How to Plan a Corporate Headshot Session for Your Entire Team

Professional corporate headshots are an essential part of any business’s branding, helping to establish credibility, consistency, and a polished company image. Whether you’re updating your website, LinkedIn profiles, or marketing materials, coordinating a team-wide headshot session requires planning to ensure a smooth process and high-quality results.

This guide will walk you through everything you need to know to successfully organize a corporate headshot session for your entire team.

1. Define Your Goals and Style

Before booking a session, decide on the look and feel of your corporate headshots. Consider:

Formal or casual? Will your team wear suits, business casual, or something more relaxed?

Studio or on-location? Do you want a clean, studio background or a more natural, in-office setting?

Consistency vs. individuality? Will all headshots follow the same style, or will employees have flexibility in their poses and expressions?

Establishing these guidelines upfront ensures uniformity across your company’s branding.

2. Plan the Logistics for a Smooth Session

Coordinating multiple employees for headshots requires careful planning. Keep these factors in mind:

Scheduling:

1. Set up a sign-up sheet or time slots to avoid long waits.

2. Plan sessions in batches to minimize workflow disruption.

Location:

1. A dedicated conference room or open space with good lighting works well.

2. If hiring a studio, ensure it’s accessible for all team members.

Team Communication:

1. Send out reminders with session details, dress code suggestions, and preparation tips.

2. Allow flexibility for those who may need to reschedule.

3. Help Your Team Prepare for Their Best Headshots

Many employees feel nervous about having their photo taken, so set them up for success with these tips:

Wardrobe:

1. Solid colors or subtle patterns work best. Avoid logos and distracting prints.

2. Neutral tones and company colors create a professional and cohesive look.

Grooming & Presentation:

1. Keep makeup natural and hair neatly styled.

2. Bring a lint roller for quick touch-ups.

Posing & Expression:

1. A relaxed, confident smile looks most approachable.

2. Encourage employees to practice in the mirror if they feel uneasy.

Providing these guidelines ensures your team looks their best while maintaining a cohesive style.

4. Review, Edit, and Distribute the Final Headshots

Once the session is complete:

Select the Best Images: Your photographer should provide proofs so employees can choose their favorites.

Professional Editing: Ensure images are polished but natural, avoid overly retouched, unrealistic looks.

Deliver and Implement: Upload headshots to LinkedIn, your website, email signatures, and company profiles for a professional, unified brand presence.

Conclusion: Elevate Your Brand with Professional Headshots

Investing in corporate headshots for your entire team is a simple but impactful way to strengthen your company’s branding and online presence. By planning ahead, hiring the right photographer, and preparing your employees, you’ll ensure a smooth session that results in professional, cohesive images.

Need high-quality corporate headshots for your team? At Make Something Media, we specialize in professional business portraits that reflect your brand’s personality and professionalism. Let’s schedule your session today!