How to Coordinate a Team Headshot Session for a Polished, Professional Look

A cohesive set of team headshots can elevate your brand, create a strong first impression, and unify your company's online presence. Whether you're updating your website, LinkedIn profiles, or marketing materials, a well-planned team headshot session ensures consistency and professionalism. Here’s how to coordinate a smooth and successful team photoshoot.

1. Define the Style and Purpose

Before booking a photographer, determine the style and purpose of the headshots. Consider:

• Background: Will the shots be taken on a plain backdrop, in-office, or outdoors?
• Attire: Should employees wear business formal, business casual, or a company-branded look?
• Mood & Expression: Do you want a traditional corporate feel or a relaxed, modern vibe?

Aligning on these details ensures your headshots match your brand identity.

2. Choose the Right Photographer

Select a professional headshot photographer who understands corporate branding. Review their portfolio to ensure their style aligns with your vision. Ask about:

• Group discounts for multiple employees.
• The estimated time per person.
• Retouching and editing options.
• How final images will be delivered and formatted.

3. Schedule with Efficiency in Mind

To minimize disruption to your team’s workday:

• Set up a schedule in advance, allowing about 5-10 minutes per person.
• Group team members by availability (e.g., by department or work schedule).
• Consider a makeup artist or grooming station for last-minute touch-ups.
• Remind employees a few days before to ensure they’re prepared.

4. Prepare Your Team

Ensure everyone knows what to expect by providing clear guidelines:

• What to wear: Solid colors and minimal patterns usually work best.
• Grooming tips: Hair, makeup, and facial grooming should be neat and natural.
• Body language: Encourage relaxed shoulders and a natural smile.
• Practice poses: A slight tilt of the head and good posture enhance confidence.

5. Plan for Consistency

For a unified look:

• Keep the lighting and background consistent for all employees.
• If employees can’t make the session, schedule a makeup date or provide guidelines for individual sessions.
• Ensure all headshots are edited in a uniform style for a cohesive company presence.

6. Utilize the Headshots Strategically

Once you receive the final images, maximize their impact:

• Update team pages on your website.
• Refresh LinkedIn and email profiles.
• Use them in proposals, presentations, and marketing materials.
• Share on social media to introduce new hires or celebrate your team.

Final Thoughts

A well-coordinated team headshot session enhances your company’s professional image while fostering team pride. By planning ahead, setting expectations, and choosing the right photographer, you’ll ensure a seamless experience that results in high-quality, consistent headshots. Ready to update your team’s look? Let’s make it happen!