small team or a large-scale initiative, using an RBS ensures no resource goes overlooked and that every part of your project is well-supported. Regularly reviewing and refining your resource breakdown structure can further enhance its value, keeping it aligned with your project’s evolving needs.
With a strong resource breakdown structure in place, you’re better equipped to handle challenges, optimize resources, and achieve your project goals effectively.
References
Rad, P.F. and Cioffi, D.F. (2004). Work and Resource Breakdown Structures for Formalized Bottom-Up Estimating. Cost Engineering (Morgantown, [online] 46(2)). Available at: https://www.researchgate.net/publication/237572249_Work_and_Resource_Breakdown_Structures_for_Formalized_Bottom-Up_Estimating.
evertonp (2024). Resource Breakdown Structure - RBS Model. [online] Scribd. Available at: https://www.scribd.com/document/38329860/Resource-Breakdown-Structure-RBS-Model [Accessed 20 Nov. 2024].
FAQs on Resource Breakdown Structure
What is the difference between an RBS and a WBS?
Can RBS be used for small projects?
How often should an RBS be updated?
Is an RBS necessary for Agile projects?
