A certain amount of anxiety is normal when planning a company photoshoot. The team commits to pause their usual routine and “lose” a day to something that doesn’t come naturally to most of us. However, you can’t escape the importance of a company having professional photos at their disposal.
A bank of photos is necessary to elevate your brand, refresh your website, enhance social media and strengthen your marketing materials. Plus, your graphic design and digital marketing team will thank you! However, the perfect shots do not happen by chance. In fact, they are the product of a well-organized plan.
From choosing a professional photographer to posing tips, here’s everything you need to plan a successful photoshoot for your business. And yes, it includes a contingency plan for potential issues.
1. Define the photoshoot’s purpose
Answer the question for yourself and your team: Why are we doing this? The answer to that question guides every decision moving forward.
- Do we need updated headshots?
- What are we portraying in these photos and what do we want as a result? Are we capturing team values for workforce recruitment? Are we wanting to tell a brand story? Can we better communicate or sell products or services? Do we need a refreshed website?
- What are the uses and applications for these photos? Do we need room for text? Do we need a mix of landscape and portrait orientations for social media, website or marketing campaigns?
- Do we need interactive photos with clients or customers?
- Do we need to hire models as extras?
2. Create a shot list and a spreadsheet
There’s nothing worse than getting your photos back and realizing you missed an important one. A planning spreadsheet with a shot list to check off as the day goes by ensures you get the photos you need – and want. Include details like:
- Photos needed.
- Team members in each photo.
- Location and props.
- Breaks in the day.
- Goal for the photo so the participants will know if they should be smiling, having conversation or interacting with their co-workers.
Detailed planning alleviates many potential problems. If you are diligent in the planning of this list, you might even get more shots than you expected. Consider the following:
- Review your website and create a list of photos that need updating.
- Brainstorm pictures that illustrate the different services you provide, your culture and team interaction (you’ll want both working and candid shots).
- Types of headshot and leadership portraits needed.
- Images for social media marketing may need unusual sizes.
- Create a mood board. Gather and compile sample photos you like to show the photographer and posing ideas for headshots.
3. Choose the right photographer
Finding the right photographer to match your brand and capture the essence of the company is extremely important. It not only makes for a good outcome, but also makes the process easier and feel more relaxed.
In your research process, see if their portfolio matches your style and desired look to reflect your company. Deep dive into their shooting style. Ask the photographer if they will provide direction to your team members during the day and discuss their timeframe for delivering the final photos. It’s always good to know if they offer immediate review of the photos being taken.
It bears repeating that the more you plan, the smoother the day will go. After securing the shoot date with your chosen photographer, it’s important to have a meeting (or two). Always do a walk-through of the photo locations.
At this time, you can share a creative brief with any sample photos and discuss the desired outcomes for the day. The photographer can guide you on blocking off enough time for individual headshots, setting up lighting, and times of day certain locations will photograph better.
Also, they can likely help with deciding if you need extra models or a stylist to work with the team. These conversations may bring up questions that you hadn’t thought of before, which makes you even more prepared.
Once you book the photographer, don’t forget to send a calendar invite to everyone involved. Ease their anxiety by including a note saying that this will be an organized (and fun!) day and that everyone will have all the information they need well in advance.
4. Create a detailed time schedule and prepare your team
Now that the photographer has given you the information on how they work, you can break down the day into more accurate time blocks.
Break down your planning spreadsheet into 30-minute increments. Block off time so that each team member can easily see their day and plan accordingly. This includes time to be in the stylist’s chair, when and where to report for pictures, when to change outfits and breaks to relax or grab a bite to eat.
Even the best-made plans will have unexpected issues and unforeseen overages. It is a good idea to build in buffer time for those unplanned delays or interruptions.
You have prepared as much as you can, and now, it’s time to pump up the team and share all of your thoughtfully planned information. Creating a fun, vibrant presentation sets the tone for the photoshoot and allows space for the team to ask questions.
Present this in advance to build enthusiasm and relieve anxiety. Anything last minute is never welcome and won’t be productive. Go over the who, what, when, where and why. Most importantly, emphasize they are not expected to be models.
The formula for getting the best pictures is to have the team relax and just be themselves. The photo samples you gathered previously can show outfit inspiration, types of staged candid photos and different posing options for headshots.
If possible, designate a team member to take behind-the-scenes shots and short videos to create content. These are great to show your company culture via social media posts.
5. What to – and what not to – wear
Hopefully, nobody is picking out their outfits the night before! The team presentation and planning spreadsheet can help with that planning process as it will have descriptions of the different shots.
If there are several outfit changes needed in a quick amount of time, it is easy to wear one pair of black slacks or dark colored jeans and change tops and blazers as needed. Accessories are an easy way to dress up solid colors and show your personality, but it shouldn’t be overwhelming or distracting.
Whether the attire should be more business or casual, it depends on your company’s brand image and the photoshoot’s purpose. The best advice is to dress your title and dress your personality.
Do wear:
- Solid colors and subtle patterns
- Well-fitted, clean, wrinkle-free clothes
- Pops of color (especially brand aligned)
- Layers for versatility
- At least 3-4 outfits
Don’t wear:
- Logos (unless branded apparel)
- Busy patterns
- Bright whites or neons (can wash out in photos)
- Obvious seasonal outfits like bulky sweaters
6. Prepare to pivot
Even the best-planned shoots face curveballs. Be flexible. There are things that you can prepare for ahead of time and some that may be dealt with during that day. If you have outdoor shots planned, have a back-up plan ready in case of bad weather.
If a last-minute meeting happens during a team member’s headshot time, you may need to switch them with someone else. Potential issues could be technical problems, wardrobe malfunctions, or a team member being sick.
No matter what, prepare as much as you can in advance and you’ll be ready to make quick decisions and adjust as needed. Adopt a “roll with it” attitude to handle whatever comes up.
7. Getting the best poses and candids
Not everyone is natural in front of the camera, but luckily you don’t have to be. Sharing examples of headshots and group photos helps everyone think about what looks best. It also shows how to interact with each other and avoid awkward posing.
Great photos are not forced. To achieve that natural feeling, avoid stiff arms, angle your body slightly (no straight-on shoulders), lean into the camera and smile genuinely. For candids, engage in light-hearted conversations and minimize hand movements. When you say words that end in an “uh” sound, you achieve a more natural smile when speaking.
Remember to keep the conversation on topics that aren’t necessarily related to work because serious issues can make you appear angry or stern. Stories about pets, vacations and yummy food make for happy smiles!
8. Make your photoshoot successful and fun
For the actual day, don’t be afraid to direct the photographer. You know your team and you know what shots you need. Don’t shy away from making requests or suggestions. Don’t forget to have a primping station, full length mirror and a wardrobe kit containing a lint roller, safety pins and fabric tape.
Keep things light and enjoyable. When people feel relaxed, it shows in the photos. Level up the energy by playing music and keep the smiles going by offering snacks and drinks. Good photos don’t come from hungry, tired team members! Plan to end the day with a happy hour or a celebratory wind down to thank the team for their time and effort.
Remember, pre-planning doesn’t make your day boring and stale. It makes the day creative and authentic. Creativity and authenticity give you more usable photos and shared memories for your team.
Final thoughts: Think long-term and give yourself a round of applause
Think long-term with these photos. Aim for a variety of locations and group shots so you have a versatile photo bank with assets that last.
Hours of your time have been invested in planning the photoshoot. Let that heavy lifting allow your team to show up and shine! Each time you use one of the photos after that, you can smile and give yourself a round of applause for a job well done!
Need a checklist, sample schedule and presentation template to help your photoshoot run as smoothly as possible? We have you covered. Fill out the form below and we’ll send the downloads straight to your inbox.
