Most agencies treat job descriptions like paperwork.
You write one when you’re hiring, dust it off during onboarding, and then… never look at it again.
But in a remote agency—where structure and clarity matter more than ever—a great job description isn’t just a hiring tool. It’s a performance tool.
It’s an accountability tool.
And if you build it right, it becomes a daily reference point that helps your team stay aligned, focused, and successful.
So if your job descriptions are vague, outdated, or non-existent… now’s the time to fix that.
The Real Purpose of a Job Description
A good job description doesn’t just explain what someone does.
It defines how they’re expected to do it.
It removes ambiguity. It sets standards. It supports your culture.
And more than anything—it helps everyone on your team answer this question:
“Do I know what success looks like in my role?”
If the answer is no, that’s not on them. That’s on us as leaders.
Four Rules for Building Better Job Descriptions
Here’s how we’ve learned to build (and use) job descriptions that actually work inside a remote agency:
1. Keep Them Simple and Direct
This isn’t the place for fluff.
Your job description should be clear, concise, and readable—no corporate jargon or legal-sounding filler. If your team member can’t read it and say “Yep, that’s me,” it’s not doing its job.
Avoid listing every possible task under the sun. Focus on the core responsibilities, outcomes, and expectations that matter most.
2. Be Specific
One of the biggest mistakes we made early on was writing descriptions that were too vague.
“Assist with client communication” sounds reasonable—but what does that actually mean?
Specificity removes confusion:
- What tools should they use?
- What are the expected turnaround times?
- What are their KPIs or measurable targets?
This is especially important in a virtual environment, where you can’t just walk over and clarify expectations in the moment.
3. Use It as a Reference Point
Once someone’s hired, their job description shouldn’t go into a drawer (or desktop folder) and disappear.
We use job descriptions regularly:
- To coach team members during one-on-ones
- To review performance and give feedback
- To align during conflict or unclear moments
We even have team members sign their job description, not just once, but anytime their role shifts. That makes expectations objective—not emotional.
When used correctly, a job description becomes a tool for consistency and accountability.
4. Tie It to Core Values
We make sure our job descriptions don’t just explain the “what”—they reinforce the “how.”
That means integrating our core values into each role. For us, it’s things like:
- Compete: We expect team members to own their performance and push for improvement.
- Clarity: Communication and expectations need to be sharp and direct.
- Compassion: Service isn’t just about efficiency—it’s about care.
When your values are baked into each role, your culture starts to show up in your day-to-day operations—not just your branding.
What This Looks Like in Practice
Let’s say you’re hiring for a virtual account manager. A solid job description for that role might include:
- Handling X number of service requests per day
- Responding to emails within 24 hours
- Conducting annual coverage reviews with every client
- Cross-selling life or umbrella when needs are identified
- Living out the company’s values through every interaction
That’s not just a task list. That’s a success blueprint.
Free Tools to Help You Build Your Own
This week, we’re sharing a sample JD to help you level up your own job descriptions:
Sample Job Description
A real-world example from our own team, showing how we lay out responsibilities, KPIs, and values in a clear, practical format. Download it below.
Final Thought
Here’s the litmus test we use:
When someone steps into the role, do they know exactly what’s expected of them—without guessing?
If not, a better job description is the place to start.
Because when your team has clarity, structure, and standards, they don’t just work harder.
They work smarter—and stay longer.