How to Create a Resource Breakdown Structure + Free Templates

Project delays often occur because teams underestimate the specific materials and personnel required to implement a plan. A resource breakdown structure (RBS) prevents these shortages by organizing people, tools, and materials into a hierarchical chart according to the project’s requirements. This guide explains how to create one and includes free downloadable templates to help you get started.

What is a Resource Breakdown Structure (RBS)?

An RBS is a hierarchical chart that categorizes project resources by type, function, or team responsibility. It helps project managers visualize how each resource contributes to specific work packages within the project. 

Poor project resource management ranks among the top three major challenges project managers face, according to Wellingtone’s 2025 Report. By linking every resource to its role and assignment, an RBS supports efficient allocation and strengthens accountability across all project phases.

Here are the types of resources typically included in an RBS:

• Human resources: Project managers, developers, designers, or admin staff.
• Equipment: Laptops, testing devices, heavy machinery, or office tools.
• Materials: Construction supplies, printed materials, or software licenses.
• Facilities: Office space, meeting rooms, or production areas.
• Financial resources: Project budget, contingency funds, or vendor payments.
• Time resources: Work hours, milestones, or delivery schedules.

RBS vs. WBS: What’s the difference?

The RBS and Work Breakdown Structure (WBS) both use a tree diagram, but they serve different purposes within project management. The RBS categorizes the resources required to complete a project (e.g., type, role, or responsibility), while a WBS breaks down the project’s scope into specific deliverables and activities.

The RBS focuses on who and what supports project execution, while the WBS focuses on how the project work is delivered from start to finish.

Why you should use an RBS

Creating a resource breakdown structure uncovers every asset a project relies on, exposing resource requirements and constraints before timelines and budgets are finalized. The following benefits further demonstrate its value in managing project resources effectively.

• Prevents resource overload: An RBS highlights how resources are distributed across tasks, so you can identify overused personnel or equipment and rebalance workloads ahead of time. 
• Supports estimation accuracy: By breaking down every required resource and assigning realistic costs to each, an RBS enables more accurate budget estimates based on actual resource needs and reduces the risk of under- or over-budgeting.
• Improves cost tracking: Categorizing resources by type and purpose supports more disciplined project resource planning, making it easier to monitor spending against forecasts and address budget deviations as conditions change.
• Strengthens accountability: By linking each resource to a responsibility, the RBS clarifies ownership and supports performance tracking across teams.

Resource breakdown structure templates

Project management software can give you a head start by offering resource breakdown structure templates that you can customize. These templates simplify the setup process, allowing you to tailor them for specific tasks or deliverables.

1. Smartsheet: Best for spreadsheet power users

Besides the RBS template, Smartsheet offers grid views designed for users who are comfortable with using Excel and Google Sheets. You can list resources in a grid view, indent them to create hierarchies (parent/child rows), and then use column formulas to automatically roll up costs (e.g., sum the cost of all “Backend Developers” into the “Engineering” parent row).

2. ClickUp: Best all-in-one task & resource integration

Unlike standalone diagramming tools, ClickUp lets you create a “Resource” list and then immediately link those resources to specific tasks in your project. You can use the “Everything” view to filter by resource type, so you can track role assignments and adjust workloads across projects from one dashboard.

3. Miro: Best diagramming tool

Miro’s canvas works well for virtual workshops where stakeholders brainstorm and organize resource needs using sticky notes. Use its drag-and-drop tree diagram templates to lay out resource categories and adjust the hierarchy before turning it into a project schedule.

How to create a resource breakdown structure 

Creating a resource breakdown structure involves identifying all project resources, organizing them into categories, and mapping their relationships in a tree diagram. When done correctly, you get a resource hierarchy that maps assets to specific tasks and improves how they are allocated throughout the project.

To get you started, here is a step-by-step guide for building your own RBS.

1. Review the project scope and objectives
   Start by studying the project goals and deliverables to determine what resources are needed. Examine each phase of the project so you can identify where people, equipment, and materials will be required.
2. List all potential resources
   Create a complete list that includes personnel, equipment, facilities, materials, and financial inputs. Ask department heads or team members to confirm that every resource has been captured before moving forward.
3. Group resources into categories
   Organize your list by type or function, such as human resources, equipment, or materials. Break these categories down into smaller subcategories that represent specific roles or tools.
4. Arrange resources hierarchically
   Use a top-down chart that shows major resource groups at the highest level and the items beneath them. This layout visualizes how resources connect to various project areas.
5. Assign ownership to each resource
   Specify who is responsible for managing or using each resource and link them to their related tasks or deliverables. This prevents resource overlap for accurate scheduling and budgeting.
6. Build the RBS using a tool or template
   Create the chart using project management software, a spreadsheet, or a diagram tool. Choose one that allows you to edit resource categories as the project evolves.
7. Validate the RBS with stakeholders
   Review the draft with team leaders or clients to confirm that all resources are represented and assigned correctly. Once finalized, the RBS serves as a reference for monitoring allocation and maintaining accountability throughout the project lifecycle.

RBs examples by industry

A resource breakdown structure can be adapted to fit the needs of any industry, whether you are building a skyscraper or deploying a mobile app. Although the hierarchy follows the same format (Category > Subcategory > Resource), the specific resource types can change based on the project’s purpose and scope.

Below are resource breakdown structure examples showing how it applies in distinct project environments.

RBS example in construction projects

A construction RBS often includes categories such as labor, equipment, and materials. Labor covers project managers, engineers, and on-site workers, while equipment includes heavy machinery like excavators and cranes. Materials may involve concrete, steel, and fixtures. This breakdown tracks availability and helps manage costs as the project progresses from design to handover.

RBS example in software development projects

In software development, an RBS can be divided into human resources, technology, and services. Human resources include developers, testers, and UX designers. Technology may cover servers, development tools, and testing environments, while services include third-party integrations or cloud hosting. Laying out these elements in an RBS helps project managers allocate technical and human resources efficiently during each sprint or release phase.

Best practices when creating an RBS

Creating a resource breakdown structure starts with understanding the project scope to ensure the RBS includes only the resources necessary for completing project deliverables. Collaboration with department leads helps identify all inputs and prevents missed resource categories. 

Label each item so that it’s easy to trace how a resource contributes to specific deliverables. Assigning ownership strengthens accountability and improves tracking as work progresses. Over time, updating the RBS as the project evolves keeps it accurate and valuable as both a reference and collaboration tool.

Free resource breakdown structure template

Download our free resource breakdown structure (RBS) template available in spreadsheet and document formats to start organizing your project resources.

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