{"id":29802,"date":"2026-08-24T13:17:21","date_gmt":"2026-08-24T13:17:21","guid":{"rendered":"https:\/\/twproject.com\/blog\/?p=29802"},"modified":"2026-09-01T14:03:10","modified_gmt":"2026-09-01T14:03:10","slug":"too-many-departments-too-much-going-on-how-to-structure-complex-projects-in-production-companies","status":"publish","type":"post","link":"https:\/\/twproject.com\/blog\/too-many-departments-too-much-going-on-how-to-structure-complex-projects-in-production-companies\/","title":{"rendered":"Too many departments, too much going on: how to structure complex projects in production companies"},"content":{"rendered":"\n<p class=\"wp-block-paragraph\"><br><br>In a <strong>production company<\/strong>, a <strong><a href=\"https:\/\/twproject.com\/blog\/how-to-manage-complex-projects-in-production-companies\/\" target=\"_blank\" rel=\"noreferrer noopener\">complex project<\/a><\/strong> is never the responsibility of just one department.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Design, procurement, production, logistics, quality<\/strong>: each phase involves different skills, different timelines, and different people in charge.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">When the structure isn&#8217;t clear from the start, the team&#8217;s energy is scattered, and problems always seem to arise at the worst possible moment.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">If this scenario sounds familiar because you&#8217;re struggling to keep the various teams aligned within a shared project, know that there are <strong>effective methods and tools <\/strong>to address the problem. Keep reading to find out more.<\/p>\n\n\n\n<div class=\"table-of-content\">\n<h5>CONTENT<\/h5>\n<ul>\n<li><a href=\"#progetto\">Unmanageable project? Maybe the problem is how it\u2019s structured<\/a><\/li>\n<li><a href=\"#costruisce\">How to build a WBS without leaving anything out<\/a><\/li>\n<li><a href=\"#ricominciare\">How to avoid starting from scratch every time<\/a><\/li>\n<li><a href=\"#alpego\">When seasonality leaves no room for error: the Alpego case<\/a><\/li>\n<li><a href=\"#demo\">Start with a pilot project rather than the entire company<\/a><\/li>\n<\/ul>\n<\/div>\n\n\n\n<p class=\"wp-block-paragraph\">The good news is that there\u2019s an <strong>approach that works<\/strong>, no matter how complex the project is. It\u2019s called the <strong><a href=\"https:\/\/twproject.com\/blog\/manage-projects-wbs\/\" target=\"_blank\" rel=\"noreferrer noopener\">Work Breakdown Structure<\/a><\/strong>, and with the right tools, it becomes a practical way to keep everything under control.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">The term &#8216;<strong>Work Breakdown Structure<\/strong>&#8216;, or <strong><a href=\"https:\/\/en.wikipedia.org\/wiki\/Work_breakdown_structure\">WBS<\/a><\/strong>, refers to a process for <strong>hierarchically breaking down the work that the team must perform<\/strong>. The entire process is results-oriented and focused on <strong><a href=\"https:\/\/twproject.com\/blog\/identify-project-deliverables\/\">deliverables<\/a><\/strong>, but it divides the project into manageable blocks that can be estimated and monitored (even) independently.<\/p>\n\n\n\n<p><a name=\"progetto\"><\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">Unmanageable project? Maybe the problem is how it\u2019s structured<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Complexity isn&#8217;t the enemy. The problem arises when that <strong>complexity isn&#8217;t organised<\/strong>: a project where everyone knows there&#8217;s a lot to do, but no one has a clear picture of who does what, in what order, and by when.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">To better tackle a <strong>complex project<\/strong>, the key is to break it down into <strong>phases and subphases<\/strong> using a Work Breakdown Structure (WBS), in order to transform a single, large objective into a series of manageable units.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Each phase has <strong>a beginning, an end, a person in charge<\/strong>, and <strong>clear dependencies <\/strong>on the preceding and subsequent phases. This doesn\u2019t simplify the work itself, but it makes it easy to understand: and a project that\u2019s easy to understand is a project that\u2019s manageable.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Here is an example of what a WBS looks like for one of the projects of a production company:<\/p>\n\n\n\n<ul>\n  <li><strong>Phase 1 \u2013 Design<\/strong> <em>(Engineering Department)<\/em>\n    <ul>\n      <li>Requirements Analysis<\/li>\n      <li>Concept Development and Technical Specifications<\/li>\n      <li>Internal Approval<\/li>\n    <\/ul>\n  <\/li>\n  <li><strong>Phase 2 \u2013 Procurement<\/strong> <em>(Purchasing)<\/em>\n    <ul>\n      <li>Request for quotes from suppliers<\/li>\n      <li>Ordering materials and components<\/li>\n    <\/ul>\n  <\/li>\n  <li><strong>Phase 3 \u2013 Production<\/strong> <em>(Production Department + Quality)<\/em>\n    <ul>\n      <li>Equipment preparation<\/li>\n      <li>Manufacturing and assembly<\/li>\n      <li>Quality control<\/li>\n    <\/ul>\n  <\/li>\n  <li><strong>Phase 4 \u2013 Delivery<\/strong> <em>(Logistics + Engineering Department)<\/em>\n    <ul>\n      <li>Packaging and shipment preparation<\/li>\n      <li>Delivery to the customer<\/li>\n      <li>Testing and acceptance<\/li>\n    <\/ul>\n  <\/li>\n<\/ul>\n\n\n\n<p><a name=\"costruisce\"><\/a><\/p>\n\n\n\n<h3 class=\"wp-block-heading\">How to build a WBS without leaving anything out<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">If you think that a WBS for projects might be a good planning method for your production company but are concerned that it might be <strong>difficult to implement<\/strong>, rest assured that with the right tools, you won\u2019t have to worry about complications.<\/p>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"alignright size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"227\" height=\"322\" src=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/2024\/10\/creazione-wbs.gif\" alt=\"costruire una wbs\" class=\"wp-image-24844\"\/><\/figure>\n<\/div>\n\n\n<p class=\"wp-block-paragraph\">With <strong><a href=\"https:\/\/twproject.com\/\" target=\"_blank\" rel=\"noreferrer noopener\">Twproject<\/a><\/strong>, for example, the creation of the WBS is guided by structured, fillable fields: for each phase and subphase, you can define the name, description, duration, person in charge, budget, dependencies, and priority.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">This structure is a great visual aid, but it also helps ensure that no relevant data is omitted, especially in<strong> complex projects<\/strong> where it\u2019s easy to lose sight of the details during the intermediate stages.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">But there&#8217;s more: if you use <strong>Twproject<\/strong>, one of the <strong><a href=\"https:\/\/twproject.com\/blog\/the-best-management-software-for-production-companies\/\" target=\"_blank\" rel=\"noreferrer noopener\">most popular project management platforms<\/a><\/strong> among production companies, you can quickly convert the WBS into a project <strong><a href=\"https:\/\/twproject.com\/blog\/gantt-for-a-project-productive-advantage-or-disadvantage\/\" target=\"_blank\" rel=\"noreferrer noopener\">Gantt chart<\/a><\/strong>.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">In fact, the <strong>WBS and the Gantt chart<\/strong> are <strong>two complementary views<\/strong> of the same structure: you can create the WBS from the tree view and see it automatically converted into a Gantt chart, or work directly on the Gantt timeline and find that the hierarchical structure has already been updated.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">On <strong>Twproject<\/strong>, these tools <strong>sync with each other in real time<\/strong>, eliminating the need for manual reconciliation.<\/p>\n\n\n\n<figure class=\"wp-block-image size-large\"><img loading=\"lazy\" decoding=\"async\" width=\"1359\" height=\"604\" src=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/2023\/11\/WBS-creation-on-Gantt.gif\" alt=\"esempio progetto si produzione su WBS\" class=\"wp-image-21727\"\/><\/figure>\n\n\n\n<p><a name=\"ricominciare\"><\/a><\/p>\n\n\n\n<h3 class=\"wp-block-heading\">How to avoid starting from scratch every time<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">In <strong>production companies <\/strong>that manage <strong>projects of a similar nature<\/strong> \u2014 same product type, same sequence of steps, same departments involved \u2014 rebuilding the WBS from scratch every time is a time-consuming task that adds no value.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\"><strong>Twproject <\/strong>lets you<strong> clone an existing project<\/strong>, or a <strong>phase <\/strong>of it, by replicating either its entire content or just the parts you need. If you manage <strong>recurring projects<\/strong>, this will allow you to:<\/p>\n\n\n\n<ul class=\"wp-block-list\">\n<li>Keep or clear <strong>assignments<\/strong><\/li>\n\n\n\n<li>Adjust the <strong>dates <\/strong>to fit the new context<\/li>\n\n\n\n<li>Copy any <strong>documents<\/strong>, <strong>costs<\/strong>, and <strong><a href=\"https:\/\/twproject.com\/blog\/twproject-todo-list\/\" target=\"_blank\" rel=\"noreferrer noopener\">ToDo&#8217;s<\/a><\/strong><\/li>\n\n\n\n<li>Decide whether the copied structure will be <strong>independent or part<\/strong> of another project<\/li>\n<\/ul>\n\n\n<div class=\"wp-block-image\">\n<figure class=\"alignright size-full\"><img loading=\"lazy\" decoding=\"async\" width=\"330\" height=\"246\" src=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/2024\/10\/stato-del-template-di-progetto.jpg\" alt=\"template di progetto WBS produzione\" class=\"wp-image-24849\"\/><\/figure>\n<\/div>\n\n\n<p class=\"wp-block-paragraph\">Alternatively, you can create actual <strong><a href=\"https:\/\/twproject.com\/blog\/saving-time-and-resources-with-a-project-template\/\" target=\"_blank\" rel=\"noreferrer noopener\">project templates<\/a><\/strong>, i.e. <strong>predefined structures <\/strong>that have already been validated in practice and serve as the standard starting point for every new project of the same type. Over time, these templates are refined: every completed project provides an opportunity to <strong>improve the initial model <\/strong>and incorporate <strong>lessons learned<\/strong>.<\/p>\n\n\n\n<p><a name=\"alpego\"><\/a><\/p>\n\n\n\n<h2 class=\"wp-block-heading\">When seasonality leaves no room for error: the Alpego case<\/h2>\n\n\n\n<p class=\"wp-block-paragraph\">Here is an example of a real-life case, based on an interview with <strong><a href=\"https:\/\/twproject.com\/customers\/alpego\/\" target=\"_blank\" rel=\"noreferrer noopener\">Alpego<\/a><\/strong>, a manufacturing company that uses <strong>Twproject<\/strong> to organise and manage its projects.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">At first, the company, a leading manufacturer of agricultural machinery, faced a recurring challenge: the highly seasonal nature of its business meant that any delay could have devastating consequences. Before <strong>Twproject<\/strong>, the lack of an <strong>integrated view of planning and actual results<\/strong> made it impossible to make accurate estimates.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Missing a season meant falling behind and jeopardizing <strong>long-term goals<\/strong>. For this reason, the technical department managers were looking for a solution that would provide a clear and integrated overview.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Using <strong>Twproject<\/strong>, <strong>Alpego<\/strong> has <strong>defined project structures<\/strong> with precise phases and clear deadlines, gradually expanding the tool\u2019s use from the design phase to the industrialization phase. The result has been <strong>more accurate planning<\/strong>, better <strong>allocation of resources<\/strong>, and<strong> departments <\/strong>that are continuously <strong>aligned<\/strong>:<\/p>\n\n\n\n<p><!-- START QUOTE BOX --> <\/p> <div class=\"quote-box\"> <div class=\"quote-content\"><p>We defined the phases with clearly specified start and end dates, leaving nothing to chance. This allowed us to stay on schedule and get the support we needed.<\/p><\/div> <div class=\"quote-link\">Read <a href=\"https:\/\/twproject.com\/customers\/alpego\/\" target=\"_blank\" rel=\"noopener\">the full interview<\/a><a class=\"quote-arrow\" href=\u201chttps:\/\/twproject.com\/customers\/alpego\/\u201d target=\"_blank\" rel=\"noopener\"><img decoding=\"async\" src=\"https:\/\/twproject.com\/blog\/wp-content\/uploads\/2023\/06\/quote-arrow.png\"><\/a><\/div> <\/div>\n\n\n\n<p class=\"wp-block-paragraph\">The <strong>well-defined project structure<\/strong>, as this experience shows, also serves as the <strong>foundation for everything else<\/strong>: <strong>cost tracking<\/strong> <strong>[LINK]<\/strong>, <strong>workload management [LINK]<\/strong>, and<strong> real-time visibility<\/strong> <strong>[LINK]<\/strong>, all of which are fundamental to project management in manufacturing companies.<\/p>\n\n\n\n<p><a name=\"demo\"><\/a><\/p>\n\n\n\n<figure class=\"wp-block-embed is-type-video is-provider-youtube wp-block-embed-youtube wp-embed-aspect-16-9 wp-has-aspect-ratio\"><div class=\"wp-block-embed__wrapper\">\n<iframe loading=\"lazy\" title=\"Project management basis tutorial (Twproject)\" width=\"840\" height=\"473\" src=\"https:\/\/www.youtube.com\/embed\/M_ieDoLHUkw?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe>\n<\/div><\/figure>\n\n\n\n<h3 class=\"wp-block-heading\">Start with a pilot project rather than the entire company<\/h3>\n\n\n\n<p class=\"wp-block-paragraph\">Introducing a <strong>new way of structuring projects<\/strong> within your manufacturing company does not mean you have to change everything overnight. The most effective approach is to start with a r<strong>epresentative project<\/strong> \u2014 a job order that reflects the typical complexity of your business \u2014 and set it up on <strong>Twproject <\/strong>with the support of an expert tutor in the sector.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">Our tutors understand the specific challenges faced by production companies: seasonality, multiple departments, <strong>shared resources [LINK]<\/strong> and recurring projects. If you book a free demonstration, they will show you how to configure <strong>Twproject <\/strong>to match the actual structure of your production projects: <strong>WBS, templates, responsibilities and dependencies<\/strong>: with our help, you can set these up easily and tailor them specifically to your context.<\/p>\n\n\n\n<p class=\"wp-block-paragraph\">\ud83d\udc49 <strong><a href=\"https:\/\/twproject.com\/it\/richiedi-una-demo\/\" target=\"_blank\" rel=\"noreferrer noopener\">Speak to a production expert: book your free session<\/a><\/strong><\/p>\n\n\n\n<div id=\"blog-promo-box\">\n<div class=\"flex_column_table dark pattern-2\">\n<div class=\"flex_column text_column\">\n<div>\n<h3>The best way to structure complex projects?<\/h3>\n<div class=\"avia-button-wrap avia-button-left\"><a class=\"avia-button avia-icon_select-no avia-color-custom avia-size-xlarge\" href=\"https:\/\/demo.twproject.com\/applications\/teamwork\/welcome\/createUserEnvironment.jsp\" target=\"blank\" rel=\"noopener\"><span class=\"avia_iconbox_title\">Definitely Twproject&#8217;s WBS<br>\n<\/span><\/a><\/div>\n<\/div>\n<\/div>\n<div class=\"flex_column photo_column\" style=\")\"><\/div>\n<\/div>\n<\/div>\n\n\n\n<p class=\"wp-block-paragraph\"><\/p>\n","protected":false},"excerpt":{"rendered":"<p>In a production company, a complex project is never the responsibility of just one department. Design, procurement, production, logistics, quality: each phase involves different skills, different timelines, and different people in charge. When the structure isn&#8217;t clear from the start, the team&#8217;s energy is scattered, and problems always seem to arise at the worst possible &hellip; <a href=\"https:\/\/twproject.com\/blog\/too-many-departments-too-much-going-on-how-to-structure-complex-projects-in-production-companies\/\" class=\"more-link\">Continue reading<span class=\"screen-reader-text\"> &#8220;Too many departments, too much going on: how to structure complex projects in production companies&#8221;<\/span><\/a><\/p>\n","protected":false},"author":6,"featured_media":29959,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_custom_body_class":"","_custom_post_class":"","footnotes":""},"categories":[1],"tags":[],"class_list":["post-29802","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-news"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v27.6 - https:\/\/yoast.com\/product\/yoast-seo-wordpress\/ -->\n<title>Too many departments, too much going on: how to structure complex projects in production companies - 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