How to Prepare for Your Corporate Team Headshots

Want professional headshots that represent your team and brand? Here's everything you need to know to prepare:

• Plan Outfits: Coordinate colors and styles to match your brand while allowing personal expression. Use subtle brand colors through accessories like ties or scarves. Dress appropriately for your industry (formal for traditional fields, relaxed for creative ones).
• Prepare Your Team: Schedule haircuts or grooming a few days before. Women can opt for professional makeup, while men should reduce shine with powder or blotting papers. Reduce photo anxiety by practicing poses and expressions ahead of time.
• Choose Location: Decide between a studio (for controlled lighting) or your office (for convenience and a natural look).
• Schedule Efficiently: Allow 7 minutes per person, with extra time for setup and delays. Share a detailed schedule and guidelines with your team in advance.
• Work with a Photographer: Pick an expert in corporate headshots. Share your brand guidelines, including color schemes, formality, and usage needs, to ensure consistency.

Pro Tip: Great headshots combine preparation and professional guidance. A skilled photographer will help you pose confidently and align the session with your brand.

These steps will ensure polished, consistent headshots that enhance your company’s image across platforms like LinkedIn, websites, and marketing materials.

The ULTIMATE Guide to Corporate Headshots! - Gear, Setup ...

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Planning Team Outfits

Coordinate your team’s outfits to create a polished, professional look that feels cohesive while allowing for personal expression.

Finding the Right Balance

Achieve a unified appearance without making everyone look identical. Stick to a shared color palette, but let individuals add their own flair to maintain personality and style.

Incorporating Brand Colors

Use your company’s brand colors in subtle ways to reinforce your identity. Accessories like ties, scarves, or pocket squares can work well when paired with neutral tones. This approach highlights your brand without overpowering the overall look.

Dressing for Your Industry

Choose attire that aligns with your industry norms. Formal wear may be expected in more traditional fields, while creative industries often lean toward relaxed business styles. Make sure your team’s outfits reflect the professional image you want to convey in the headshots. Up next: prepping your team for a smooth photo session.

Getting Team Members Ready

A polished appearance and a confident attitude are key for successful headshots. Here's how to prepare your team for the session.

Hair and Makeup Tips

Good grooming is the foundation of professional photos. Plan haircuts or facials a few days before the shoot to allow time for results to settle. Staying hydrated and well-rested will also help you look your best.

For makeup:

• Women: Professional makeup application works well under studio lights. If that's not an option, come with clean, moisturized skin and minimal makeup.
• Men: Use translucent powder or blotting papers to reduce shine.

"Unless you're experienced at applying makeup for photo shoots, studio lights, and outdoor scenarios, consider getting it done professionally for your headshot session." - Headshots NYC [3]

Reducing Photo Anxiety

Feeling nervous? Preparation can help team members feel more confident. Encourage them to:

• Look at previous photos to find their best angles.
• Practice poses and expressions ahead of time.
• Schedule the session during their most energetic hours.
• Arrive early to adjust to the environment.

These steps can help create a confident and unified team image.

"Success in headshot photography is 50% client preparation and 50% our photography...your preparation is critical to getting a great final photo." - Dan St Louis, HeadShots Inc [4]

Choosing Simple Accessories

Accessories should complement, not overshadow, the face. Keep it simple:

• Necklaces: Opt for classic, close-to-the-neck styles.
• Earrings: Stick to small studs or hoops.
• Watches: Choose understated designs.

"I love jewelry, but try to keep it somewhat subtle so it doesn't distract from your face." - Janelle Rose [5]

Once the team is prepared, the next step is finding the perfect location for your headshot session.

Picking the Best Photo Location

Choosing the right location for your headshot is crucial. It not only impacts the quality of the image but also how well it aligns with your brand. The decision often comes down to whether a studio or an office setting works better for your team.

Studio or Office Location

A studio offers controlled lighting and neutral backdrops, ensuring a clean, professional look. On the other hand, holding the session at your office can save time, allow for flexible scheduling, and provide a natural glimpse into your workplace environment - all while keeping disruptions to a minimum.

Setting Up the Shot

Whether you're in a studio or an office, the setup matters. For office shoots, pick a quiet spot with good natural or adjustable lighting. If you're in a studio, collaborate with the photographer to create a setup that complements your brand and highlights your team in the best way possible.

Managing Photo Day Details

After your pre-shoot prep, it’s time to focus on managing the actual photo day. Proper organization ensures the session runs smoothly, respects everyone’s time, and delivers high-quality results. Thoughtful planning also helps reduce workplace interruptions and keeps things on track.

Creating the Schedule

Timing is everything for a successful photo session. Plan for 7 minutes per person - around 5 minutes for men and 10 minutes for women. Add an extra 20 minutes upfront for setting up equipment. Schedule the session 1–2 weeks in advance and leave some buffer time at the end of the day for any unexpected delays. Once the schedule is finalized, share it with your team, along with clear instructions.

Communicating with Teams

Send a detailed email that includes all the key information:

• Individual time slots
• Location details and directions
• Outfit guidelines that align with company branding
• Hair and makeup recommendations
• Any special instructions (e.g., notifying security about the photographer’s arrival)

Follow up with a reminder email the day before to ensure everyone is ready and attendance is high.

Backup Planning

Even with solid preparation, things can go off course. Have a printed list of participants and their time slots handy to help you stay organized if anything unexpected comes up.

Working with Your Photographer

After planning your photo day carefully, your photographer becomes essential in showcasing your brand through professional headshots. Choosing someone with expertise in corporate photography ensures your team looks polished and aligned with your company’s image.

Selecting a Photographer

Look for a photographer who specializes in corporate headshots. Platforms like Select Headshots offer filters to help you find professionals with the right experience, such as handling group sessions, working in studios or on-location, offering on-site proofing, and providing clear licensing terms.

When evaluating photographers, keep these factors in mind:

• Studio or on-location capabilities
• Experience with group photography
• Available background options and equipment
• On-site proofing services
• Licensing terms and image usage rights

Being upfront about your needs helps the photographer deliver results that match your vision.

"Corporate headshots require precise posing. A couple of inches of movement can make or break the image. Some poses can feel awkward, but will look great."

Explaining Brand Requirements

Share your brand guidelines with the photographer to ensure the headshots align with your company’s identity. Key details to discuss include:

• Background preferences
• Company color schemes
• Desired level of formality
• Audience expectations
• How the images will be used (e.g., website, LinkedIn, marketing materials)

Having clear standards ensures consistency across all photos, reinforcing your brand image.

Getting Expert Direction

A skilled photographer will guide your team into natural, confident poses right from the start.

"At your session, we will do everything humanly possible to make sure you love your headshot, but your preparation is critical to getting a great final photo", says Dan St Louis from HeadShots Inc [4].

Your photographer will also provide real-time feedback, adjust lighting and angles, show previews, and address any issues with shine or hair/makeup. This hands-on approach ensures everyone looks their best.

Conclusion

Corporate headshots play a crucial role in representing your brand. They leave lasting first impressions that can shape business relationships in meaningful ways. Here's a quick recap of the essentials.

Coordinating wardrobes allows for a blend of personal style and brand consistency. Choosing complementary colors and maintaining a uniform level of formality creates a polished and professional appearance.

"Headshots that exemplify your brand, and provide an insight to your values, culture, and who you are, sends a powerful message to prospective customers, partners, and future employees." - Castle Rock Headshots [1]

It's important to select the right attire, handle logistics efficiently, and make sure everyone feels at ease during the shoot. A skilled photographer can capture images that align perfectly with your brand's vision.

"The key to great headshots lies in being comfortable in front of the camera." - Koby [2]

These photos will represent your business across platforms like your website, LinkedIn profiles, and marketing materials. Thoughtful preparation ensures each image consistently enhances your brand. High-quality, consistent headshots demonstrate your company's dedication to professionalism and help build trust with clients, partners, and future employees.