Staff Headshots in Swindon: Your Questions Answered

Planning corporate staff headshots for your team?

Let’s be honest, not many people enjoy having their photo taken. If you’re organising staff headshots for your business, chances are a few of your team are already dreading it. That’s completely normal, and it’s why a bit of planning makes such a difference.

The first thing to consider and let your photographer know is…
How you plan to use the headshots.

The most common and obvious place for staff headshots is the Meet the Team’ page on the website, (and your photographer will likely take a portrait shot), but if your gallery has square or circular images, for example, or you plan to use them elsewhere, a standard portrait headshot might not work!

 

I’m Fran, a brand photographer working with businesses across Swindon and Wiltshire. I send out a headshot prep guide with my bookings, but here are a few other simple things to help you plan your headshot session:

Why should my business have professional staff headshots?

Your team page is often one of the most visited pages on your website. People use it to decide whether they’d like to work with you, so mismatched phone snaps, different backgrounds and random crops can make a business look a bit disorganised.

Professional corporate headshots give you:

  • A consistent look across your website, LinkedIn, proposals and email signatures
  • Photos you can easily match later for new starters
  • A way to create a connection and build trust. People want to see the people who are behind the brand and who they might work with.

  • A sense that you take your business seriously, with professionalism and pride in your team.

Can you come to our office, or do we need to go to a studio?

Either works. For most Wiltshire businesses it’s easiest if I come to you. Your team doesn’t have to travel, and there’s less disruption to the working day. I bring the backdrop and lighting, and all I need from you is a suitable room.

Photography by Fran Studio set up image

How much space do you need for a backdrop and lighting?

If we’re creating traditional corporate headshots with a backdrop and lighting, I’ll need enough room to set everything up, position the subjects and take the photos! Here’s a rough guide:

  • Minimum: about 2m wide x 2m deep. It’s doable, but a bit snug.
  • Ideal: about 3-4m x 4-5m, which gives me room to move and gives your team room to relax.
  • Ceiling height: at least 2.4m, for the lighting.

And a nearby power supply is pretty important too!

If your room has big windows, blinds really help, because changing daylight is not good for consistency!

If we’re creating lifestyle headshots – I’ll still need plenty of space to be able to step back and potentially add a small softbox light if there isn’t natural light (or it’s coming from the wrong direction!) 

A room that looks perfectly spacious for a meeting isn’t necessarily spacious enough or appropriate for photography.

For both types of shoot, it’s also good to have somewhere close that people can wait while they’re ready to be photographed.

If you’re unsure about which type of headshots or the space needed, just ask me before the day. It’s much easier to work out the best option beforehand than discover we’ve got a very large table and nowhere to put my lights when I arrive! 😂

How long does each person need?

As a rough guide, allow about 5-10 minutes per person. Most people are in front of the camera for 3 to 6 minutes, and the rest is swapping over. Some people take a bit longer to settle in, and that’s absolutely fine, it can also be much quicker if the day is planned well.

For larger team sessions I offer a half day or a full day shoot (see my up to date pricing here), all sessions include editing. The number of people I can photograph in that time depends on the size of the team and how the day runs, so tell me how many staff you have and I’ll let you know which option makes sense.

    How should we organise staff on the day?

    If you’re photographing a large team, it’s worth putting a little schedule together beforehand so everyone knows when they’re needed.

    A few things that can help keep everything running smoothly:

    • Choose a coordinator. An office manager or someone in HR is ideal. They keep an eye on the timings and send people along when it’s their turn.
    • Allocate time slots beforehand. Give everyone an approximate time for their headshot, rather than expecting them all to be available whenever they’re needed.

    • Let everyone know in advance. Make sure the team knows when the shoot is happening, when they’ll be photographed and what they need to do to prepare.

    • Ask people to be ready a few minutes early. This gives them time for a quick mirror check and means the photographer isn’t left waiting if someone is just finishing a call.

    • Avoid scheduling over important meetings or busy periods. Where possible, choose a time when people can step away from their usual work without feeling rushed.

    • Book your busiest people early. Their diaries are the hardest to shift, and it gets the day off to a smooth start.
    • Have a plan for anyone who’s off. If someone is away sick or on holiday, there are a couple of options :
      For bigger teams – consider spreading the shots over 2 separate days, to have a bigger chance of capturing everyone.
      Or I could arrange a shorter catch up session another day, for smaller teams or a few unexpected missing people.
      This way everyone has a photo that matches the rest of the team.
    • Build in a little buffer time. A 10 to 15 minute gap every hour covers overruns, late arrivals and meetings that can’t be moved.

    If you’re having individual headshots alongside group photographs, it’s also worth deciding when the group shots will happen and making sure everyone is available at the same time.

    A little organisation beforehand makes a big difference on the day. It helps us make the most of the time you’ve booked and keeps disruption to your team’s working day to a minimum.

    What should staff wear for a headshot?

      Unless your team wears a uniform, it’s worth having a conversation about clothing before the shoot.

      You don’t need everyone dressed the same, but you do want the overall collection of photographs to feel cohesive (particularly if your having a team photo done too).

      Think about:

      • The level of formality that suits your business
      • Neutral or brand colours
      • Avoiding very busy patterns or distracting clothing
      • Avoiding large logos (unless they’re your own brand!)
      • Think about the backdrop. A white shirt against a white background tends to disappear.
      • Subtle ways of incorporating your brand colours
      • Go easy on jewellery. Small and simple is fine, but big, shiny or dangly pieces can distract and necklaces can often hang ‘wrong’.
      • Choosing clothes that people actually feel comfortable wearing

      That last one is particularly important.

      If someone feels uncomfortable in what they’re wearing, there’s a good chance that will show in their photographs too.

      And here’s a simple trick if you’re short on time, or wanting a few different shots: layers!

      A blazer, cardigan or jacket can quickly change a look without someone needing to bring a completely different outfit.

      Male corporate headshot in Swindon
      Female studio corporate headshot in Swindon

      Any tips for make up, hair and grooming for my headshot?

      There’s no need for your team to go for a different look for their headshots, however a little effort can be good! The aim is generally to look like a slightly polished and tidy version of themselves.

      A few simple things can help:

      Hair: Try to have haircuts a few days before the shoot, so it has time to settle. And bring a brush or comb for any stray hairs.

      Make-up: If you wear make-up, natural make-up can give a lovely finish to photographs. If you tend to get shiny, bring some powder for a quick touch-up.

      Facial hair: If you normally shave, it’s often better to do this the day before rather than on the morning of the shoot.

      Glasses: if you wear them every day, wear them for your photo. I’ll adjust the angle and lighting to avoid glare, and I can take a few shots without them too if needed.

      And perhaps most importantly…

      Don’t try a completely new look the day before your headshots!

      Your corporate headshot should still look like you.

      Other tips:

      Have a mirror handy

      This is such a simple thing, but really useful.

      Having a mirror available, preferably in the area where staff are waiting, means people can have a quick check of their hair, clothing and general appearance immediately before their photograph is taken.

      It can save a lot of faffing around – and gives everyone a little confidence boost too.

      Group of staff in team photo

      Group photographs

      Individual headshots are important.

      But team photos show connection.

      So if you’re after group/team photographs, it’s worth thinking about a few things:

      Make sure clothing styles and colours are similar/cohesive. Try to avoid lots of colours and patterns competing with each other, particularly with smaller groups.

      Think about where the shot will take place – make sure there’s enough room for everyone and for the photographer to be able to step back to get everyone in! Consider using an area where you can stagger people behind and in front, ie using seats, stairs, etc.

      Props for lifestyle headshots

      Using a few simple props for your lifestyle headshots can be really useful – it can bring a bit more personality into the shot – and give the subject something to do with their hands!

      Consider things like:

      • Notebook and pen
      • Glasses
      • Phone

      Check out my full blog on Corporate headshots vs Lifestyle headshots & team photos: Which is right for your business?

      small team lifestyle headshot with notebook prop

      Where to use your Staff Headshots

      Once you’ve invested in professional corporate headshots, use them well – the obvious place is on your website teams page, but you can also use them for:

      • LinkedIn profiles

      • Email signatures

      • Press releases

      • Speaker bios

      • Company brochures

      • Social media introductions

      You’re investing in your brand presence, so make the most of it!

      What about editing and delivery?

      Editing is included in my half day and full day sessions. That covers tidying up small blemishes and stray hairs and balancing colour, etc. You’ll receive your final images ready to use on your website, LinkedIn and email signatures, usually within a week. If you’d like every photo cropped the same way so they line up neatly on your team page, just mention it when you book.

      What if I just need a couple of headshots?

      No problem. If you only need a few photos, I have other options, from studio headshot sessions, branded/location headshots or 1 hour brand sessions. All my pricing is on my website, so there are no surprises.

      What areas around Wiltshire do you cover for staff headshots?

      I am based in Swindon and also cover areas such as Marlborough, Chippenham, Cirencester, Faringdon (and other areas within 25 miles of Swindon) at no extra cost. However I also travel further afield with a small additional travel charge.

      Fran Robinson Business & Brand Photographer in Swindon - Photography by Fran

      How do I book?

      Drop me a message with roughly how many people need photographing, where you’re based and any dates you have in mind and we can go from there! Along with the tips in this blog, I’ll also send you a short guide to share with your team.

      And if you’d like to get to know me better, then why not book a free, no-obligation discovery call, so you can ask questions, talk through ideas and make sure I’m the right photographer for you.