I get a lot of people asking me how to organise a batch of staff headshots. Usually it’s the first thing people ask when they contact me.
It’s quite simple to organise headshots for a group of staff. There is no need for it to be complicated or time consuming. The time and effort taken by the person who is organising the headsets is minimal, and the time and effort required of each person who is having their headshot taken is less than 15 minutes.
This post will take you around 5 mins to read, and the organisation of the headshot will take you around 15 mins!
Steps to follow if you want to know how to organise a batch of staff headsets
1. Decide who needs a headshot and estimate numbers
Work out who actually needs a new photo. Is it everyone, just client-facing staff, leadership, or new starters? Check what already exists and whether it’s still usable. Once you’ve got a rough idea of numbers you can start to get a quotes.
2. Determine how you want the headshots to look
Think about how you want the photos to look. Do they need to match something that already exists? Is consistency important? Do you want aight background, dark background, or something in your office? Pull together a few examples so you can describe what you mean without lots of back-and-forth. I’m very happy to help with this and you can look at headshot examples on my site to give you ideas.
3. Contact some photographers and get quotes
Shortlist a few photographers whose work matches what you want (not just whoever comes up first on Google). Share the brief, numbers, location, and intended usage so the quotes are realistic and comparable.
4. Decide which photographer you want to work with
Look at consistency, experience and how people look in their photos, and whether the photographer feels organised and easy to deal with. A calm, efficient photographer makes a big difference on the day.
5. Work out which day people are most likely to be in the office
One well-chosen day is usually better than spreading it across several half-empty ones. Book the day in advance so people can be in the office.
6. Estimate the time required
I usually suggest allowing 10 minutes per person to get a consistent headshot. That’s plenty of time. Allow a few breaks for the photographer during the say if it’s a lot of people. I usually need 30 mins set up time and 15 mins to break things down and pack up.
6. Book the photographer
Once the date and timing are agreed, book the photographer in. Confirm what’s included: shooting time, number of final images per person, retouching, and delivery times.
7. Book a meeting room or space
Choose somewhere quiet, with enough room to work. Usually I work in a meeting room, but a quiet corner of the office also works. 3x4m is the minimum space required for headshots.
8. Schedule the sessions
Create a simple schedule with time slots and names. A spreadsheet will do. I can also set up a Calendly link if you want people to book directly with me. It also works to have it as a drop in session if people are generally available during the day and I can keep a list of who’s headshot has been taken.
9. Send a note to people
Tell people when the headshots will happen and where, what to wear, and how long it will take. Reassure them it’s straightforward and the photographer will help them. I have this note that you can send to people. It’s also good to tell people why the shoot is happening to get their buy in.
10. Let the shoot happen
On the day, let the photographer get on with it. I’m very self sufficient. Have one person be available for question if needed.
11. Receive the proofs
The photographer will usually send a selection for each person. Check everything’s there and flag any obvious issues early. I use a really simply online gallery system for this where you can easily elect favourites.
12. Choose the final photos
You can either let individual people choose their own image or have someone oversee selection for consistency. Decide this upfront to avoid confusion.
13. Receive the edits
Once selections have been made, the photographer will retouch and deliver the finals. Check filenames, formats, and any cropping are rights for you uses. The photographer will help with this.
14. Share the photos
Upload them to wherever they’re needed e.g. website, LinkedIn, shared drive and let people know they’re ready.
15. Enjoy the warm glow of happy staff with nice headshots!
