Job Descriptions vs. Standard Operating Procedures: Why You Need Both
It’s one of the most common points of confusion I see in small businesses:
What’s the difference between a job description and a Standard Operating Procedure (SOP)?
Most businesses stop after creating job descriptions — assuming they’ve covered their bases. After all, a job description outlines what someone is supposed to do… right?
Well, yes. And no.
Let’s break it down:
A Job Description Defines the Person
A strong job description lays out the skills, certifications, and qualities needed to succeed in a role. It's a hiring tool, a performance guide, and the first step in setting clear expectations.
Think about one key role in your business:
What hard skills (technical abilities, certifications, training) are required?
What soft skills (personality traits, behaviors) are essential?
Now think about your top employee:
What sets them apart?
Can you quantify their excellence — their reliability, client care, attention to detail?
If you can, that belongs in your job description. A clear, detailed job description helps you hire better, train better, and lead better.
An SOP Defines the Process
While the job description tells you who you need, the SOP tells you how the work gets done.
A good SOP should be so clear that if your best employee won the lottery tomorrow, someone new could step in and keep things running.
Here’s what to include in an SOP:
A table of contents for easy navigation
Step-by-step instructions for daily tasks (no detail is too small — from unlocking the studio to setting up client sessions)
Login info, contacts, and key resources (yes, every password, phone number, and vendor)
Pro Tip: Start by having your current team members outline their daily tasks, then polish and standardize it from there.
Keep Them Current
SOPs should be updated at least once a year — or anytime something changes, like login info, vendor contacts, or system upgrades.
When you have both Job Descriptions and SOPs in place, you create a business where:
Expectations are crystal clear
Onboarding is faster and smoother
Employee evaluations are easier (and more objective)
Clear roles + Clear processes = A smoother, more scalable business.
