Process vs SOPs: how they differ and work together

Executive overview

Many teams use "process" and "SOP" interchangeably, but they are distinct things that serve different purposes. A process is a series of steps to achieve a defined result — often undocumented habit. An SOP is a written instruction set for executing one path through that process.

The key distinction: one process can require multiple SOPs to cover all variations.

Most processes have forks in the road; each SOP covers only one path.

What a process is

• A repeatable, predictable way of doing things to achieve an outcome
• Often not written down — it may simply be habit or institutional knowledge
• Can include variables, forks, and if/then branches
• Defined by its outcome (e.g. "Submit payroll", "Prepare client contracts")

What an SOP is

• A detailed instruction set that shows how to execute one path through a process
• Concrete and linear — it does not accommodate detours
• Named for the action (e.g. "How to submit payroll")
• Can be a document, video, or recorded training

The one-to-many relationship

• A simple process may have one SOP covering the normal path
• Most real processes require multiple SOPs to handle variations
• Example — Submit payroll: one SOP for the normal run, one for fixing mistakes, one for off-cycle payrolls
• Example — Prepare client contracts: one SOP for new clients, one for renewals, one for handling a client who hasn't signed
• SOPs should link and reference each other rather than repeat shared steps

How to use the distinction in practice

• Optimising a process means examining your workflow and asking why you do things the way you do
• Optimising SOPs means refining how — step order, file naming conventions, granular detail
• Different stakeholders are needed for each: process owners for the what/why, practitioners for the how
• Not every process needs an SOP — if no human needs to understand the steps, use automation or templates instead

When to skip the SOP

• If the process is fully automated and no human executes it, skip the SOP
• Use automation, templates, or other tools as the "equipment" for non-human processes
• SOPs are specifically for communicating to a human brain what needs to happen