5 Tips for Organising a Successful Corporate Headshot Session

When it comes to making a strong first impression in business, professional headshots make all the difference. Whether you’re refreshing your team’s online profiles, updating the company website, or gearing up for a PR push, a well-organised headshot session is the key to getting consistent, high-quality images.

I’ve worked with a wide range of Kiwi businesses – from fast-growing startups in Auckland to well-established law firms in Wellington – and I’ve picked up a few tried-and-true tips that make all the difference. If you’re planning a corporate headshot session for your team, here are five essential things to keep in mind.

1. Schedule with Purpose and Flexibility

Coordinating a time that works for everyone in a busy workplace can be a challenge, but it’s worth getting right. I always recommend choosing a day and time when your team is typically at their freshest – usually mid-morning, mid-week. Avoid Mondays (people are still settling in) and Fridays (everyone’s winding down).

If you’ve got a large team, consider splitting the session over a few days or blocks to avoid disruption. Create a clear schedule with time slots for each person, and share it well in advance. This keeps the shoot running smoothly and avoids long wait times.

2. Choose the Right Location

Lighting and background can make or break a headshot. Natural light is fantastic, but it needs to be consistent. I usually bring professional lighting gear to ensure a polished look, no matter the weather.

If you’re shooting on-site, scout out a clean, quiet space with plenty of room. Neutral walls work well, but branded backdrops or a modern office setting can also add personality – just make sure it aligns with your brand identity.

Alternatively, I can set up a portable studio right in your office. It keeps things simple, avoids travel logistics, and means your staff can pop in and out without missing too much work.

3. Communicate Wardrobe Guidelines

What people wear in their headshots has a big impact on how professional and cohesive the final images look. I always encourage businesses to provide some basic wardrobe guidelines in advance.

Here are a few quick tips I usually share with clients:

• Solid colours work best – avoid loud patterns and logos.
• Keep accessories minimal – the focus should be on the face.
• For a corporate look, collared shirts, blazers, and tidy hair are ideal.
• Make sure clothes are clean, pressed, and fit well.

If you’re after a more relaxed or creative vibe, that’s totally fine too – just be clear on the dress code so everyone’s on the same page.

4. Prep Your Team Ahead of Time

Not everyone loves being in front of the camera, and that’s completely normal. A little preparation can go a long way in helping your team feel comfortable and confident.

Encourage people to get a good night’s sleep, stay hydrated, and bring their best energy to the shoot. I always take the time to chat and guide each person through the process – no one’s expected to be a model!

Let your team know what to expect: how long it’ll take, how many shots we’ll capture, and when they’ll get the final images. Taking the mystery out of the process helps everyone show up ready to shine.

5. Think About How You’ll Use the Images

Before the session even starts, it’s worth thinking about where these headshots will be used – LinkedIn profiles, company website bios, email signatures, press releases, etc.

Knowing the end use helps us tailor the style of the shoot. For example, if the photos are going to be displayed side-by-side on a website, we’ll aim for consistency in background, lighting, and framing. If they’re for individual use, we can offer some variety in poses and expressions.

I also provide high-resolution images optimised for both print and web, so you’ve got all your bases covered once the shoot is done.

Organising a corporate headshot session doesn’t have to be stressful. With some thoughtful planning and clear communication, you can walk away with a set of professional, polished photos that elevate your brand and showcase your team at their best.

If you’d like help planning your next session, I’m just a message away – I’d love to chat about how we can make it work for your business.