How to Prepare Your Team for a Corporate Headshot Day

Written By Christopher Davies

Booking a headshot session for your team is a smart investment in your brand — but if you want the day to run smoothly and get the best results, a little preparation goes a long way.

As a Cardiff headshot photographer since 2006, I’ve worked with businesses of all sizes to photograph teams quickly, professionally, and with minimal disruption. Here’s how to make the most of your shoot day — and keep your staff looking and feeling confident in front of the camera.

Before the Shoot: Prep Is Everything

The most successful team headshot days are the ones where everyone knows what’s happening, when, and why. A short internal briefing can make a huge difference.

Here’s what to do in advance:

  • Pick a point of contact – Assign one person to liaise with me on timings, shoot space, and logistics

  • Send a prep email to staff – Include what to wear, timing, location, and the purpose of the headshots

  • Block out time in calendars – Even if the shoot takes just 5–10 minutes per person, having a scheduled time slot helps things run to plan

  • Choose a consistent look – Decide on background colour (or location), dress code, and general style — especially for public-facing teams

What Should Staff Wear?

For staff headshots, I always recommend smart-casual, professional outfits that reflect your brand. Keep it simple, clean, and consistent.

Tips for choosing what to wear:

  • Avoid logos, bold patterns, and heavy branding

  • Solid colours tend to photograph best — blues, greys, and neutrals are safe bets

  • Layers (like blazers or jackets) add structure and polish

  • Suggest two outfit options in case of spills, creases, or last-minute changes

On the Day: Keep it Relaxed and Efficient

On shoot day, I’ll arrive early to set up and make sure everything runs to plan. I create a relaxed environment to help your staff feel at ease — no awkward poses, no forced smiles.

What I need from you:

  • A clean, quiet space (ideally near a window or plain wall if using natural light)

  • A schedule (even rough) so we know who’s arriving when

  • Flexibility — things like meetings or urgent calls happen, and that’s OK

Each person usually takes about 5–10 minutes — sometimes less if we’re keeping things consistent.

After the Shoot: Image Delivery & Next Steps

Once the shoot is complete, I’ll edit and deliver a set of high-quality images via a private online gallery. Each staff member usually gets a few options to choose from, including colour and black & white versions.

Included in your session:

  • Fully edited, high-resolution files

  • Web-optimised versions for LinkedIn and websites

  • Optional guidance on choosing the best image per person

Final Tips for Success

  • Bring a mirror and a lint roller (you’d be surprised how often they’re used)

  • Offer staff time for a quick tidy-up before their slot — it helps them feel more confident

  • Reassure nervous team members — I guide everyone through the process and take care of everything

Ready to Book Your Team Headshots in Cardiff?

Whether you’ve got a team of 5 or 50, I offer friendly, professional staff headshot sessions in Cardiff that deliver consistent results with minimal disruption.

Call today on 07528 970994 or drop me a message with any questions.
On-location across Cardiff & South Wales
See example galleries here

Christopher Davies
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Cardiff Photographer