Corporate headshots are one of those things that sound simple — show up, smile, done. But anyone who has sat through a poorly organized headshot day knows it can quickly turn into a stressful, time-consuming experience that produces photos nobody actually wants to use. The good news is that a little preparation on the front end makes an enormous difference in both the experience and the results.
If your company is planning a headshot session in New York City, here's exactly how to prepare your team so everyone walks away with images they're genuinely proud to put on LinkedIn, your company website, and marketing materials.
Start With a Clear Brief to Your Team
The biggest mistake companies make is telling employees about headshots the day before. Give your team at least one to two weeks of notice, and include specific guidance about what to wear, where to show up, and how long their slot will take. When people feel prepared, they feel calm, and calm people photograph better. Simple as that.
What to Wear for Corporate Headshots
Clothing is one of the most important factors in a great headshot, and it's one of the few things entirely within your control before the shoot. Here's what to tell your team:
Solid colors photograph better than busy patterns. Stripes, plaid, and small prints can look distracting on camera and pull focus away from the person's face. Classic, solid tones like navy, charcoal, forest green, burgundy, and white tend to look polished and professional across the board. Avoid neon colors or anything that's very trendy, headshots are used for years, and you don't want photos that look dated six months from now.
For companies with a dress code or brand color palette, consider asking employees to incorporate those tones. It creates a cohesive look across your team's photos that feels intentional and on-brand.
Jewelry should be minimal and classic. It photographs better and keeps the focus on the person rather than the accessories.
Grooming and Prep
For anyone who wears makeup, encourage a natural, polished look rather than anything heavy or dramatic, camera flash and professional lighting can amplify makeup intensity. For men, if a fresh haircut or trim is possible in the week before the shoot, it makes a noticeable difference.
If your session is in the morning, remind your team to get enough sleep the night before. It sounds obvious, but tired eyes are very difficult to correct even in editing.
Build In Buffer Time
For group headshot sessions, schedule each person's slot with a five to ten minute buffer between appointments. This accounts for the inevitable person who runs a few minutes late, gives the photographer time to review shots and make adjustments, and means nobody feels rushed. A rushed headshot session produces rushed-looking photos.
For a team of ten people, budget approximately two to two and a half hours. For twenty or more, plan for a half day.
Communicate What the Session Will Actually Feel Like
A lot of people are nervous about having their photo taken especially in a professional context. Let your team know in advance that the photographer will guide them through the whole thing. They won't just be standing in front of a camera feeling awkward. A good corporate headshot photographer will direct posture, suggest small adjustments, and coach expressions until everyone feels comfortable and looks natural.
Remind them that they'll likely have multiple shots to choose from, and that professional editing is part of the process. Nobody is expected to be camera-ready the second they walk in.
What to Bring on the Day
Everyone should bring any alternative top option, a small touch-up kit (lip balm, blotting sheets, a comb or brush) is useful to have on hand. If anyone wears glasses, ask them to bring a pair without lenses or be prepared for a version with glasses off, since lens glare can be challenging to eliminate entirely in editing.
After the Session: Getting the Most From Your Photos
Once your edited gallery is delivered, make a plan for how the images will be used consistently across your company. A team that has mismatched headshots, some from five years ago, some low-resolution phone photos, one or two professional ones looks disorganized to clients and prospects. A unified, professional headshot library signals that your company takes its brand seriously.
Update LinkedIn profiles, your website team page, email signatures, and any press materials at the same time so the rollout feels cohesive.
Ready to Book Corporate Headshots in NYC?
I offer corporate headshot sessions for teams of all sizes throughout New York City and Brooklyn — whether you need a full team photographed in one day or individual executive portraits done on a flexible schedule.
