SOP: The Way to Break Work into Subtasks in Microsoft Project
Purpose
To organize large tasks into smaller, manageable activities so the project schedule becomes easier to plan, track, assign, and control.
Why Break Work into Subtasks?
Large tasks are difficult to estimate and manage.
Example (Bad)
Build House – 90 Days
This task is too large.
Problems:
Difficult to assign responsibility.
Difficult to track progress.
Difficult to estimate duration.
Difficult to identify delays.
Example (Good)
Build House
Site Preparation
Foundation Work
Structural Frame
Wall Construction
Roofing
Electrical Installation
Plumbing Installation
Finishing Work
Final Inspection
Now the work is easier to manage.
Step 1: Identify the Main Deliverable
Ask:
"What final result do I want to achieve?"
Example:
Project:
Two-Story House Construction
Main Deliverables:
Pre-Construction
Structure
MEP Works
Finishing Works
Handover
These become the top-level summary tasks.
Step 2: Break Each Deliverable into Smaller Tasks
Example:
Pre-Construction
Site Survey
Soil Investigation
Design Approval
Permit Approval
Structure
Excavation
Footing
Ground Beam
Columns
Slabs
Roof Structure
MEP Works
Electrical Conduit
Electrical Wiring
Plumbing Pipes
Water Supply System
Step 3: Create Summary Tasks
In Microsoft Project:
Enter tasks like this:
| Task Name |
|---|
| House Construction |
| Site Survey |
| Soil Investigation |
| Permit Approval |
| Excavation |
| Footing |
| Columns |
Create Hierarchy
Select the subtasks and click:
Task → Indent
Result:
House Construction
Site Survey
Soil Investigation
Permit Approval
Excavation
Footing
Columns
Microsoft Project automatically creates a Summary Task.
Step 4: Follow the 8/80 Rule
A good task should:
Take at least 8 hours of work.
Take no more than 80 hours of work.
Bad Example
Install One Screw
Too small.
Bad Example
Complete Entire Building
Too large.
Good Example
Install Ground Floor Tiles
Reasonable size.
Step 5: Assign Duration to Each Subtask
Example:
| Task | Duration |
|---|---|
| Site Survey | 2 Days |
| Soil Investigation | 3 Days |
| Permit Approval | 10 Days |
| Excavation | 4 Days |
| Footing | 5 Days |
| Columns | 7 Days |
Avoid assigning duration to Summary Tasks.
Microsoft Project calculates summary durations automatically.
Step 6: Add Task Relationships
Link the tasks together.
Example:
Site Survey
↓
Soil Investigation
↓
Permit Approval
↓
Excavation
↓
Footing
↓
Columns
Most relationships use:
Finish-to-Start (FS)
Meaning:
A task must finish before the next task starts.
Step 7: Check for Missing Work
Ask:
Before Work
Is anything required before starting?
During Work
Is any activity missing?
After Work
Is inspection required?
Is approval required?
Is handover required?
Many schedules fail because inspection and approval tasks are forgotten.
Step 8: Verify Every Task Has an Owner
Each task should have:
Responsible person
Duration
Start date
Finish date
Example:
| Task | Owner |
|---|---|
| Site Survey | Survey Team |
| Excavation | Foreman |
| Columns | Structure Team |
| Electrical Work | Electrical Team |
Recommended Construction WBS Structure
1. Pre-Construction
1.1 Site Survey
1.2 Soil Investigation
1.3 Design Approval
1.4 Permit Approval
2. Structure
2.1 Excavation
2.2 Footing
2.3 Ground Beam
2.4 Columns
2.5 Slabs
2.6 Roof Structure
3. MEP Works
3.1 Electrical
3.2 Plumbing
3.3 HVAC
4. Finishing
4.1 Plastering
4.2 Tiling
4.3 Painting
4.4 Ceiling
5. Handover
5.1 Inspection
5.2 Punch List
5.3 Client Handover
Key Principle
Break work until it becomes easy to estimate, assign, track, and control.
In Microsoft Project:
Project Success = Good WBS + Good Task Logic + Good Resource Planning + Good Tracking.