Preparing Your Team for Company Headshots: A Complete Guide
Company headshots are more than just photos—they’re your brand's first impression. Whether you’re updating your website, refreshing LinkedIn profiles, or adding a professional touch to marketing materials, getting headshots right is crucial.
But preparing your team for a photoshoot isn't always straightforward. From coordinating schedules to helping employees feel comfortable in front of the camera, there’s a lot to consider. Here’s how to make the process smooth and stress-free.
1. Start with Plenty of Notice
The key to a successful headshot session is planning ahead. People need time to adjust their schedules, plan their outfits, and—let’s be honest—get mentally prepared to be in front of the camera. Here’s how to ensure you’re giving everyone enough notice:
Send Out a Save-the-Date: As soon as the shoot is confirmed, send a calendar invite that includes the time, location, and estimated duration.
Follow Up with a Detailed Email: A week before the shoot, remind your team about the session and include practical tips and answers to common questions.
Post a Reminder on Your Company Platform: Use communication tools like Microsoft Teams or Slack to post a casual reminder the day before.
💡 Pro Tip: Use scheduling software to minimise back-and-forth. Tools like Doodle or Calendly can help your team book their time slot easily.
2. Coordinate with Remote Employees
With hybrid and remote working now the norm, including all employees in the headshot process takes a bit of creativity.
Offer Local Shoot Options: If remote workers are clustered in specific areas, arrange a regional shoot with a local photographer.
Reimburse Travel Costs: For those who need to travel to the office, cover expenses to make participation easier.
DIY Alternatives: For those who truly can’t attend, offer tips on taking a professional-looking headshot at home. Good lighting, a plain background, and a quality smartphone camera can still produce great results.
💡 Pro Tip: Provide remote employees with a simple guide on framing, lighting, and attire to ensure a consistent look, even when taken independently.
3. Set Clear Dress Code Guidelines
The biggest question will likely be, “What should I wear?” Giving your team some guidance will make sure the look is consistent and professional.
Align with Your Brand: Whether it’s business formal, smart casual, or something more relaxed, the dress code should reflect your company’s image.
Send Visual Examples: Include photos from previous shoots or examples that capture the style you’re aiming for.
Encourage Consistency: Suggest a colour palette, like neutral tones or shades that match your brand, to keep the look cohesive.
Be Inclusive: Remember that different cultures may interpret professional attire differently, so be flexible and considerate.
💡 Alternative Tip: Create a simple style guide with do’s and don’ts—like avoiding bold patterns or overly casual outfits. You could even set up a shared Pinterest board to help employees visualise the desired look.
4. Be Mindful of Schedules and Conflicts
Your team’s workload doesn’t stop for photo day, so make sure the shoot doesn’t clash with important meetings or deadlines.
Survey Team Availability Early: Gather information about major commitments and deadlines to find the best time slot.
Create a Detailed Schedule: Break down the session into individual time slots and share this schedule well in advance.
Assign a Coordinator: Designate someone to keep things on track and manage any last-minute changes.
💡 Pro Tip: Keep the shoot location as close to the office as possible to minimise disruption and travel time.
5. Help Your Team Feel Comfortable
For many, having a photo taken can feel a bit daunting. Help make the experience enjoyable and relaxed.
Provide Refreshments: Set up a coffee station or offer some light snacks to create a welcoming atmosphere.
Offer Grooming Touch-Ups: Have essentials like hairbrushes, blotting paper, and a mirror on hand. Hiring a professional hair and makeup artist is also a great way to boost confidence.
Encourage Relaxed Poses: Share a few tips on natural posing and remind everyone that it’s perfectly fine to smile and look approachable.
💡 Pro Tip: Have the photographer spend a minute chatting with each person before taking the photo to help capture more genuine expressions.
6. Communicate What to Expect on Photo Day
Being upfront about what to expect will help your team feel prepared and confident.
What to Bring: Suggest bringing extra clothes for last-minute changes and grooming items.
Where to Go: Provide clear directions to the shoot location, including parking information or public transport options.
When to Expect the Final Photos: Let people know how long it will take to receive the edited images and where they will be used.
💡 Pro Tip: Create a one-page summary or infographic with all the essential details so people can easily reference it.
7. Follow Up with Appreciation and Feedback
After the shoot, thank your team for their cooperation and make the final images easily accessible.
Share the Photos Promptly: Don’t keep people waiting to see the final results.
Encourage Profile Updates: Prompt staff to update their LinkedIn profiles and internal directories with their new photos.
Collect Feedback: Find out what went well and what could be improved next time to streamline future shoots.
💡 Pro Tip: Post a few behind-the-scenes shots on the company’s internal communication channels to celebrate the experience.
Final Thoughts
Company headshots don’t have to be a headache. With careful planning and clear communication, you can make the experience positive and stress-free for everyone. Whether your team is remote, hybrid, or fully in the office, following these tips will ensure your headshots reflect your company at its best.
Do you have a team shoot coming up? Follow these steps to guarantee success—and capture your company’s best side!
Leigh is an Exeter-based corporate photographer, specialising in personal branding shoots, business headshots and events. Professional, natural portraits for modern entrepreneurs.