How to Prep Your Team for a Smooth Headshot Day
What’s the secret to getting your team actually excited about picture day? It’s not just about fixing collars and telling people to smile. A successful headshot session requires intention, planning, and some thoughtful guidance on what to expect. We’ve seen it firsthand—when the day is poorly prepped, it shows in the final photos. But when your team walks in feeling confident, informed, and ready, the results speak for themselves.
Table Of Contents
- 1.Why Preparation Matters More Than You Think
- 2.Start With the Why And Make It Known
- 3.Get Specific About Dress Code (Without Being Controlling)
- 4.Timing is Everything, Build a Schedule and Stick to It
- 5.Create a Comfort Zone Before the Camera Rolls
- 6.Set the Tone With Leadership Participation
- 7.Keep the Momentum Going
- 8.Set Up for Success, Snap by Snap
- 9.FAQs
At Denver Headshot Co., we’ve worked with hundreds of companies—from small startups to large corporations—and we’ve noticed one simple truth: preparation makes or breaks headshot day. If you want your team’s personality and professionalism to shine through, it starts before the camera ever clicks. And it’s very important to choose someone who is a professional when it comes to capturing professionalism.
Why Preparation Matters More Than You Think
Have you ever tried organizing a group for headshots and ended up with no-shows, mismatched outfits, and people avoiding the camera? It’s common. But it’s not inevitable.
Preparing your team well does more than streamline the schedule. It sets expectations, builds enthusiasm, and ensures consistency across your brand. Think about how these images will appear on your website, in presentations, on LinkedIn—this is often a client or partner’s first impression. You want your team to look united, comfortable, and like themselves at their best.
We’ve had clients tell us that headshot day felt like a company culture booster. When done right, it becomes less of a chore and more of a shared experience your team actually enjoys. That only happens when the groundwork is laid well.
Start With the Why—And Make It Known
People don’t love surprises when it comes to photos. One of the first things we do with companies we work with is help them communicate why the session is happening in the first place. Is it a full rebrand? A new website? A push for team visibility on LinkedIn? Your team is more likely to show up ready when they understand the purpose.
That also means setting the tone early. Send a thoughtful message to your team a week or two in advance. Outline the goal, explain the process, and let them know what to expect. If you’re working with us, you can link directly to our session prep guide to make it even easier.
It’s amazing how far a little clarity and context will go in helping your team feel comfortable.
Get Specific About Dress Code (Without Being Controlling)
You don’t need to dictate exactly what everyone wears, but vague advice like “business casual” usually backfires. This is your chance to guide your team toward choices that reflect your brand while allowing individual personality to come through.
Share suggestions with visual examples. Mention colors that complement your background. Suggest avoiding busy patterns, loud logos, or neon hues. Encourage people to bring an alternate top or accessory if they’re unsure. And yes—ironically, reminders about ironing go a long way.
If you’re unsure about what’s going to look good across your company, take a look at how we handle wardrobe prep in our team headshots section. There’s a balance between consistency and individuality, and we help you find it.
Timing is Everything—Build a Schedule and Stick to It
No one likes waiting around unsure when they’re up next. Build a schedule that works for the flow of your workday, and buffer enough time between team members to avoid a rush. We recommend about 10–15 minutes per person. If your team is larger, stagger the time blocks and allow for breaks.
Make sure people know their time slot, and include a calendar invite. It removes the guesswork and creates accountability. People appreciate not being surprised—or worse, interrupted mid-task and rushed in front of the camera.
This is especially critical if you’re doing an on-location shoot. We’ll work with you to build a clear, easy-to-follow plan so that your day moves smoothly without disruption to your operations.
Create a Comfort Zone Before the Camera Rolls
Let’s face it—most people don’t love being photographed. But there’s a difference between showing up nervous and showing up totally unprepared.
Encourage your team to get sleep, hydrate, and eat something beforehand. They’ll feel sharper and more comfortable. If possible, designate a room for touch-ups or last-minute adjustments. Provide a mirror, lint roller, maybe even some oil blotting sheets or hair spray.
It sounds simple, but these little things matter. They give people a moment to collect themselves and feel their best. When they walk onto the set feeling polished, it shows in every frame.
And yes—some light encouragement goes a long way. Compliment your team, create a calm vibe, and remind them this isn’t about perfection. It’s about capturing the best version of them in a relaxed, professional way.
Set the Tone With Leadership Participation
If leadership isn’t showing up prepared, it sends the wrong message to everyone else. When team leads or execs participate enthusiastically, it signals that this is something worth doing right.
That means showing up on time, following the same prep guidelines, and encouraging others. It might even mean going first, to break the ice. We’ve seen team morale skyrocket when leaders take the lead with a relaxed, positive attitude.
It’s a simple step, but a powerful one. When leadership shows they care about presenting the team well, the rest of the company follows suit.
Keep the Momentum Going
You’d be surprised how many companies schedule a headshot session, then leave the images sitting on a hard drive for months. Plan your follow-up.
Make sure you know where and how the final images will be used. Coordinate with your web or HR team to update bios, LinkedIn profiles, press kits, and other professional materials. A consistent update across your brand presence shows intention and attention to detail.
Send your team their individual headshots along with a thank-you note. If you’ve worked with us before, you know we make delivery simple and quick. We provide files in web and print formats, so you’re ready to go.
If you’re planning future hires or onboarding soon, this is also a great time to create a repeatable system for adding new team members to the image library. Our corporate headshots process is designed with consistency and scalability in mind.
Set Up for Success, Snap by Snap
Team headshot day doesn’t have to be a chaotic, dreaded event. When you prepare your people, communicate clearly, and create an environment of confidence and calm, you don’t just get good photos—you get great ones. And your team walks away feeling seen and valued.
We’ve helped businesses across Denver elevate their professional presence, and we know the difference that thoughtful planning makes. So whether you’ve got five people or fifty, a little prep goes a long way. Your team—and your brand—deserves it.
FAQs
1. How far in advance should I prepare my team for headshot day?
We recommend beginning communication 1–2 weeks before the scheduled session, so your team has time to plan, ask questions, and get wardrobe sorted.
2. What should team members wear for a cohesive look?
Suggest solid colors that reflect your brand. Avoid busy patterns, shiny fabrics, or anything with large logos. Encourage team members to stick to similar levels of formality.
3. How long does a typical headshot session take per person?
Plan for 10–15 minutes per individual. This gives us enough time to get comfortable, adjust posing, and capture a variety of expressions.
4. Can you come to our office for team headshots?
Yes—we regularly bring our mobile studio to client offices around Denver. It’s efficient, flexible, and tailored to minimize workday disruption.
5. What if someone misses their time slot? Build in buffer time if possible. We can usually accommodate minor scheduling changes, but having a clear plan ahead of time helps avoid this entirely.
Denver Headshot Co. – Headshots That Reflect Your Team’s Brand
→ Cohesive, polished headshots that capture your team’s professionalism and personality
→ Flexible on-site sessions designed to minimize disruption and maximize confidence
→ Expert coaching to help every team member feel comfortable and look authentic
Set your team up for headshot success—book a session that brings out their best.
⭐⭐⭐⭐⭐ Rated 4.9/5 by Thousands of Satisfied Customers
Jackie, the founder and creative director at Denver Headshot Co., brings over a decade of experience in professional photography to her role. Her extensive expertise, combined with a genuine passion for capturing the essence of her clients, has been instrumental in establishing Denver Headshot Co. as a leader in the field. Under her guidance, the company is renowned for its commitment to quality and authenticity, providing headshots that not only showcase the individuality of each client but also amplify their professional presence. Jackie’s experience, leadership, and artistic vision ensure that every client receives a personalized and empowering photography experience.
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