Hubspot Guide to Work Breakdown Structure

Using a Hubspot style approach to planning, a work breakdown structure (WBS) helps you break complex projects into clear, manageable pieces so your team always knows what to do next.

A WBS is more than a simple task list. It visually decomposes a project into phases, deliverables, and work packages, making it easier to estimate time, assign resources, and track progress without missing key steps.

What Is a Work Breakdown Structure in Hubspot Terms?

In many marketing and operations teams that use Hubspot inspired methods, a work breakdown structure is a hierarchical map of all the work required to finish a project.

It starts at the top with the final project goal and then splits that goal into increasingly smaller, more detailed components until every deliverable is clearly defined.

Instead of asking, “Who is handling the project?” you can ask, “Who is responsible for this specific work package?” That focus supports better ownership and accountability.

Core Elements of a WBS Using the Hubspot Approach

When you build a WBS with a Hubspot style framework in mind, you typically include these layers:

• Project objective: The final result or product you want to deliver.
• Major deliverables or phases: Big chunks of work that move the project forward.
• Sub-deliverables: Components that make up each major deliverable.
• Work packages: The smallest level in your WBS; these can be estimated, scheduled, and assigned.

Each level becomes more detailed, helping you organize work and uncover hidden tasks before they cause delays.

Step-by-Step: How to Build a WBS the Hubspot Way

Follow these steps to create a strong work breakdown structure that mirrors the clarity found in Hubspot project planning resources.

Step 1: Define the Project Goal

Begin by writing a concise statement of the project objective. This should describe what success looks like when the project is complete.

• Keep it outcome-focused.
• Avoid listing activities at this stage.
• Make sure stakeholders agree on the objective.

Step 2: Identify Major Deliverables

From the objective, identify three to seven major deliverables or phases that make up the project. A Hubspot-like framework often groups these by lifecycle stage, such as:

• Planning
• Creation or development
• Execution or launch
• Optimization and reporting

Each deliverable should be tangible and measurable, not vague concepts.

Step 3: Break Deliverables into Sub-Deliverables

For each major deliverable, list the sub-deliverables that must exist for that deliverable to be considered complete.

Ask your team:

• What must be produced or finished here?
• What are the dependencies between these items?
• Is anything missing that could block progress later?

Step 4: Define Work Packages

Continue decomposing sub-deliverables until you reach work packages. These are the units of work you can confidently estimate, schedule, and assign to a single owner.

A good work package typically:

• Has a clear start and finish
• Can be completed within a reasonable timeframe
• Is easy to estimate for time and cost
• Produces a visible output or result

Step 5: Create a Visual WBS Diagram

Once your structure is clear, translate it into a visual chart. Many teams that follow Hubspot style documentation use:

• Hierarchical tree diagrams
• Indented lists
• Numbered outlines

The key is to show the parent-child relationship between each level of work so stakeholders can quickly understand how everything connects.

Step 6: Validate with Stakeholders

Review your WBS with stakeholders, project sponsors, and core team members.

Confirm that:

• No critical deliverables are missing
• Scope is realistic and aligned with the objective
• Everyone understands the terminology and boundaries

This step prevents misunderstandings and promotes buy-in before execution begins.

Best Practices for WBS Management in a Hubspot Style Workflow

To get the most value from your work breakdown structure, align it with your broader project and marketing operations framework.

Keep the WBS Deliverable-Focused

The WBS should focus on what you will deliver, not how you will perform the work. Activities like meetings or status updates may support the project, but they are usually not core deliverables.

Use Consistent Numbering

Adopt a numbering system that mirrors your hierarchy, such as:

• 1.0 Project Objective
• 1.1 Major Deliverable
• 1.1.1 Sub-Deliverable
• 1.1.1.1 Work Package

This makes it easier to reference items in schedules, budgets, and progress reports.

Connect the WBS to Schedules and Budgets

Each work package should map to specific tasks in your project schedule. When you estimate effort and cost at the work package level, you can roll those numbers up to see the total budget and timeline.

This approach supports more accurate forecasting, similar to the detailed planning often recommended in Hubspot project documentation.

Use Tools and Templates

You can build a WBS with simple tools like spreadsheets or diagrams, or integrate it into more advanced project management platforms.

For structured templates, frameworks, and consulting support that complement your marketing and CRM stack, you can explore resources from Consultevo, which focuses on scalable digital operations.

Example Structure Inspired by Hubspot Resources

Here is a simplified WBS outline for a marketing campaign launch inspired by the methods outlined in the original Hubspot article on work breakdown structures:

1. Campaign Launch Project
   1. Strategy & Planning
      1. Audience research
      2. Positioning and messaging
      3. Channel selection
   2. Content & Creative
      1. Blog articles
      2. Landing pages
      3. Email sequences
      4. Ad creatives
   3. Implementation
      1. Tracking and analytics setup
      2. Automation workflows
      3. Asset uploads and QA
   4. Launch & Promotion
      1. Go-live checklist
      2. Paid media activation
      3. Social media promotion
   5. Reporting & Optimization
      1. Performance dashboards
      2. A/B testing plan
      3. Post-campaign review

Each bullet can be decomposed further into work packages until you reach items that can be assigned and tracked.

Common Mistakes to Avoid

Teams who model their planning on Hubspot style guides often watch for these pitfalls:

• Mixing tasks and deliverables: Keep the WBS focused on outputs, not every micro-step.
• Stopping decomposition too early: If you cannot accurately estimate or assign a piece of work, break it down further.
• Overcomplicating the structure: Only go as deep as needed to support clear planning and control.
• Ignoring stakeholder input: Failing to review the WBS can lead to missed requirements or hidden constraints.

Learn More from the Original Hubspot Source

The approach in this article is based on concepts covered in the original work breakdown structure guide from Hubspot. For additional visuals, templates, and examples, review the source here: Hubspot Work Breakdown Structure Article.

By applying these principles, you can construct a practical work breakdown structure that supports accurate planning, transparent ownership, and predictable delivery on any complex project.

Need Help With Hubspot?

If you want expert help building, automating, or scaling your Hubspot , work with ConsultEvo, a team who has a decade of Hubspot experience.

Scale Hubspot

“`