How a Corporate Team Headshot Session Works

You're in Charge of Headshot Day — Now What?

If your boss just asked you to coordinate headshots for the team, take a breath. It's easier than you think. I've done this for companies with 5 people and companies with 50, and the process is the same. A little planning up front makes the whole day run smoothly for everyone — including you.

Here's everything you need to know, from booking to the final deliverables.

Pick the Right Space

I bring my entire studio to your office — professional lighting, backdrop, tethered display — so I don't need much. An area of about 10 feet by 10 feet of unobstructed space, with access to a power outlet, is all it takes.

A conference room with the table pushed aside is ideal. A quiet lobby corner, break room or any open area that's out of the main traffic flow works too. Avoid spaces with floor-to-ceiling windows — controlling the light is important, and I'll need to manage ambient light to get consistent results.

I arrive about an hour early to set up, so make sure the room is available for the full duration — setup through the last session.

Build the Schedule

Most individual sessions take about 10 to 15 minutes. That includes posing guidance, coaching and the shoot itself. Plan for 15-minute slots so we stay on track without rushing anyone.

Send the schedule to your team at least a week in advance. Let people pick their preferred time if possible — it reduces no-shows and gives everyone a chance to prepare.

A few days before the session, please email me a list of everyone you're planning to have photographed that day. Knowing the final headcount and names lets me build the timing, plan the shoot and make sure the day runs on schedule.

Pro tip: schedule leadership first. Once people see the CEO walked out smiling, the rest of the team relaxes.

What to Tell Your Team

The biggest obstacle to great team headshots isn't lighting or backgrounds — it's nerves. Most people dread having their photo taken. A short, friendly email a few days before goes a long way. Let them know each session is quick, that I coach everyone through every pose and expression, and that nobody is expected to know what to do in front of a camera. The quality we're after is what I call "approachable confidence" — and getting people relaxed is half of it.

Include the basics: the date, time and location of their slot, plus the wardrobe and grooming guidance below — the more your team knows in advance, the smoother the day runs. To make that easy, I've put together a short Getting Ready for Your Headshot page you can forward to everyone as-is — it walks your team through what to wear, quick grooming tips and what to expect on the day.

If Your Company Has a Wardrobe Standard, Spell It Out in Advance

Some companies have a firm wardrobe requirement — a blazer, or a jacket and tie — because every image has to match the rest of the leadership page. If that's your organization, communicate that standard clearly to everyone *before* the day, in writing, so there's no ambiguity when they arrive. Wardrobe enforcement is the company's call, not the photographer's: on headshot day I'm shooting one person every 10 to 15 minutes and I don't know your internal dress code, so I'm not in a position to turn people away. My job is to make everyone look their best in what they're wearing; setting and enforcing the standard is yours.

If your standard is strict, say so plainly — "A blazer (or jacket and tie) is required for this shoot; please come dressed accordingly." People follow clear instructions. A heads-up a week out, repeated the day before, prevents almost every wardrobe problem before it happens.

What Your Team Should Wear

Beyond any company standard, share these wardrobe tips with your team — they make a real difference in the final images. The guidance: wear what you love and feel comfortable in, and generally lean toward neutral colors. Avoid busy prints and overly bright tones — though bright colors can work if someone has a piece they love, so tell them we can try it and see.

A white shirt or blouse is fine if it's worn under a jacket; on its own it reflects too much light and tends to wash out skin tones. Simple lines photograph best, so it's worth avoiding scarves, ruffles and fringe. Since each session runs only about 15 minutes, the best approach is to show up in the outfit they feel looks best and makes them feel good — rather than planning on changes on the day. Patterned shirts should be subtle if worn at all; solids are the safe choice. And a small detail that matters more than people expect: crisp, freshly pressed clothing looks far better and drapes better in photographs than fabric that's been worn soft.

Grooming, Hair & Makeup

A few grooming notes worth passing along. For men: a clean shave or crisply trimmed facial hair, plus moisturizer as needed. I don't recommend makeup for men.

For women: light, daily-routine makeup usually photographs best — no need for anything heavier than usual. If someone has a lip color they always wear, they should feel free to bring it; if they never wear lip color, that's perfectly fine too. A hairbrush on hand for a quick touch-up before each session is always helpful.

Day-Of Logistics

If your building has lobby security, make sure my name is on file so I can get in without a delay. Have someone greet me at reception and walk me to the space. I'll need about 60 minutes to set up before the first session.

If your office has a mirror near the space, great — people like a final check before they sit down. I bring a lint roller, so that's covered.

What Happens During Each Session

Each person walks in and I start coaching them through posture, expression and small adjustments. Most people visibly relax within the first minute.

I shoot a variety of expressions — some more serious, some with a natural smile — so each person has options. They can see their shots on the tethered display in real time, which builds confidence fast.

The whole thing takes about 10 to 15 minutes. Most people say it was way less painful than they expected — and that they actually learned something about how to look good in front of a camera.

After the Session

Retouched images are delivered to you — the point of contact — within 10 business days. You'll receive high-resolution files for everyone, ready to distribute to your web team and the individuals we photographed. Each headshot is ready for LinkedIn, your website, email signatures — anywhere it's needed.

I handle all the retouching: minor color correction, stray hair cleanup, minor blemish removal. Nothing heavy-handed — the goal is to look like yourself on your best day.

The Checklist

To recap: reserve a room with about a 10-foot-by-10-foot open area and a power outlet. Build a schedule with 15-minute slots. Send your team an email with the wardrobe and grooming guidance above (plus any company dress standard). Register me with lobby security if needed. Have someone meet me at reception. That's it.

I handle everything else — setup, coaching, shooting, retouching, delivery. Your job is logistics. My job is making everyone look great.

I bring my full portable studio to offices across the Boston area, including Boston, Cambridge, Framingham and Burlington. Individual team members who want additional personal headshots are always welcome at my Sherborn studio, convenient to Natick, Weston, Concord, Newton and Brookline.