How To Prepare My Team For A Corporate Photoshoot

A Full Guide To Making the Most of Your Headshots and Team Photography

As every corporate photographer knows, not everyone enjoys being photographed. This is entirely natural and to be expected! However daunting a company photoshoot may sound, with a little preparation the session will go smoothly and—to my mind—should also be a little fun. Time to do something different and embrace looking your best. After all, your professional image is part of your sales process—both for you and your company. Whether you are a sole trader or a FTSE 100 firm, photography is part of your brand presence online and offline.

If you're organising a team session—whether it’s corporate headshots or workplace storytelling photography—helping people feel at ease starts long before the photographer arrives. Here’s how a little planning and the right details—like grooming, styling, and confidence—can help everyone look their best in front of the camera.

1. Look Your Best

If it’s going to look polished in photos, it needs to be polished in real life, too. That means—if you shave, shave. Stubble often looks messy—unkempt and like you're not too fussed about your look. Gentlemen: a clean shave or neatly trimmed style gives a fresh, confident impression. Ladies, keep hair styled in a way that reflects your business look—being true to your personal vibe makes for the most flattering, authentic shots. This also applies to workplace photography projects too, where preparation is equally as important.

If you're planning a haircut or styling, aim for 3–7 days before the shoot so it has settled in and feels natural for you.

2. Dress how you want to be seen in your corporate headshots

First impressions count. If your company culture leans smart-casual rather than formal suits and ties, then wear what's most appropriate. So often people tell me, "We don't normally wear ties here." So, think about how your company needs to look. Encourage your team to pick outfits that feel authentic and align with your company’s brand and aesthetic. You're promoting yourself and your business after all, so wear what reflects how you want to be seen in client-facing images.

Keep it consistent too—simple guidelines like “solid tones, clean lines, no loud logos”—so your headshots look unified on your About or Team page.

3. Keep it simple—then personalise your workplace photos

Help your team think about the image they want to project. Are they confident and approachable? Quirky and creative? Being a CEO doesn’t mean you have to look serious. Maybe your company or brand is energetic and modern. If so, let your look reflect that. Small details like the right accessories, colour accents or a signature piece of clothing can communicate your brand without needing a wardrobe overhaul.

4. Build in planning—don’t leave it until the last day!

It’s amazing how easily things can go off the rails if everyone shows up at the last minute. Share a clear call sheet with times, what to bring, and how to prep. Use scheduling best practices for smooth team photo days. If possible, arrange a short pre-shoot chat with the photographer so your team knows what to expect and feels more relaxed on the day. If you’re the only subject, please see my tips on getting yourself ready for your photoshoot. My Advice section also provides a broad range of help on related topics.

5. Make it about more than just a picture

When your team understands that these images are part of your employer brand, recruitment presence, or client storytelling, it makes the process more meaningful. Professional imagery plays a key role in selling your business and can directly contribute to your success. Encouraging everyone to think of the shoot as workplace storytelling (rather than just “a picture taken”) helps focus the mind and boosts ownership of the imagery. Please have a look at more detail on my corporate photography services page and Corporate Gallery for more insights into my work.

Putting It All Together

So, here’s a quick checklist to share with your team before a workplace or headshot session in London:

• Groom thoughtfully—shave or trim stubble and freshen up your hairstyle 3–7 days ahead
• Dress in solid, professional, and authentic outfits—dress as you want to be perceived
• Coordinate colours for a unified but individual look
• Prepare in advance—share timing, wardrobe guidance, and contact the photographer well in advance
• I often send out a pre-shoot guidance sheet to make this process easier

With just a bit of preparation, the result will be authentic, polished headshots or workplace imagery that genuinely represents your people, brand, and culture. Need help planning your shoot or want ideas for styling your team? As a London-based corporate photographer I am regularly asked to provide estimates for corporate headshots. Please see my guidance on requesting corporate photography estimates to help you cost your requirements most efficiently.

I’m always happy to help— please call anytime on +447538078403 or through my Contact Page.