Planning headshots for your team can feel like a big project—coordinating schedules, prepping employees, and keeping the workday running smoothly. But with a little planning, your team photo day can be seamless, efficient, and even enjoyable. Here’s how to pull off a successful team headshot session without derailing your workday.
- Choose a Convenient Location
Choose whether you’d prefer to hold the session at your office, in a professional studio, or at another convenient rental location. On-site sessions are popular for teams because they eliminate travel and can be done quickly. For on-location team headshots I typically offer a solid white backdrop, gray backdrop or an environmental look (compressed/bokeh photo of what is already available in the space). If you opt for on-site, the best setup location is typically a conference room or another low foot traffic space.
If you’re hoping for an environmental look (similar to the second set of images above), but your current space isn’t suitable, I can help you find a stylish rental location that fits your vision. I’m also open to photographing outdoors, though rescheduling a larger group due to poor weather can be challenging. If you’re considering outdoor headshots, having a backup plan in place is highly recommended.
- Communicate with Your Team Early
Once the session is locked in, give your team as much notice as possible. Let them know:
- The date and time of the session
- The background color choice (if a white background is selected, showing up in an all white shirt is not ideal)
- Any styling tips (like avoiding busy patterns or selecting an outfit that compliments brand colors)
Pro tip: Send a calendar invite so it’s on everyone’s radar.
- Create a Simple Schedule
To avoid employees having to sit around, I recommend building a quick time slot system. For example:
- 9:00–9:05 – Anna
- 9:05–9:10 – Ben
- 9:10–9:15 – Mark
…and so on.
Pad the schedule with a few buffer minutes every hour to catch up if needed.
- Encourage a Little Prep
Encourage your team to come camera-ready:
- Hair neat and styled
- Light makeup (optional, but helpful)
- Minimal jewelry (large jewelry can take away from the focal point – your face)
- Clothing that fits well and reflects your company vibe
- Encourage steaming (or ironing) the night before. Wrinkles can be difficult to Photoshop out.
- A lint roller, and a few grooming supplies for last-minute touch-ups can be helpful to bring to the shoot.
- Communicate Requested File Formats Prior to Shoot Day
After the session, I will deliver the edited headshots in the formats you need. Before the shoot, be sure to let me know:
- If you need specific sizing for certain image placements (inform whether to shoot vertical vs horizontal images)
- If certain file types will be needed (e.g., website, email signatures, etc)
A smooth team headshot day is all about planning ahead, setting expectations, and choosing a photographer who knows how to work efficiently while helping everyone look their best. If you’re thinking about updating your team’s headshots, let’s talk—I’d love to help make it a stress-free and successful experience.
