How to organise company-wide headshots without disrupting the workday
Tips to make sure your team headshot day runs smoothly
Organising company-wide headshots can feel like an overwhelming task.
You have busy teams, limited space, and a workday that still needs to run normally. It is understandable to worry about disruption, scheduling, and how long the process will take.
The good news is that with a little planning, a company headshot day will run calmly and efficiently. Most employees are photographed in around 10–15 minutes, and the workday continues as normal.
I have photographed many teams across London and the UK, and I have found that a few simple decisions really help to make the day a success.
How to organise a corporate headshot day
My Top 5 Tips at a glance:
Work with an experienced corporate photographer
Create a simple schedule
Decide on a consistent visual style
Prepare your team so they know what to expect
Use a structured system for image selection and delivery
With the right planning, updating your team photographs can be straightforward, while maintaining business as usual.
1. Choose an experienced corporate photographer
An experienced corporate photographer understands how to:
Set up quickly in office spaces
Maintain consistent lighting across many people
Guide individuals who may feel uncomfortable in front of the camera
Keep the day running to schedule
When the process is structured well, the experience feels calm and organised rather than rushed.
2. Decide who will manage the admin
There are two ways to organise a company headshot day.
Option 1: Fully managed headshot day
Most of my clients prefer me to manage the process to reduce internal administration.
In this case I take care of the whole workflow.
Before the shoot
I create and manage the booking schedule
Send calendar invitations and reminders
Provide staff with simple preparation guidance so they know what to wear and what to expect
During the shoot
I guide each person through their session
Show individuals their photographs immediately
Help each person choose two images on the spot, usually one neutral and one smiling
After the shoot
I deliver the finished images - usually within 48 hours
Send the photographs both to the individual and the company contact
Include a short guide explaining how to optimise their headshot for LinkedIn and how to resize their photos
This approach ensures everyone leaves confident about their photographs and knowing they will be delivered soon.
Option 2: Internal scheduling
Some companies prefer to organise the bookings and photo selection themselves.
If you are managing the schedule internally, I recommend:
Sending calendar invites and reminders for each session (and providing the photographer with the list)
Allowing 10–15 minutes per employee
Leaving extra time for senior leadership
Also allow time afterwards to manage the selection of the images and feed the information back to the photographer.
3. Decide on a consistent style
Before the shoot day we decide on a brand-aligned visual style. You can visit my Portfolios for more examples of my work.
This usually includes:
Background choice (plain or environmental)
Lighting style
Framing (head and shoulders or longer)
Clothing and preparation guidance
Consistency helps your photographs work across:
your website
LinkedIn profiles
internal communications
press and marketing materials
When team photographs follow the same visual style, they strengthen your brand and create a more professional impression.
4. Prepare your team
Many people feel nervous about having their photograph taken.
If you are managing the logistics, a short internal email ahead of the shoot helps everyone feel more comfortable. I usually recommend including:
the date and time of their session
simple clothing guidance
reassurance that the session is quick and guided
explain how the images will be used
If you would like more guidance, I have written a separate article on what to wear for corporate headshots, which includes practical clothing tips that photograph well.
5. Keep calm and carry on smiling
With a structured setup, your headshot day will be a positive experience:
most employees are photographed in 10–15 minutes
the office workflow continues normally
everyone receives consistent, professional photographs
For many organisations, a well-planned headshot day provides imagery for websites, LinkedIn profiles and internal systems for several years.
Frequently asked questions about corporate headshot days
How long does a corporate headshot take?
Most team headshots take 10–15 minutes per person. Leadership portraits or branding photographs may take longer.
Can headshots be photographed in an office?
Yes. Most company headshot days take place in meeting rooms or quiet spaces within the office.
How many photos does each employee receive?
Most people choose two final images, usually one neutral expression and one smiling.
How quickly are the images delivered?
Final images are typically delivered within 48 hours.
Do employees receive their photos directly?
Yes. Images are delivered both to the individual employee and the company contact, making it easy to update websites and internal systems.
If you are planning corporate headshots in London or Canary Wharf, feel free to get in touch for further advice to make your headshot day a success!
