How to break down a project into tasks

You’ve got a new project. Maybe it’s launching a product feature, redesigning a website, or migrating to a new system. The goal is clear enough, but when you sit down to plan it, you’re staring at a blank task list wondering where to start.

This is where most project breakdowns go wrong. People either dive straight into granular tasks (losing sight of the bigger picture) or stay too high-level (never getting specific enough to act on).

Start with outcomes, not activities

The first instinct is to list activities: “Set up database”, “Write copy”, “Schedule meetings”. But activities without context lead to busywork.

Instead, start by asking: what does done look like? For each major outcome, you can then work backwards to figure out what needs to happen.

A website redesign might have three outcomes:

Homepage loads in under 2 seconds
Users can complete checkout in 3 steps or fewer
Mobile conversion rate matches desktop

Each of these is measurable and meaningful. Now your tasks have purpose.

The two-level rule

Here’s a practical constraint that prevents over-planning: only break tasks down to two levels.

Level 1: Major deliverables or milestones Level 2: The specific work items that comprise each deliverable

If you find yourself creating a third level, you’re either planning too far ahead or your Level 1 items are too big. Adjust accordingly.

For example:

Level 1: New checkout flow

Level 2: Wire up payment gateway
Level 2: Build order confirmation page
Level 2: Add email receipt trigger

You don’t need to break “Wire up payment gateway” into sub-tasks like “Read API docs” and “Write integration code”. Those emerge naturally when you’re doing the work.

Steal from construction planning

Construction projects have used a technique called “Last Planner” for decades. The insight: the people doing the work are better at planning the work than managers sitting in offices.

Apply this to your projects. Rather than planning everything upfront, plan in waves:

Rough out the major phases
Detail the next 2-3 weeks specifically
Let the team refine tasks as they learn more

This prevents the common failure mode of spending three days on a detailed plan that becomes obsolete after day one.

When tasks feel too big

If a task has been sitting incomplete for more than a day, it’s probably too big. The fix is simple: what’s the very next physical action?

“Design new onboarding” is too vague. “Sketch three layout options for the welcome screen” is actionable. You can sit down and do it right now.

The test: can you picture yourself doing this task? If you can’t visualise the activity, it needs to be more specific.

Handling dependencies without a Gantt chart

You don’t need project management software to track dependencies. A simple question works: “What needs to be true before I can start this?”

Write the answer next to the task. When you’re picking what to work on next, scan for tasks where all prerequisites are met.

If you find yourself with complex chains of dependencies, that’s often a sign your project is too tightly coupled. Can you restructure to allow parallel work?

The 15-minute rule

Here’s a technique borrowed from productivity systems: if a task would take less than 15 minutes, do it now rather than adding it to the list.

This prevents task lists from ballooning with tiny items that take longer to track than to complete. It also creates momentum - knocking out quick wins builds energy for the harder work.

When to stop planning

There’s a point of diminishing returns. You’ll feel the urge to add more detail, capture more edge cases, anticipate more problems. Resist.

A good enough plan executed beats a perfect plan never started. If you can see the next two weeks clearly, that’s enough to begin.

Your task breakdown should take 20-30 minutes for a medium-sized project. If you’re still planning after an hour, you’re procrastinating. Start working and adjust the plan as you learn.

The goal isn’t a perfect breakdown. It’s a useful one - something that helps you and your team know what to do next.