Definition
The work package is a part of the work breakdown structure. It is a self-contained service to be rendered within a project. Within a work package, it is defined which person(s) are to complete the task by what point in time and with what level of effort. Work packages can therefore also be regarded as mini-projects within a larger project.
Properties of Work Packages
Work packages are the smallest units within a work breakdown structure and serve (alongside sub-projects) for structuring purposes. In contrast to sub-projects, work packages are not broken down further. They are characterized by a number of additional properties:
- are assigned to exactly one project phase or one (sub-)project.
- comprise a concrete, self-contained task including a work package description.
- have a clearly defined start and end date.
- are assigned to exactly one responsible person (who does not necessarily have to work on it alone).
Common Mistakes with Work Packages
Work packages should be defined thoughtfully and should be comparable with one another. There are a number of pitfalls to watch out for in particular:
- If work packages are defined too small, one quickly loses track of the overall picture. If they are too large, planning becomes coarse-grained and error-prone.
- If work packages do not have a clearly defined responsible person, they will either not be completed or will be completed multiple times.
- If the individual tasks or results of a work package are not clearly specified, problems arise with subsequent work packages.
Defining the Scope of Work Packages
In order to meaningfully monitor the progress of work packages in the context of project controlling, the scope of a work package should be aligned with the reporting cycle. If project participants meet weekly for a review, for example, the individual work packages should ideally last no longer than one week. This allows deviations to be identified quickly and resolved promptly.
A simple rule of thumb states that work packages should have a scope of approximately 5 to 20 person-days and should cover around 5% of the total project scope. However, this is only a rough guideline. Deviations may well be sensible in individual cases. Project planning tools with good task management can help to manage work packages efficiently.
